The House League Refund Policy
Summary
The refund terms for The House League. They form part of the registration agreement: by registering a child and paying, the guardian confirms they have read and agreed to them on the child's behalf.
Every date in this policy counts from that season's Season Start Date, the first scheduled practice at the child's location. Each season publishes its start date before registration opens, and every window below follows from it.
The version a guardian receives at registration governs that registration. TCL may update this policy for future seasons, and doing so does not change the terms anyone already registered under.
It applies to every season of The House League, including pilot seasons, at Kigali and community locations.
Why the terms work this way
Registration fees pay for the season before it starts. Courts, coaches and kit are booked against the number of children registered, so the closer it gets to the first practice, the more of that money is already spent.
The refund windows follow when TCL's money goes out.
Definitions
| Term | Meaning |
|---|---|
| Registering guardian | The parent or guardian who completed the registration and agreed to these terms. The only person who can request a refund |
| Amount paid | What has been paid for that child, after any family or other discount. Unpaid balances are not counted |
| Season Start Date | The first scheduled practice of the season at the child's location. Published before registration opens |
| Cutoff Date | 7 days before the Season Start Date. Worked out from the start date, never set separately |
| Processing fee | 5,000 RWF at Kigali locations, covering payment and refund processing. Community locations have no processing fee |
| Kit cost | The cost of the game-day T-shirt, published with each season's fees. At Kigali locations it is deducted once the T-shirt has been ordered. At community locations it is deducted only once the T-shirt has been handed to the child |
Publishing the Season Start Date is what activates this policy for a season. Until a season has a start date, it has no Cutoff Date and no request can be placed in a window.
Refund windows
What a family is eligible for depends on when TCL receives the registering guardian's email, not when the family decided.
| When the email is received | What the family gets |
|---|---|
| Before the Cutoff Date (more than 7 days before the first practice) | Refund of the amount paid, less the processing fee and kit cost where they apply |
| On or after the Cutoff Date, before the first practice (the final 7 days) | No cash refund. The CEO or COO may issue a credit for the amount paid, less the processing fee and kit cost, toward the next season of The House League |
| On or after the Season Start Date (first practice onward) | No refund and no credit, except in the specific cases below |
A child who registers after the first practice is in the last row from the day they register.
Examples
Using a 150,000 RWF fee at a Kigali location, paid in full, with the T-shirt already ordered:
- The guardian emails 10 days before the first practice: the refund is 150,000 minus 5,000 minus 10,000 = 135,000 RWF.
- The guardian emails 3 days before the first practice: no cash refund. A credit of up to 135,000 RWF may be offered.
- The guardian emails in week 2: no refund and no credit.
At a community location with a 30,000 RWF fee and no T-shirt handed out yet, an email 10 days before the first practice gets the full 30,000 RWF back.
Deposits and payment plans
- Refunds are always worked out on the amount paid, never on the full fee.
- When a child withdraws, any balance or installment not yet paid is cancelled.
- If the deductions come to more than the amount paid, nothing is refunded and nothing more is owed.
Who decides
The CEO and the COO hold refund authority, equally. Either can approve or decline any refund or credit, and neither needs the other. Nobody else can commit TCL to a refund or a credit, including coaches and site leads, in person, on a call, on WhatsApp or in writing.
The specific cases
| Case | Outcome |
|---|---|
| The age group does not run | Numbers are counted when registration closes. TCL contacts the family within 2 business days. The family chooses: a place in a combined age group where one is approved, a place in the same age group at another location where there is room (paying or being refunded any price difference), a full credit, or a full refund including the processing fee. If the family has not chosen within 7 days, TCL refunds in full. A refund is paid within 14 business days of the family's choice. If the T-shirt has already been handed out, the child keeps it and nothing is deducted |
| TCL cancels the season or a location | The family chooses a full refund or a full credit. Nothing is deducted |
| TCL cannot place the child | The family chooses a full refund or a full credit. Nothing is deducted |
| Injury or illness | With a note from a doctor or clinic, the CEO or COO may issue a credit for the weeks the child cannot play, toward the next season of The House League. The credit is the amount paid, less the processing fee and kit cost, multiplied by the weeks left in the season and divided by the total weeks. Weeks left are counted from the week TCL receives the email. No cash refund |
| The guardian withdraws consent | Treated as a withdrawal under the refund windows. If consent is withdrawn because of something TCL did wrong, the CEO or COO may issue a refund or a credit |
| The child is removed for their own conduct | No refund. The CEO or COO may issue a credit for the weeks left in the season. Removal is decided under The House League Ruleset |
| The family is removed because of a guardian's conduct | No refund and no credit |
| Siblings | Each child is handled separately, on the amount paid for that child. Withdrawing one child does not change the price paid for the others |
| Overpayment or duplicate payment | Refunded in full once verified |
Credits can be used in the next season of The House League by the same child or a sibling. They cannot be passed to anyone else and cannot be exchanged for cash.
Who can request a refund
Only the registering guardian. A player cannot request a refund at any age, and neither can another parent or relative. The request must come from the email address given at registration. If the guardian no longer has that address, TCL confirms who they are by calling the phone number on file before anything is processed.
The money always goes back to the account the payment came from.
How to request a refund
By email to info@thecommunityleague.com, including the guardian's name, the child's name, age group and location, the payment method, the transaction reference, and the reason.
Requests made by any other channel are not refund requests. Not WhatsApp, not social media, not a call, not a word with a coach or site lead. The date the email arrives decides which window applies, so anyone raising a refund another way should be sent to email immediately, before a window closes on them.
Processing
- Approved refunds and credits are processed within 14 business days of approval
- Refunds go to the original payment method, in Rwandan Francs
- Any charge from the family's own bank or mobile money provider for receiving the refund is the family's
Version 1.0, 8 October 2026