Refund Policy

HINTON SOCCER SOCIETY
Registration Refund Policy
Effective Date: March 5, 2026
Approved By: Board of Directors, Hinton Soccer Society
Review Cycle: Every 2 years or as required

1. PURPOSE
The purpose of this policy is to define the conditions under which registration fees may be refunded and to ensure a fair, transparent, and consistent approach to refund requests while allowing the Society to manage operational and financial commitments.

2. SCOPE
This policy applies to all players registered in Hinton Soccer Society outdoor soccer programs, including recreational and competitive streams, unless otherwise specified by the Board of Directors.

3. TRIAL PERIOD
3.1 The first week of the outdoor season shall be considered a trial period for all registered players.
3.2 The trial period is intended to allow players and families to assess program suitability, including interest, commitment level, and basic program expectations.

4. REFUND ELIGIBILITY
4.1 Requests for a registration refund must be completed through the website www.hintonsoccersociety.ca  within ten (10) calendar days of the official outdoor season start date, as defined by the Society.
4.2 Refund requests received within the ten-day period will be considered eligible for approval.
4.3 Refunds approved under this policy may be subject to the deduction of:
Non-refundable third-party fees (e.g., governing body registration fees, insurance fees), if applicable
Administrative fees, if established by the Board

5. NO-REFUND PERIOD
5.1 No refunds shall be issued for any reason after ten (10) calendar days following the official outdoor season start date.
5.2 This includes, but is not limited to:
Change of interest or commitment
Scheduling conflicts
Weather conditions

Team placement or coaching decisions
Player absences or non-attendance
Injuries or non-serious medical issues, or unregistered medical conditions
Family relocation outside the Society’s service area
 
6. EXCEPTIONAL CIRCUMSTANCES
6.1 The Board of Directors may, at its sole discretion, consider refund requests outside the ten-day period in exceptional circumstances, including:
Serious medical issues supported by documentation
Significant financial difficulties by the guardian
6.2 Approval of an exception does not create precedent for future refund requests.
 

7 Refund time frame
7.1 Refunds will be processed within 30 days of approval.

8. GOVERNANCE
8.1 This policy is established under the authority granted to the Board of Directors by Bylaw 12.2.
8.2 This policy does not amend or override the Society’s bylaws. 

9. POLICY COMMUNICATION
9.1 This policy shall be: Published on the Society website
Included or referenced during registration
Available upon request
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