Terms & Conditions v4. 09/17

 

1.MINIMUM AGE REQUIREMENT

We cannot accept children under the age of four to any of our Clubs/Holiday camps. If a child is suspected to not meet the above, we reserve the right to request proof of age. We also reserve the right to refuse entry and/or ask the child/children to be collected immediately, no refund/credit will be available.

 

2.PAYMENT

Payment confirms your acceptance of the booking conditions. The named person on the booking confirmation accepts the booking conditions on behalf of all on the booking form. It is the parent’s sole responsibility to make sure they request payment from their Childcare Voucher Provider as soon as the booking is made, you may be required to provide proof of the requested payment where necessary.

 

3.BOOKING ALTERATIONS/LATE BOOKINGS

  • Active Care – Amendments can be made, but only with at least 24hrs notice and to be used/moved to another day within 21 days of the most current term time. Account Credits will not be issued and will not be carried over to another School Term.
  • Holiday Camps – Amendments can be made, but only with at least 48hrs notice and to be used/moved to another day within the most current available Holiday Camp. Account Credits will not be issued and will only be carried over to the current running camp or the next available Holiday Camp period.
  • Extra Curriculum Clubs – All of our Extra Curriculum Clubs are fixed dates these cannot be amended.

Alterations and late booking will only ever be made subject to availability and with the correct notice.

 

4.CANCELLATIONS/REFUND POLICY

It is not Get Active Sports’ policy to issue cash refunds for any cancellations. If an account credit is issued, the credit note will only be valid for a period of 12 months from the date of issue.

  • We require at least 14 full days notice to issue a 100% credit note.
  • We require at least 7 to 13 full days notice to issue a 50% credit note.
  • If you cancel your sessions without giving us at least 7 full days notice you will not receive any credit.

If the cancellation request is due to child Sickness/Injury, an account credit note will be issued for the sessions missed only after receipt of a validated doctor’s note. Get Active Sports reserve the right to cancel any course 24hrs before it commences due to insufficient bookings.

 

5.LOST PROPERTY

Please ensure that children do not bring valuable toys and/or belongings with them as we cannot be held responsible if they go missing or are broken. We cannot guarantee the return of lost property, but will endeavour to return items on request that we are able to identify. Parents will be required to pay the cost of postage. Get Active Sports will keep lost property for a period of four weeks only. If it is left unclaimed after this period has expired, Get Active Sports will distribute the lost property to local charities.

 

6.PHOTOGRAPHY/VIDEOGRAPHY

From time to time we take photographs and videos at our venues which may be used for marketing and promotional purposes. If you would rather your child was not included in any photographs or videos we must be informed in writing before commencement of your booking. When booking Holiday Camps, you will have options to consent or refuse to allow your child to be photographed or filmed.

 

7.MEDICAL INFORMATION & SPECIAL CONDITIONS

If you book by telephone we will ask you for up to three emergency contact details and relevant medical information, allergies, additional needs and dietary restrictions regarding your child. If you book online the same information is requested at point of registering your child. If full information is not provided this may result in that child being excluded from certain activities, or if it felt necessary, excluded from using Get Active Sports. In such circumstances, no refund or credit will be paid. Get Active Sports reserve the right to cancel a booking at any time where there has been a failure to provide full information about a child. If your child requires 1 to 1 care with a member of our staff, please do call our office to arrange your requirements. 1 to 1 care is subject to availability.

 

8.EARLY ARRIVAL & LATE COLLECTION POLICY/FEES

Your arrival time must not be before your selected booking start time. This will result in refusal of entry, unless there is an earlier booking slot available, and then you are required to call the main office to change the booking and pay for extra time, before entry will be granted.

Get Active Sports reserve the right to charge a fee or issue a ban for late collection of any children. If a child/child is collected after the allocated collection time identified on the booking, the parent/guardian will be subject to the below strike basis: **Please note these reset each term**

  1. Warning & Fee (An instant charge of £5.00 per child. And an additional £5.00 will be charged for every 15mins increments, until collection)
  2. Warning & Fee (Fee as above)
  3. 1 Day Ban & Fee (Fee as above, ban with Immediate effect, any bookings made within this time will be refunded)
  4. 1 Week Ban & Fee (Fee and ban as above)
  5. 2 Week Ban or permanent & Fee (Fee and ban as above)

 

9.SAFEGUARDING

Get Active Sports staff have a duty to respond if they suspect a child in their care may be suffering from abuse, or if a child makes a disclosure about abuse. In this event the relevant staff will follow the Safeguarding Children’s Policy as detailed in our policies and procedures.

 

10.RATIOS/AGE GROUPS

Get Active Sports ratio of staff to children normally exceeds all statutory requirements. The actual ratio varies between activities and age groups. 1:10 Active Care, 1:16 After School & Weekend Clubs, 1:14 Holiday Camps.

We always endeavour to group children within our advertised age groups, however due to a regulatory requirement to maintain staff to child ratio’s, dependant on the actual ages of the children attending on the day, we reserve the right to group children differently to that advertised.

 

11.LIABILITY

Get Active Sports does not accept liability for personal injury or death of any participants unless directly caused by the proven negligence of the company or its servants.

 

12.INSURANCE

All children in our care are covered by our Public Liability Insurance.

 

13.EXCLUSION

Get Active Sports reserves the right to exclude or refuse any person without notice, if we consider that their presence compromises the good atmosphere of the club. Transport home will be the responsibility of the parent and no refund/credit will be available.

 

14.PROGRAMME CHANGES

Get Active Sports reserves the right to amend its services and activity programme, content, times, dates and venue in the event of unsuitable weather conditions, failure of equipment, building faults and any other operational faults that may arise from time to time, without refund or compensation to the customer.

 

15.POLICIES AND PROCEDURES

Copies of Get Active Sports policies and procedures are available at the activity venue or will be sent to parents on request.

 

16.ENFORCED VENUE CLOSURE

If any Get Active Sports club is forced to close due to the compulsory closure of its premises by order of a competent authority (eg School, Local Authority, Environmental Health etc), due to bad weather (eg snow, ice, flood etc), outbreak of a human infectious or contagious condition (eg Influenza, Meningitis), Industrial Action (teaching strike etc) or for any other reason, customers will still be liable for any fees due/paid, during the entire period of closure.

 

17.COMPLAINTS

Get Active Sports are committed to providing high quality childcare. We take ALL complaints very seriously. If you or your child are not satisfied with the service we provide we would like to know about it. Any complaint should be made to our Head Office on 01344 860868 or info@getactivesports.com we will do everything possible to ensure the complaint is dealt with as quickly and effectively as possible. If you feel that the outcome of the complaint is insufficient or would like to take the grievance further the complaint should be made in writing and send to Director, Get Active Sports, Acorn House, Longshot Lane, Bracknell, RG12 1RL. In the unlikely event that you are not 100% satisfied with the outcome of the complaints procedure, you may wish to contact the Ofsted Early Years Complaints Helpline on: 0300 123 4666, or write to their Regional Office at  www.ofsted.gov.uk/contactus

 

18.DATA PROTECTION

Get Active Sports acts as a Data Controller for the purpose of the Data Protection Act 1998. As a requirement, we need to collect relevant personal details from you and the children you are booking to enable us to process your booking. This information includes names, ages, emergency contact details, any applicable medical or dietary restrictions and in some cases credit/debit card or other payment details. We hold and use some of your details for future marketing purposes such as sending you promotional information via email address provided. We do not sell or pass on your data to any third party.

 

19.POOR BEHAVIOUR

Get Active Sports reserve the right to issue a Ban for poor behaviour of any children. If required a child/children will be subject to the below strike basis: **Please note this resets each term**

  1. Coach Warning
  2. 1st Office Warning
  3. 1 Week Ban
  4. 2 Week Ban or permanent

 

 

 

 

 

 

 

 

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