1. Booking & Payment
• The room hire fee must be paid in full at the time of booking.
• A £100 security deposit is required and will be refunded after the event, provided no damage or additional cleaning is required.
• The room hire fee is non-refundable. In exceptional circumstances, management may allow the booking to be transferred to another date at their discretion.
Room hire and security deposits should be paid in cash.
2. Use of Facilities
• The hire includes full use of the function room and bar service with staff.
• External caterers, DJs, and decorations are permitted but must be approved in advance.
• All decorations and equipment brought in by the hirer must be removed at the end of the event. Failure to do so will result in the deposit being withheld.
3. Damages & Cleaning
• The hirer is responsible for any damage caused to the premises, furniture, fixtures, or equipment.
• The deposit may be retained to cover the cost of repairs or cleaning if the room is not left in a satisfactory condition.
• Any costs exceeding the deposit amount will be invoiced to the hirer.
4. Conduct & Behaviour
• The hirer is responsible for ensuring all guests behave appropriately and respectfully toward staff and the property.
• PILCS Club promotes responsible drinking. Anyone deemed intoxicated may be refused service or asked to leave.
• Strictly no alcohol is to be supplied to anyone under 18. Bar staff may request valid ID from anyone who appears underage.
• No smoking or vaping is permitted inside the premises.
• The use, possession, or supply of illegal drugs is strictly prohibited.
Anyone found to be using or supplying drugs on the premises will be immediately removed and permanently banned, and the incident may be reported to the police.
The hirer may also lose their deposit and be refused future bookings.
5. Children & Supervision
• Children attending private parties must be supervised by a responsible adult at all times.
• Children are not permitted to enter the lounge or bar areas unless accompanied and supervised by an adult.
• The hirer is responsible for ensuring these rules are communicated to all parents and guardians attending the event.
• Failure to supervise children appropriately may result in the early termination of the event and loss of deposit.
6. Licensing & Legal Compliance
• All events must comply with local licensing laws and club policies.
• The hirer must not permit any illegal or antisocial behaviour on the premises.
7. Cancellations
• Cancellations must be made in writing or by phone.
• The room hire fee is non-refundable. Transfers may be considered at the management’s discretion if reasonable notice is given.
8. Liability
• PILCS Club accepts no responsibility for loss or damage to personal belongings brought onto the premises.
• The hirer agrees to indemnify the club against any claims arising from their use of the venue.
9. Management Rights
• The club reserves the right to refuse or cancel a booking at any time if it believes the event may pose a risk to the club’s property, reputation, or licensing conditions.
• The Trustee / Duty Manager’s decision on the night is final in all matters of safety, conduct, and licensing.
Last updated: 12/11/2025
At Pilcs (Pontyfelin Institute of Leisure, Culture and Sport), we respect your privacy and are committed to protecting your personal data.
This Privacy Policy explains how we collect, use, store and protect your information in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Pilcs is a community-run social club, managed by a committee of trustees.
Our address is: Pilcs Club, New Road, Pontypool. NP4 0TL.
Email: pilcsclub@gmail.com
Phone: 01495 762039
We may collect personal information when you:
Submit a booking enquiry or membership application
Attend club events or activities
Communicate with us via email, phone or social media
Volunteer, work, or provide services to the club
The information we collect may include:
Your name and contact details (email, phone number, address)
Details of your event or booking
Membership details and payments (if applicable)
Emergency contact information (if relevant)
Any other information you choose to share with us
We only use your personal data for legitimate club purposes, such as:
Responding to booking and membership enquiries
Managing event and room bookings
Communicating with members, guests, and service providers
Ensuring the safety and security of our premises
Fulfilling legal or regulatory obligations (e.g. financial reporting)
We do not sell, rent, or share your personal information with third parties for marketing purposes.
We take data security seriously.
Your information may be stored electronically (e.g. in Google Workspace or password-protected files) or securely in paper records held by the committee.
We use appropriate technical and organisational measures to keep your information safe from unauthorised access, loss or misuse.
Personal data is only kept for as long as necessary for the purpose it was collected. When no longer needed, it is securely deleted or destroyed.
We may share limited personal data with:
Committee members or staff who need the information to manage bookings or memberships
Service providers (e.g. caterers, maintenance contractors) where necessary for club operations
Authorities such as the police or local council, if legally required
All third parties are required to keep your data secure and use it only for the agreed purpose.
Under UK GDPR, you have the right to:
Access the personal data we hold about you
Request correction of inaccurate data
Request deletion of your data (“the right to be forgotten”)
Object to or restrict how we process your data
Request a copy of your data in a portable format
To exercise any of these rights, please contact us at pilcsclub@gmail.com
We aim to respond to all requests within one month.
If you visit our website, some non-personal data (like browser type or pages viewed) may be collected automatically through cookies or analytics tools to help us improve the site.
You can adjust your browser settings to block or delete cookies at any time.
We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations.
The most recent version will always be available on our website.
If you have any questions or concerns about this Privacy Policy or how we handle your data, please contact us at:
pilcsclub@gmail.com
01495 762039
Pilcs Club, New Road, Pontypool. NP4 0TL.
If you are not satisfied with how we handle your data, you can also contact the Information Commissioner’s Office (ICO) at www.ico.org.uk.
Pilcs Responsible Drinking Policy
Purpose
At Pilcs, we are committed to promoting a safe and enjoyable environment for all members, guests, and visitors. This Responsible Drinking Policy sets out our approach to alcohol consumption on club premises and during club events.
1. Age Restrictions & ID Checks
Alcohol will only be served to individuals aged 18 or over.
Valid photo ID (e.g., passport, driving licence, or PASS card) may be requested to verify age.
Anyone under 18 will not be served alcohol, and underage drinking on the premises is strictly prohibited.
2. Responsible Alcohol Service
Staff and volunteers serving alcohol will follow legal requirements and best practices for responsible service.
Alcohol consumption is expected to remain at a level that does not cause disruption or risk to safety.
3. Safe Environment
Members and guests are encouraged to drink responsibly at all times.
Intoxicated persons may be refused service or asked to leave the premises.
Management reserves the right to intervene in any situation where alcohol consumption poses a risk to health, safety, or enjoyment of others.
4. Event & Room Hire Guidelines
Hirers and organisers of events where alcohol is served are responsible for ensuring compliance with this policy.
Any sale or supply of alcohol by external parties must comply with UK licensing laws.
Alcohol may not be brought onto the premises without prior approval from the Pilcs committee.
5. Promoting Awareness
Staff and volunteers will be trained in responsible alcohol practices.
Guidance on safe drinking and limits will be available at events where alcohol is served.
6. Non-Alcoholic Options
Pilcs encourages the availability of soft drinks, water, and other non-alcoholic options at all events.
7. Enforcement
Failure to comply with this policy may result in removal from the premises and refusal of future bookings.
The committee reserves the right to amend this policy as required to maintain a safe and welcoming environment.
Purpose
To ensure a safe, welcoming, and enjoyable environment at Pilcs, all members, visitors, and hirers are expected to follow this code of conduct.
Key Rules
Treat all members, visitors, staff, and volunteers with respect.
Refrain from abusive language, harassment, or disruptive behaviour.
Follow all club policies, including Health & Safety and Responsible Drinking.
Take responsibility for personal belongings and respect the club’s property.
Comply with any instructions given by staff or committee members.
Children at Events
All children must be supervised by a parent, guardian, or responsible adult at all times. Pilcs is not responsible for unsupervised minors.
Consequences
Failure to comply with the code of conduct may result in:
Removal from the premises
Suspension of membership
Refusal of future bookings
Purpose
Pilcs is committed to providing an inclusive environment. Discrimination of any kind is not tolerated.
Policy Statement
Pilcs welcomes all members and visitors regardless of age, gender, ethnicity, religion, ability, sexual orientation, or background.
All activities, services, and events are accessible without discrimination.
Harassment, bullying, or exclusion based on protected characteristics is strictly prohibited.
Complaints regarding discrimination are taken seriously and addressed promptly.
Compliance
This policy aligns with the Equality Act 2010 and reflects Pilcs’ commitment to fairness, inclusion, and respect for all.
Health & Safety Policy
Pilcs (Pontyfelin Institute of Leisure, Culture and Sport) – Health & Safety Policy
Purpose
Pilcs is committed to providing a safe and secure environment for all members, visitors, staff, volunteers, and hirers. This policy outlines our approach to preventing accidents, protecting health, and ensuring compliance with UK health and safety legislation.
Key Principles
The committee takes all reasonable steps to minimize risks and maintain safe facilities.
All equipment, furniture, and sporting or recreational facilities are regularly inspected.
Hirers are responsible for ensuring their guests follow safety guidance during events.
Accidents or hazards must be reported immediately to a staff member or committee member.
Responsibilities
Committee / Trustees: Maintain safe premises, conduct risk assessments, and review policies annually.
Staff / Volunteers: Follow safety procedures, report hazards, and assist in emergencies.
Hirers / Event Organisers: Ensure activities are safe and guests are aware of rules.
Members / Visitors: Take care of themselves and others, and follow posted instructions.
Emergency Procedures
Fire exits, assembly points, and emergency routes are clearly marked.
First aid kits and a defibrillator are available on site, and trained first aiders are present at events.
In an emergency, staff and volunteers will assist members and visitors safely.
Accident Reporting
All incidents, injuries, or near misses are recorded and reviewed by the committee.
Serious incidents are reported to authorities as required.
Review & Updates
The policy is reviewed annually or following significant incidents, facility changes, or legislative updates.
Contact
Email: pilcsclub@gmail.com
Phone: 014950762039
Pilcs Anti-Drug Policy
Purpose
Pilcs (Pontyfelin Institute of Leisure, Culture and Sport) is committed to providing a safe, healthy, and welcoming environment for all members, visitors, staff, and hirers. The use, possession, or supply of illegal drugs is strictly prohibited on all club premises and during any club-organised events.
1. Policy Statement
The club has a zero-tolerance approach to illegal drug use.
This policy applies to all members, visitors, staff, volunteers, and hirers.
Any individual found in breach of this policy will face appropriate action, including removal from the premises and potential reporting to law enforcement.
2. Responsibilities
Trustees / Committee
Ensure the club premises are safe and free from illegal drug activity.
Respond promptly to any suspected breaches of this policy.
Staff and Volunteers
Monitor activities and be vigilant for signs of drug misuse.
Report any incidents or concerns to the committee immediately.
Hirers / Event Organisers
Ensure that events held on Pilcs premises comply with this policy.
Supervise guests to prevent the use of illegal substances.
Members and Visitors
Must not bring, use, or distribute illegal drugs on club premises.
Should report any suspected illegal activity to staff or committee members.
3. Enforcement
Anyone found using or supplying illegal substances will be removed from the premises immediately.
The committee reserves the right to terminate membership or refuse future bookings for breaches of this policy.
Serious incidents may be reported to the police.
4. Education and Awareness
The club encourages awareness of the risks associated with drug use.
Staff and volunteers will receive guidance on identifying and responding to drug-related incidents.
5. Support and Advice
Members seeking support or advice regarding drug use are encouraged to access local resources or support services.
Pilcs can provide information on relevant community support services on request.
Pilcs Membership Policy
Purpose
The purpose of this Membership Policy is to outline the rights, responsibilities, and procedures for members of Pilcs. Membership helps support the club, provides access to facilities and events, and ensures a safe, welcoming environment for all.
1. Membership Eligibility
Membership is open to all individuals who support the aims and values of Pilcs.
There is no discrimination based on age, gender, ethnicity, religion, ability, or background.
All members must agree to comply with club policies, including the Code of Conduct, Health & Safety, and Responsible Drinking Policy.
2. Membership Categories & Fees
The club may offer different types of membership (e.g., adult, junior, family, honorary).
Fees are set annually by the trustees / committee and are payable in full before membership benefits apply.
Membership fees are non-refundable, except where expressly decided by the trustees / committee.
3. Rights of Members
Access to club facilities and events, subject to the rules of the club.
Voting rights at the Annual General Meeting (AGM) or other committee meetings, if applicable.
Participation in club activities and the ability to stand for election to the committee, where eligible.
4. Responsibilities of Members
Comply with all club policies, rules, and health and safety requirements.
Treat staff, volunteers, visitors, and fellow members with respect.
Maintain the club’s property and report any damage or hazards promptly.
Supervise children and dependents attending the club.
5. Membership Termination or Suspension
The trustees / committee may suspend or terminate membership for:
Breach of club policies (e.g., Code of Conduct, Responsible Drinking, Anti-Drug Policy)
Unacceptable or disruptive behaviour
Non-payment of membership fees
Members will be informed in writing of any suspension or termination, including reasons.
The decision of the committee is final.
6. Membership Renewal
Membership is renewed annually.
Members will be notified in advance of renewal deadlines and fees.
Failure to renew by the deadline may result in loss of membership privileges.
7. Data Protection
Personal information collected during membership registration is stored securely and handled in accordance with UK GDPR and the Data Protection Act 2018.
Membership data will only be used for club purposes (e.g., communication, events, voting) and not shared with third parties.
Pilcs Smoking and Vaping Policy
Purpose
Pilcs (Pontyfelin Institute of Leisure, Culture and Sport) is committed to providing a clean, healthy, and comfortable environment for all members, visitors, and staff. This policy outlines the club’s rules on smoking and vaping to ensure compliance with UK law and promote consideration for others.
1. Policy Statement
In accordance with the Health Act 2006 and UK smoke-free legislation, smoking is strictly prohibited inside all indoor areas of Pilcs.
This includes the bar, function rooms, corridors, toilets, offices, and all enclosed or partially enclosed spaces.
The use of electronic cigarettes (vapes) is also not permitted indoors, to maintain air quality and respect other users.
2. Designated Smoking Area
Smoking and vaping are only permitted in the designated outdoor area, located at the front and back of the building.
Please dispose of cigarette ends responsibly in the bins provided.
Smoking is not permitted near entrances, exits, or windows to prevent smoke from entering the building.
3. Responsibilities
Members, Visitors, and Hirers:
Must adhere to this policy at all times.
Are responsible for ensuring their guests follow smoking and vaping rules during private events or functions.
Staff and Volunteers:
Are responsible for reminding individuals of the policy where necessary.
May ask anyone breaching the policy to stop or move to the designated area.
4. Enforcement
Anyone found smoking or vaping in non-designated areas may be asked to leave the premises.
Repeated breaches may result in membership suspension or refusal of future bookings.
The club reserves the right to apply additional conditions for private events if required.