Terms & Conditions
1.MINIUM AGE REQUIEMENT
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.
Get Active Sports are a payment upfront booking service. It is the parent’s sole responsibility to make sure they request payment from their Bank/ Childcare voucher / Tax Credit Provider as soon as the booking is made. You may be required to provide proof of the requested payment where necessary.
Booking completion confirms your acceptance of the Terms and conditions. The named person on the booking confirmation accepts the booking conditions on behalf of all on the booking form.
3.BOOKING ALTERATIONS / LATE BOOKINGS
Amendments can be made, but only with at least 24hrs notice and to be used/moved to another day within the most current term time. Account Credits will not be issued and will not be carried over to another School Term unless no free days available in current term.
Active Care, Late/No bookings
All same day bookings must be made before 12 midday, as the registers get sent to the schools at this time. All bookings made after this time will result in an automatic extra charge of £2, the same charge applies to children who attend the club without bookings where Get Active must make on your behalf.
Active care, Sickness
Please call the office before 9 AM on the day your child is off due to sickness. We can then move the session to another session within that current term time. Please be aware Get Active will confirm non-attendance with the school. No refund/credits will be issued unless a Dr’s note is provided.
Amendments can be made, but only with at least 48 hrs 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 if no free days are available in the current term.
Sickness – Please call the office before 8 AM on the day your child is off due to sickness. We can then move the session to another session within that current term time. Please be aware Get Active will confirm non-attendance with the school. No refund/credits will be issued unless a Dr’s note is provided.
Extra Curriculum Clubs
All 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 you need to cancel a session due to Sickness or Injury, an account credit will be issued for the sessions missed, only after receipt of a valid doctor’s note. If cancelling a session, you MUST speak to someone in the office before the times stipulated in section 3 on the day of the session.
Get Active Sports reserve the right to cancel any course 48 hours before it commences due to insufficient bookings.
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 please log into your account and update the relevant consents. 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 the 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 call our office to discuss your requirements and availability.
1 to 1 care is subject to availability and extra staffing cost.
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 an exclusion 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**
- Polite warning and no charge
- Warning & Fee (An instant charge of £5.00 per child. And an additional £5.00 will be charged for every 15mins increments, until collection)
- Warning & Fee (Fee as above)
- A 1 Day Exclusion & Fee (Fee as above, Exclusion with Immediate effect, any bookings made within this time will be refunded)
- A 1 Week Exclusion & Fee (Fee and Exclusion as above)
- A 2 Week Exclusion or permanent & Fee (Fee and Exclusion as above)
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.
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.
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.
All children in our care are covered by our Public Liability Insurance.
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.
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 (e.g. School, Local Authority, Environmental Health etc), due to bad weather (e.g. Snow, Ice, Flood etc), outbreak of a human infectious or contagious condition (e.g. 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.
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 firstname.lastname@example.org 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 sent 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.
At Get Active Sports we respect the privacy of the children attending our clubs and the privacy of their parents or carers. The personal information that we collect about you and your child is used only to provide appropriate care for them, maintain our service to you, and communicate with you effectively. Our legal basis for processing the personal information relating to you and your child is under your consent and for legitimate interests to allow us to keep you informed and safeguard your child.
Any information that you provide is kept secure. Data that is no longer required will be removed or changed upon your request. At no point will personal information be passed on to third parties unless specified below.
Any personal information that is processed and handled will be done so in line with your consent and for the legitimate interests and safeguarding of all involved. We will use any details you give us to contact you via phone, email and social media and so that we can contact you with any changes or updates to a club, in case of emergency, send you information about your child, our Club and other relevant news, and also so that we can communicate with you regarding payment of our fees.
We will only share personal information about you or your child with another organisation if we:
- Have a safeguarding concern about your child
- Are required to by government bodies or law enforcement agencies
- Have obtained your prior permission.
- Work with the school your child’s club is at.
Personal information will be also shared with Kids Club HQ to process data on our behalf (eg to take online bookings and ensure we have relevant information as outlined by Ofsted) and Mail Chimp to send information and updates on clubs. World Pay is the system used to process payments.
All organisations privacy statements are available online:
You have the right to ask to see the data that we have about yourself or your child, and to ask for any errors to be corrected. We will respond to all such requests within one month. You can also ask for the data to be deleted, but note that:
- We will not be able to continue to care for your child if we do not have sufficient information about them.
- Even after your child has left our care, we have a statutory duty to retain some types of data for specific periods of time* so can’t delete everything immediately.
If you have a complaint about how we have kept your information secure, or how we have responded to a request to access, update or erase your data, you can refer us to the Information Commissioner’s Office (ICO).
* We do need to retain certain types of data (such as records of complaints, accidents, and attendance) for set periods of time after your child ceases to be in our care, but we delete as much personal data as we can as soon as possible.
Get Active Sports reserve the right to issue an Exclusion 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**
- Coach Warning.
- 1st Office Warning.
- 1 Week Exclusion
- 2 Week Ban or permanent