Equipment Security & Card on File Policy
The Swords of Notting Hill
Effective Date: 8 July 2025
1. Introduction
At The Swords of Notting Hill, we are pleased to provide access to essential fencing equipment, enabling all our members to participate safely and effectively in our classes. To ensure the careful treatment and timely return of this valuable equipment, we require members utilizing club-provided rental equipment to provide credit/debit card details to be securely held on file. Please note: Your card will NOT be charged upfront. This policy outlines the terms under which your card information is secured and the specific circumstances under which charges may apply.
2. Purpose of this Policy
This policy establishes a secure and efficient method for the club to recover costs in the event of:
Damage to club-owned equipment beyond reasonable wear and tear.
Loss or non-return of club-owned equipment.
The cost of necessary repairs or full replacement of damaged or lost equipment.
3. Card on File Requirement & Security Measures
Instead of collecting a traditional cash deposit, we require valid credit or debit card details to be securely held on file.
No Upfront Charge: Your card will NOT be charged at the time of enrolment or equipment issuance.
Secure Storage (Tokenization): To ensure the highest level of data security and compliance with the Payment Card Industry Data Security Standard (PCI DSS), The Swords of Notting Hill will NOT store your full credit card number directly. Instead, your card details will be securely processed and stored by our trusted, PCI DSS compliant third-party payment gateway: Stripe. We will only receive a secure "token" (a unique, encrypted identifier) that allows us to initiate authorized charges without ever handling your sensitive card data.
Authorization: By providing your card details, you explicitly authorize The Swords of Notting Hill to charge the card in accordance with the terms outlined in Section 6 of this policy. This authorization remains valid for the duration of the fencer's equipment rental period with the club.
4. Provision of Card Details
Valid credit or debit card details must be provided at the time of initial enrolment for the fencing term, or upon the first issuance of club rental equipment to the member, whichever occurs first.
Access to club-owned equipment for rental purposes is contingent upon the successful capture of valid card details by our secure payment gateway.
5. Equipment Condition and Fair Wear and Tear
Upon issuance, all equipment is inspected to ensure it is in good, functional condition. Members are encouraged to inspect the equipment themselves at the time of receipt and report any existing damage immediately to a coach or club official.
"Fair wear and tear" is defined as the reasonable deterioration of equipment due to normal, intended use over time. This includes minor scratches, slight fading, or expected material softening.
Damage beyond fair wear and tear includes, but is not limited to:
Tears, rips, or holes in fabric (jackets, under-plastrons, gloves) not resulting from typical fencing contact.
Broken zippers, buckles, or straps.
Significant structural damage to masks (dents, bent wires, broken bibs) from misuse.
Excessive rust or corrosion due to improper care.
Alterations to equipment not approved by the club.
Damage resulting from negligence, misuse, or intentional acts.
6. Circumstances for Charging the Card on File
The Swords of Notting Hill reserves the right to charge the card held on file only under the following specific circumstances:
Damage beyond fair wear and tear: If club-issued rental equipment is returned with damage exceeding that caused by normal, intended use as defined in Section 5.
Loss of equipment: If any club-issued equipment is lost and not recovered.
Non-return of equipment: If club-issued equipment is not returned to the club within the specified timeframe (see Section 8).
7. Charges for Damage, Loss, or Non-Return
In the event that a charge is deemed necessary under Section 6:
The charge will cover the cost of necessary repair or full replacement of the damaged or lost item(s).
The club will provide an itemized breakdown of any charges applied, including a clear reason for the charge and the precise costs for repair or replacement.
Replacement costs will be based on the current market value of comparable new equipment, or the cost of professional repair.
8. Equipment Return and Inspection Process
Upon a fencer's departure from the club (e.g., at the end of a term or cessation of membership), arrangements must be made with a club official to return all rental equipment.
Returned equipment will be inspected by a designated club official within [e.g., 7 working days] of its return.
The club will notify the member/parent of the inspection outcome and any proposed charges to the card on file within this timeframe.
All equipment must be returned within [e.g., 14 days] of the fencer's last class or official departure date from the club. Failure to return equipment within this period may result in a charge for the full replacement value of unreturned items.
9. Dispute Resolution
Should a member/parent dispute any charge applied to their card, they must submit their concerns in writing to contact@nottinghillswords.co.uk within [e.g., 7 days] of receiving the club's notification of the charge.
The club will review the dispute and respond in writing within [e.g., 14 days].
The club's decision regarding charges will be final, unless otherwise agreed through formal mediation or other mutually acceptable dispute resolution methods.
10. Release of Card Information
Once all club-issued rental equipment has been returned and assessed as being in acceptable condition (or any necessary charges have been successfully processed), the secure token representing your card information will be marked for removal from our payment gateway's system. This process will typically be completed within [e.g., 30 days] of the final equipment return.
Members may also request the removal of their card details from file at any time, provided all outstanding equipment is returned and assessed, and all potential liabilities settled.
11. Contact Information
For any questions regarding this Equipment Security & Card on File Policy or the return of equipment, please contact:
contact@nottinghillswords.co.uk