Terms and Conditions
TERMS AND CONDITIONS
These Terms and Conditions (“Agreement”) govern the services provided by SportCampTravel LLC (“Contractor”) to any person or entity who purchases or registers for a program or otherwise interacts with the Contractor (“Customer”). By using our services or accessing our website, you agree to be bound by this Agreement. If you do not agree, please do not use our services.Contractor reserves the right to modify these Terms at any time. Any changes will be posted on our website and will be effective upon posting. Continued use of services after modifications constitutes acceptance.
1. Services Provided
Contractor provides advisory and logistical services for sports camps and academy programs, including registration assistance, visa support (e.g., invitation letters), and ongoing communication between the Customer and third-party organizers. The Contractor acts solely as an independent advisor and intermediary between the Customer and third-party programs, such as sports camps, academies, or travel providers. The Contractor is not the operator of these programs and shall not be held liable for cancellations, staff conduct, training decisions, scouting outcomes, or any other service aspects controlled by third parties.
2. Registration and Documentation
2.1 The Customer is responsible for submitting complete registration forms, medical certificates (dated within 30 days of the program), parental consent for minors, and a copy of the participant’s passport.
2.2 Incomplete or late submissions may result in cancellation without refund.2.3. The collection, use, and storage of personal data by the Contractor is governed by its Privacy Policy, which is incorporated by reference into this Agreement. By registering, the Customer acknowledges having reviewed and accepted the Privacy Policy, available on our website.
3. Payment Terms
3.1 Upon confirmation of booking, full payment is due within the period specified in the invoice.
3.2 Payment methods accepted include major credit cards and bank transfers. Travel and visa costs are the sole responsibility of the Customer.
3.3 Travel, lodging, visa procurement, and associated logistics are the sole responsibility of the Customer. The Contractor does not arrange or guarantee transportation, accommodations, or visa issuance, and is not liable for any costs, delays, or losses arising from travel-related issues, including changes in itinerary, cancellations, or denied boarding or entry.
4. Refunds and Cancellations
4.1 All program fees are non-refundable once a booking has been confirmed, except under the limited circumstances described below. By submitting payment, the Customer confirms that they have read and accepted this no-refund policy.
4.2 Conditional Refunds: A refund or credit may be considered only if:
(a) The participant sustains a verified injury prior to the program start date and provides an official doctor’s certificate; or
(b) The participant receives a formal visa denial from a relevant embassy or consulate, with supporting documentation.4.3 In either case, refunds are not guaranteed and are subject to the policies and discretion of the third-party camp or academy. Where refunds are not feasible, a voucher or program credit may be offered, valid for a future program within 12 months of original registration.
4.4 No refunds will be issued for voluntary withdrawal, disciplinary dismissal, incomplete documentation, or non-compliance with travel or visa requirements. If a participant leaves early without documented medical necessity, no refund or credit will be provided.
4.5 All cancellation requests must be submitted in writing at least 30 days before the program start date. Late requests may not be reviewed or granted any credit.
4.6 Voucher Use Policy. Vouchers or program credits issued in lieu of refunds:
• Must be used within 12 months of issuance;
• Are non-transferable and may only be used by the originally registered participant;
• Are subject to availability and cannot be redeemed for cash or resale;
• May be applied to eligible future programs offered by the same third-party provider or a comparable program at the Contractor’s discretion.
5. Payment Disputes and Chargebacks
5.1 The Customer agrees not to initiate a chargeback or payment dispute with their financial institution for any payment made to the Contractor, except in the case of proven fraud or billing error.
5.2 Filing a chargeback or payment reversal in contradiction of the agreed refund and cancellation terms constitutes a material breach of this Agreement.
5.3 In the event of an unauthorized or fraudulent chargeback, the Contractor reserves the right to pursue reimbursement, legal fees, and damages, and to bar the Customer from future participation.
5.4 The Customer acknowledges that documentation of accepted Terms and Conditions, registration forms, payment receipts, and program correspondence may be used by the Contractor in any chargeback response or legal proceeding.
6. Assumption of Risk and Waiver of Liability
6.1 The Customer acknowledges and agrees that participation in athletic, sports, and training activities inherently involves risks of physical injury, illness, psychological injury, property loss, or even death. By enrolling in any program facilitated through SportCampTravel LLC (“Contractor”), the Customer voluntarily assumes all such risks on behalf of themselves or any participant they represent, including minors.
6.2 The Customer hereby irrevocably waives, releases, and discharges the Contractor, its employees, representatives, agents, affiliates, and subcontractors from any and all claims, actions, causes of action, damages, or liabilities arising out of or related to injuries, accidents, illnesses, or any other harm sustained by the participant during or in connection with any program or service arranged, facilitated, or recommended by the Contractor, including travel to and from any such program.
6.3 The Contractor makes no guarantees or representations regarding participant outcomes, coaching attention, professional opportunities, or program content, all of which are subject to the policies of the third-party academies or camps.
6.4 This waiver shall apply to all known and unknown risks and shall survive the termination of this Agreement. Nothing in this Agreement waives liability for gross negligence or willful misconduct.7. Medical Treatment Authorization
7.1 The Customer hereby authorizes medical treatment to be provided to the participant in the event of illness, injury, or medical emergency during participation in any program arranged by the Contractor.
7.2 The Customer agrees to bear full financial responsibility for any such medical care
and to reimburse any costs incurred by the Contractor or any affiliated party on the participant’s behalf.
7.3 The Contractor shall not be liable for the quality, timing, or outcome of any medical treatment provided and is not responsible for the availability or selection of specific medical facilities or practitioners.
7.4 This authorization includes but is not limited to routine medical care, hospitalization, emergency surgery, and the administration of anesthesia, when deemed necessary by medical personnel.
8. Parental Consent and Liability Waiver for Minors
8.1 Where the participant is under the age of 18, the parent or legal guardian (“Guardian”) of the participant agrees to all terms of thisAgreement on behalf of the minor.
8.2 The Guardian expressly assumes all risks described herein and agrees to indemnify and hold harmless the Contractor from any claims brought by or on behalf of the minor participant.
8.3 The Guardian further affirms that the minor is medically and physically fit to participate in all program activities and that all necessary permissions, documentation, and insurance coverage have been obtained.
8.4 By enrolling a minor, the Guardian confirms their understanding that the minor’s failure to follow program rules may result in dismissal without refund, andthe Guardian shall be responsible for any additional travel, supervision, or damage-related costs incurred.
9. Security and Confidentiality of Facility Information
9.1 In the interest of participant safety and program integrity, the specific addresses and details of training facilities, campuses, and accommodations shall be disclosed only to Customers who have completed full registration and payment.
9.2 The Contractor reserves the right to withhold logistical or location-specific details from unregistered or unpaid parties, and any unauthorized attempts to obtain or disclose such information may result in cancellation of the Customer’s participation without refund.
9.3 The Customer agrees not to share received logistical information with third parties, including but not limited to facility locations, staff contact details, or schedules, except as reasonably necessary for the participant’s travel and preparation.
10. Code of Conduct and Dismissal
10.1 All participants must adhere to the rules and behavioral standards established by the Contractor and the host academy or camp. This includes, but is not limited to:
• Compliance with hygiene, nutrition, and training protocols
• Prohibition of smoking, alcohol, drugs, or any illegal substances
• Respectful conduct toward staff, coaches, and fellow participants
• Adherence to curfews, schedules, and supervision rules
• Compliance with local laws and regulations
10.2 Participants who violate these standards may be subject to disciplinary action, including immediate dismissal from the program without refund. Decisions on disciplinary matters are final and made at the sole discretion of the Contractor or the host academy.
10.3 Where the participant is a minor, the parent or legal guardian shall be fully responsible for all costs associated with early dismissal, including travel changes or damages caused by the participant.
11. Insurance
11.1 The Contractor does not provide insurance coverage of any kind. All Customers are required to obtain comprehensive travel, medical, accident, and cancellation insurance that covers the full duration of their participation in any program.
11.2 The Customer agrees that failure to obtain such insurance shall be at their own risk and acknowledges that no compensation will be provided by the Contractor for cancellations, injuries, illnesses, or other losses incurred during the program.
11.3 The Contractor is not responsible for assisting in any insurance claims or reimbursement processes and makes no guarantees regarding the adequacy or responsiveness of any insurance provider.
12. Photography and Media Consent
12.1 By registering for and participating in any program, the Customer (and, where applicable, the parent or guardian of a minor participant) grants the Contractor and its affiliates the irrevocable right to record, photograph, film, and otherwise capture the likeness, voice, and image of the participant during program activities.
12.2 The Customer agrees that such media may be used, without compensation, for promotional, advertising, social media, website, or informational purposes by the Contractor, its agents, or third-party partners.
12.3 If the Customer wishes to opt out of media usage, they must submit a written request at the time of registration. Opt-out requests will be honored only if received prior to the program start date.
13. Force Majeure
13.1 The Contractor shall not be liable for any failure or delay in performance under this Agreement resulting from causes beyond its reasonable control, including but not limited to: acts of God, pandemics, public health emergencies, natural disasters, labor disputes, governmental actions, border closures, war, civil unrest, or failure of third-party vendors or partners (including camps or academies).
13.2 In such cases, the Contractor may, at its sole discretion, offer the Customer a voucher, credit, or rescheduling option in lieu of a refund.
13.3 The Contractor shall not be responsible for additional costs incurred by the Customer, such as travel changes, accommodation losses, or visa-related consequences, due to force majeure events.
14. Dispute Resolution and Governing Law
14.1 This Agreement shall be governed by and construed in accordance with the laws of the State of Florida, USA, without regard to its conflict of laws principles.
14.2 Any disputes arising out of or relating to this Agreement shall first be addressed through good faith negotiations between the parties. If resolution cannot be reached within 30 days, the dispute shall be submitted to binding arbitration administered by the American Arbitration Association in accordance with its rules, to be conducted in Miami, Florida, in English.
14.3 Each party shall bear its own legal fees, unless otherwise awarded by the arbitrator.The arbitrator’s decision shall be final and enforceable in any court of competent jurisdiction.
14.4 The Customer expressly waives the right to participate in any class action, class arbitration, or representative proceeding.
15. Miscellaneous
15.1 Entire Agreement. This Agreement constitutes the entire understanding between the Contractor and the Customer and supersedes all prior or contemporaneous representations, agreements, and communications, whether oral or written.
15.2 Severability. If any provision of this Agreement is held to be invalid or unenforceable by a court or arbitrator of competent jurisdiction, the remaining provisions shall remain in full force and effect.
15.3 No Waiver. The failure of the Contractor to enforce any provision of this
Agreement shall not be deemed a waiver of its right to do so later, nor shall any waiver of one breach be deemed a waiver of any other breach.
PRIVACY POLICY
SportCampTravel LLC ("we", "our", or "us") is committed to protecting the privacy and security of our customers, website visitors, and participants. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our services, or otherwise interact with us, in accordance with applicable privacy laws.
1. Information We Collect
We collect personal information that you provide to us directly when you register for a program, fill out a form, communicate with us, or use our services. This may include your name, email address, phone number, mailing address, date of birth, passport information, medical information, payment details, and other identifiers.
2. Information Automatically Collected
We may automatically collect certain information when you visit our website, including
your IP address, browser type, operating system, access times, and browsing behavior. We may also use cookies and similar tracking technologies to enhance user experience and for analytics purposes.
3. How We Use Your Information
We use the information we collect to:
- Register you for programs and camps
- Process payments and provide invoices
- Facilitate travel and visa documentation support
- Communicate with you regarding your registration, changes, or updates
- Ensure participant safety and compliance with camp rules
- Meet legal and regulatory obligations
- Improve our services and marketing
3A. Sensitive Personal Information
Under applicable laws such as the California Consumer Privacy Act (CPRA), the General
Data Protection Regulation (GDPR), and Quebec’s Law 25, certain types of information
are considered sensitive and subject to additional protections. We collect and process the
following sensitive personal information (SPI):
• Government-issued identification (e.g., passport details)
• Medical records and health status
• Information about minors
We collect SPI only for specific, limited purposes, such as:
• Verifying identity for travel documentation
• Assessing eligibility for participation in athletic programs
• Protecting health and safety during program participation
We do not use SPI for profiling, advertising, or automated decision-making, and we do not disclose SPI to third parties except as required for the stated purposes or legal
compliance.
4. Legal Bases for Processing (GDPR Compliance)
If you are located in the European Economic Area (EEA), we rely on the following legal bases to process your personal information:
- Your consent
- The performance of a contract
- Compliance with legal obligations
- Legitimate interests, provided they are not overridden by your rights
5. Sharing Your Information
We do not sell your personal data. We may share your information with:
- Third-party sports camps, academies, or program providers- Payment processors
- Travel and visa support agencies
- Medical personnel in case of emergencies
- Legal or regulatory authorities, if required
6. Data Retention
We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected, including:
Category of Data Retention Period
Registration and identity documents: 6 years from end of program
Passport and visa-related documentation: 1-year post-program (unless otherwise required)
Medical and emergency contact info: 1 year from end of program
Payment and transaction data: 7 years (for tax and legal compliance)
Communication logs: 3 years from last interaction
Technical/analytics data: Up to 2 years from collection
If retention is required by law (e.g., tax, health, legal disputes), data may be retained longer. When no longer needed, data is securely deleted or anonymized.
7. Data Security
We implement reasonable administrative, technical, and physical safeguards to protect
your personal information against unauthorized access, disclosure, alteration, or
destruction. However, no method of transmission over the Internet or method of
electronic storage is 100% secure.
For users located in the European Economic Area or the United Kingdom, our designated
contact for data protection matters is:
Data Protection Contact
Email: info@sportcamptravel.com
Subject line: “GDPR Privacy Inquiry”
While we are not required to appoint a formal DPO under GDPR, we have designated this contact point for GDPR-related requests, inquiries, or concerns.
7A. Third-Party Processors and Service Providers
We rely on select third-party processors to help us operate our services. These entities process personal information on our behalf under contractual agreements that restrict their use of data to authorized purposes only. These may include:
• Payment processors (e.g., Stripe): Payment authentication, billing, fraud prevention
• Travel and visa facilitators: Assistance with document preparation and consular support
• Medical providers: Emergency care or fitness-to-participate evaluations
• Cloud service providers: Data storage, backup, email infrastructure
We conduct due diligence on all vendors and require compliance with applicable privacy laws through data processing agreements (DPAs).
8. Your Rights (California, EEA, and Canadian Residents)
Depending on your place of residence, you may have rights regarding your personal information, including:
Jurisdiction Available Rights
California (CPRA)
Access, correction, deletion, portability, restrict processing of
sensitive information, opt-out of sale/share, limit use of SPI, no
retaliation for exercising rights
Jurisdiction Available Rights
Colorado, Connecticut, Virginia : Access, correction, deletion, portability, opt-out of targeted advertising, opt-out of profiling, appeal rights
Utah Access, deletion, portability, opt-out of targeted advertising
Canada (PIPEDA) Access, correction, limited collection, file complaint with OPC
EU/EEA (GDPR) Access, correction, erasure, portability, restrict processing, object to processing, withdraw consent, lodge complaint with DPA
You may exercise your rights by contacting us at [Insert Email]. We will verify your identity before fulfilling any request and respond within the timelines required by applicable law (typically 30–45 days).
8A. Appeals Process (Colorado, Connecticut, Virginia)
If we deny your request to access, correct, delete, or port your personal data, you have the right to appeal that decision.
You may submit an appeal by replying to our denial message or emailing info@sportcamptravel.com with the subject line: “Privacy Rights Appeal.”
We will review and respond to your appeal within 45 days. If your appeal is denied, you may lodge a complaint with your state’s attorney general or data protection authority.
8B. How We Verify Your Identity and Fulfill Requests
To protect your privacy, we take steps to verify your identity before acting on a personal data request. Verification may involve:
• Matching your request to data already in our records
• Requesting additional proof of identity (e.g., ID or confirmation email)
Once verified, we aim to respond to:• CPRA requests within 45 days (with one 45-day extension where necessary)
• GDPR and PIPEDA requests within 30 days
• Quebec Law 25 requests within 30 days
We will confirm receipt of your request within 10 days and notify you if an extension is needed.
9. Children's Privacy
We do not knowingly collect personal information from children under the age of 13 in the United States without verifiable parental consent, in accordance with the Children’s Online Privacy Protection Act (COPPA).
For users located in the European Economic Area, we do not collect data from anyone under the age of 16 unless parental or guardian consent has been provided, in compliance with the General Data Protection Regulation (GDPR). If we learn that we have collected data from a minor without the appropriate consent, we will delete the data promptly and notify the responsible parent or guardian when feasible.
9A. Do Not Sell or Share My Personal Information (California Residents)
We do not sell personal information for monetary consideration. However, under California law, “sharing” includes the use of personal data for cross-context behavioral advertising. We do not share your personal data for these purposes.
California residents have the right to:
• Opt out of the sale or sharing of their personal information;
• Use a browser-enabled Global Privacy Control (GPC) signal to communicate their
preferences automatically.
We honor GPC signals as opt-out requests. If you wish to manually exercise this right, you may email us at info@sportcamptravel.com
10. International Data Transfers
We are based in the United States, and your personal data may be transferred to, stored in, or processed in the U.S. or other jurisdictions where our third-party service providers operate.
For residents of the European Economic Area (EEA), United Kingdom, Canada, or Quebec, where data protection laws may differ, we rely on the following legal mechanisms to protect your data:
• Standard Contractual Clauses (SCCs) approved by the European Commission
• Contractual safeguards ensuring adequate data protection standards
• Your explicit consent, where required by law
We take reasonable steps to ensure your personal data is handled securely and in accordance with this Privacy Policy, regardless of where it is processed.
11. Use of Cookies and Tracking Technologies
We use cookies and similar technologies to enhance your browsing experience, analyze
site traffic, and personalize content. These may include:
• Essential cookies: Required for core website functionality
• Performance cookies: Analytics and usage statistics
• Marketing cookies: Tailored content or advertising (not currently used)
When you first visit our site, you will be prompted with a cookie consent banner that allows you to accept or reject non-essential cookies. You may also adjust your preferences at any time using your browser settings.
For EU users, we rely on your explicit consent to process cookies that are not strictly necessary. Consent is logged for compliance purposes.
11A. Automated Decision-Making and ProfilingWe do not use automated decision-making or profiling that produces legal or similarly significant effects on you, as defined under the General Data Protection Regulation (GDPR) or California Privacy Rights Act (CPRA).
If we were to implement such processes in the future, you would be notified in advance and given the right to request human intervention, express your point of view, and contest the decision.
12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. If we make material changes, we will notify you by updating the effective date and posting a notice on our website.
13. Contact Us
If you have any questions or concerns about this Privacy Policy or our data practices, please contact us through our website.
13A. Complaints and Regulatory Contacts
If you have concerns about how we handle your personal information, you have the right to lodge a complaint with a relevant supervisory authority:
• European Union: Contact your local Data Protection Authority or visit https://edpb.europa.eu
• United Kingdom: Information Commissioner’s Office (ICO), https://ico.org.uk
• Canada: Office of the Privacy Commissioner of Canada, https://www.priv.gc.ca
• Quebec: Commission d’accès à l’information, https://www.cai.gouv.qc.ca
• California: Office of the Attorney General, https://oag.ca.gov/privacy
• Colorado, Virginia, Connecticut: State Attorneys General offices (see respective state websites)