North Beach Junior Football Club – Refund Policy

1. Purpose

This Refund Policy outlines the conditions under which registration fees may be refunded to members of the North Beach Junior Football Club (NBJFC). The Club recognises that family and player circumstances may change and aims to treat refund requests fairly, while ensuring that Club operations remain financially sustainable.

2. Scope

This policy applies to all player registration fees paid to NBJFC through PlayHQ or other club systems. It does not apply to fees or levies charged by Auskick, WA Football or AFL that are passed directly to those organisations and are outside the Club’s control.

3. Refund Eligibility

3.1 Full Refund

If the refund request is received prior to the team lists being released (and/or at least one month before the season start date) the player is eligible for a full refund of the registration fee minus any non-recoverable third-party costs (for example, the association’s registration/insurance levy that has already been forwarded and cannot be recovered).

Any uniform or equipment issued must be returned in new condition before refund approval.

3.2 Partial Refund

If the request is received after team lists are released but before the first round (or within 24 hours before Round 1) the player may be eligible for a partial refund (for example a flat amount or a % of the fee) less:

• the non-recoverable third-party costs;
• the cost of uniform items already issued/collected (if applicable)

Refund = Total registration fee paid − $30 administration fee − cost of issued uniform or gear (if applicable).

3.3 No Refund

Once Round 1 has commenced (i.e. the season has begun) the club will not provide a refund. Transfers to another club or withdrawal after Round 1 will not attract a refund unless exceptional circumstances are approved by the committee.

4. Administration Fee

A $30 administration fee applies to all refund requests to cover processing, insurance, and administrative costs.

5. Refund Request Process

All refund requests must be made in writing via email to:
registrar@nbjfc.com.au
The written request must include: player’s full name and age group/team, parent/guardian contact details, reason for withdrawal, and date of request.

Process:

1. Player/guardian submits a written request to the club Secretary/Registrar, specifying reasons and date.
2. The club verifies registration status, payment amount, date of request, uniform issue status and whether Round 1 has occurred.
3. Committee (or delegated sub-committee) reviews request and determines eligibility per policy.
4. If approved, refund amount is calculated and processed back to original payment method (or otherwise as agreed).
5. The club records the refund in its financial records and updates the membership database.

 

6. Exceptional Circumstances

The NBJFC Committee may consider full or partial refunds outside these timeframes for exceptional circumstances such as serious injury or illness preventing play for the season (medical certificate required), family relocation, or other unforeseen or compassionate reasons.

7. Governing Body Fees

Some registration components are collected on behalf of the AFL or WA Football. If these bodies do not refund their portion, NBJFC cannot reimburse those fees.

8. Communication

This policy will be displayed on the NBJFC website and included in all player registration materials. All parents/guardians must acknowledge acceptance of this Refund Policy during online registration. The policy will be reviewed annually and updated as required by the Committee.

9. Registration Agreement Clause

By completing your registration with North Beach Junior Football Club, you acknowledge that you have read, understood, and agree to abide by the Club’s Refund Policy. Refunds are not automatic and will be processed according to this policy, accounting for administration costs, issued merchandise, and any applicable governing body fees.