01
About this policy
This policy explains how refunds, cancellations, postponements and related payments are handled by Blues Bar at Cogenhoe United Football Club.
Different arrangements may apply depending on whether the payment relates to Club membership, an event or ticket, private hire, a deposit, another Club service or a booking processed by an external provider.
Nothing in this policy limits any statutory rights a person may have under applicable consumer law.
02
Membership applications
The membership fee is normally collected when a membership application is submitted.
Payment of the fee does not guarantee admission to membership.
The application remains subject to the Club's minimum waiting period and authorised approval process.
03
Rejected membership applications
Where the Club rejects a new membership application after the applicant has paid the applicable fee, the fee will be refunded in full.
This applies to Club-Associated Family Membership — £5 and Community Family Membership — £10.
The administration system records Rejected → Refund Required → Refund Processing → Refunded, together with the appropriate payment and refund references and dates. The applicant will not become an Active Member.
04
Applicant withdraws before activation
An applicant who wants to withdraw before membership has been approved and activated should contact the Club as soon as possible.
Where the application has not yet resulted in active membership, the Club will normally cancel the application and refund the membership fee.
The Club may retain an appropriate administrative record of the application where reasonably necessary and in accordance with its Privacy Notice.
05
Online membership cancellation rights
Where membership is purchased online or through another distance contract, the applicant will normally have a statutory 14-day cancellation period beginning when the contract is concluded, unless an applicable legal exception applies.
If the applicant expressly asks the Club to begin supplying the membership service during that period and then cancels before it ends, the Club may make only a lawful and proportionate deduction for services actually supplied, provided the required information and consent were obtained.
Where the service has been fully performed during the cancellation period following the applicant's express request and acknowledgement, the cancellation right may end where the law permits.
The Club will provide the cancellation information required by law before an online payment is completed and will honour any applicable statutory refund right.
06
Cancellation after membership activation
Subject to the statutory cancellation rights described above, once membership has been approved and activated the annual fee is normally non-refundable simply because the member later decides they no longer wish to use it.
Membership is purchased for a 12-month period beginning on the activation date. The Club does not normally provide pro-rata refunds for unused portions of an activated membership.
This does not affect any statutory right to a refund that applies in the circumstances.
07
Suspension or termination of membership
Suspension or termination under the Club's properly adopted Constitution, Club Rules or disciplinary arrangements does not automatically create an entitlement to a refund.
Any refund will depend on the circumstances, applicable Club Rules and any legal rights which apply.
08
Membership renewals
A renewal payment extends membership for the applicable renewal period. Members should check that they wish to renew before completing payment.
Where a renewal payment is taken in error or duplicated, the member should contact the Club promptly. Genuine duplicate payments will be refunded where verified.
09
Event tickets and reservations
The refund arrangements for an event depend on:
- who is organising the event;
- whether Blues Bar or an external ticket provider processed the booking;
- the applicable event terms;
- whether the event proceeds as advertised, is cancelled or is postponed; and
- any applicable statutory rights.
10
Customer cancels an event ticket
Unless the event listing, booking terms or applicable law provides otherwise, event tickets are normally non-refundable where the event is proceeding as advertised but the customer can no longer attend.
For member-booked team/table events, the stated term is: Team/table bookings are non-refundable if the customer cancels or is unable to attend. If Blues Bar cancels or materially reschedules the event, the applicable refund or transfer arrangements will be offered.
This may include changes of personal plans, transport difficulties or circumstances unrelated to the organiser.
Where an external ticket provider processed the booking, requests should normally be made through that provider in accordance with its terms.
11
Event cancelled by Blues Bar
Where Blues Bar cancels an event and no suitable replacement or transfer is accepted, customers who purchased admission directly from Blues Bar will normally be entitled to a refund of the applicable ticket price.
Where tickets were purchased through an external provider, refunds may be processed through that provider. External booking or transaction fees will be dealt with according to that provider's terms and legal obligations.
12
Postponed or rescheduled events
If an event is postponed or rescheduled, customers will be informed of the new arrangements as soon as reasonably practicable. Depending on the circumstances, customers may be offered:
- transfer to the rescheduled event;
- credit or transfer to another event; or
- a refund where appropriate.
13
Changes to an event
Reasonable changes may occasionally be necessary to event times, running order, supporting acts, programme details or other arrangements. A minor change does not necessarily mean that the event has been cancelled.
Where there is a significant change to the essential nature of an event, the Club will consider appropriate refund or transfer arrangements having regard to the circumstances and applicable rights.
14
Refusal of admission or removal
A ticket or booking does not override age restrictions, licensing or capacity restrictions, safeguarding, Club Rules, safety requirements or reasonable conditions of entry.
Where admission is refused, or a person is removed, because of serious misconduct, intoxication, threatening behaviour, failure to comply with licensing requirements or another material breach, a refund will not normally be provided.
This does not affect rights which apply where admission was refused incorrectly or unlawfully.
15
Travel and other indirect costs
Where an event is cancelled, postponed or changed, Blues Bar will not normally reimburse unrelated travel, accommodation, taxi, meal or other personal expenses, except where legally required.
16
Private hire enquiries
Submitting a Private Hire enquiry does not reserve or confirm a date.
A booking becomes confirmed only when the Club has issued the required confirmation and any applicable booking agreement, deposit or payment requirements have been satisfied.
17
Booking deposits
Where a booking deposit is required, the customer will be told the amount, when it must be paid, whether it is refundable, any cancellation conditions and how it will be applied to the booking.
The specific booking agreement will take precedence where it contains event-specific terms, subject always to applicable law.
18
Security and damage deposits
A refundable security or damage deposit may be required for private functions. This is separate from the venue hire charge and any booking deposit.
Subject to the booking agreement, the deposit may be retained wholly or partly where reasonably necessary to cover properly evidenced damage, exceptional cleaning, unauthorised additional use, loss of Club property, breach of agreed booking conditions or other attributable costs.
Any deduction must be reasonable and capable of explanation. No security deposit is automatically refunded or retained: an authorised administrator must record the decision, reason, amount, date and relevant payment or refund reference.
Where no deduction is required, the refundable balance should be returned within a reasonable period following the function.
19
Customer cancels a private-hire booking
Cancellation arrangements will be stated in the relevant Private Hire agreement. The refundable amount may depend on how far in advance cancellation occurs, non-recoverable costs, committed entertainment, staff or suppliers, whether the date can reasonably be rebooked and the agreed terms.
The Club will not impose unlawful or disproportionate deductions.
20
Club cancels a private-hire booking
If the Club cancels a confirmed Private Hire booking for reasons within its control, payments made directly to the Club for services that will no longer be supplied will normally be refunded.
Where possible, the Club may alternatively offer another suitable date where the customer agrees. This does not affect any statutory rights.
21
External suppliers
Where a customer separately contracts with a DJ, entertainer, caterer, decorator or other external supplier, that contract is normally between the customer and the supplier.
Blues Bar is not automatically responsible for refunding money paid directly to an external supplier. Customers should check suppliers' cancellation terms before paying.
22
Payment provider
Payments may be processed through an approved third-party provider such as Stripe.
The Club may retain transaction references and payment or refund status, but does not retain full card details within its membership or booking administration system.
23
How refunds are made
Where possible, refunds will normally be returned using the original payment method. The Club may need to verify the original transaction before processing a refund.
Refunds should not normally be made to an unrelated payment method or third party.
24
Refund processing times
Once the Club has authorised and submitted a refund, the time taken for the money to appear may depend on the payment provider, card network and customer's bank.
The Club cannot control processing time after the refund has been correctly submitted to the payment provider.
25
Duplicate or incorrect payments
Anyone who believes they were charged twice, the wrong amount was taken, a payment was applied to the wrong membership or booking, or another error occurred should contact the Club promptly.
Verified payment errors will be corrected and any appropriate refund processed.
26
Chargebacks and payment disputes
Customers are encouraged to contact the Club first where they believe a payment is incorrect or a refund is due so the issue can be investigated promptly.
Nothing in this policy prevents a customer from exercising lawful rights through their card or payment provider.
27
Refund records
The Club may retain appropriate records of refunds, cancellations and payment disputes for accounting, administration, fraud prevention and dispute resolution.
Information will be handled in accordance with the Club's Privacy Notice. Authorised refund and deposit decisions are recorded in the administration audit log.
28
Exceptional circumstances
Nothing in this policy prevents the Club from considering a discretionary refund, credit or transfer where it considers that fair and appropriate.
Any discretion should be exercised consistently and must not reduce statutory rights.
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Changes to this policy
This protected policy may be updated where necessary because of changes to membership arrangements, events, private hire, payment providers, Club Rules or legal requirements.
The current approved version and effective date will be published on the Blues Bar website. It will not be changed automatically as part of ordinary website updates.
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Contact us
Questions about a payment, cancellation or refund should be sent to admin@bluesbarcogenhoe.co.uk. Please provide your name and the relevant membership, booking or transaction reference where available.
Blues Bar at Cogenhoe United Football Club
Compton Park
Brafield Road
Cogenhoe
Northampton
NN7 1ND