CAMP TERMS AND CONDITIONS
TERMS & CONDITIONS
Activity Camp Booking Terms and Conditions
When you book with our Activity Camp, these Terms and Conditions and other information such as our Parents Guide and Policies and Procedures document define the agreement between us and let you know what to expect and what we expect from you. If you have any questions about our Terms and Conditions, please call our Customer Services team on 01793 750011
Bookings can be made in person or via the telephone. A booking is confirmed when we receive the full payment for the duration of their participation, and receipt of this constitutes acceptance of these terms and conditions.
Camp accepts payment by credit card, debit card, cash or cheque. We do not accept payment by American Express or PayPal. Payments are non-refundable. All bookings must be paid in full when booking and before their camp start date or your children will not be able to attend camp. In the unlikely event that you have payments outstanding after your child has attended camp, these will be passed to a debt recovery agency.
3. Paying with Childcare Vouchers
Unfortunately at this stage we are unable to accept any childcare vouchers (CCVs) as a form of payment for bookings.
4. Changing your booking
If you give us 7 days or more notice, you can change your dates within the same holiday season (e.g. summer), subject to availability, free of charge. If you give us less than 7 days’ notice we will endeavour to change your dates subject to availability.
Please note prices may increase from one season to the next.
If you give us at least 14 days’ notice before the camp date(s) you would like to cancel, we will refund all monies paid.
6. Extended Care
Our standard extended care hours are 830 to 930am and 330pm to 530pm and can be booked with no additional charge. Extended care can be cancelled.
7. Your child’s information
It is the responsibility of the person making the booking to ensure that all details provided are accurate, in particular full information about each child, including medical and other special educational needs, and emergency contact information. If we do not have all this information before camp starts, your children will not be allowed on camp.
8. International Bookings
Children booked from overseas are required to have a good level of spoken English so that they can follow the instructions from the leaders and are able to communicate with the other children.
We require a local telephone contact number and address once you are in the UK, in case of an emergency.
9. Special requirements
Camp recognises that the needs of individual children vary, and will endeavour to accommodate children with specific needs and/or medical conditions within the camp environment. It is our policy not to exclude any child due to specific needs and/or medical conditions wherever possible.
It is the responsibility of the parent/carer to inform us of any medical conditions and special educational needs or disabilities, when booking over the phone or in person, so we can discuss how best to accommodate the child, and consider whether any reasonable adjustments can be made to ensure they are able to fully participate and enjoy the activities on camp within the staffing ratios. The needs of each child vary so decisions are made on a case-by-case basis and depend upon the level of support each individual child may require.
We are not able to provide additional staff to support a child above our standard ratios of 1:20 for 8 years old and over, irrespective of any specific needs or medical conditions. Where we feel that a child is not coping within these ratios, we reserve the right to ask the parent/carer to come and collect their child. No refund will be available.
Camps does not provide one-to-one support.
We are happy to accommodate a child with specific needs on a paid trial basis and reserve the right to review further bookings.
10. Illness and First Aid
Camp requires that all children who are ill or infectious be kept home for the full duration of their ailment, and for 48 hours after the last symptom occurs. Camp not administer any medication.
In the event of an accident, first aid will be administered to children in our care, and the emergency services will be called if necessary.
Essential prescribed medication including Epipens must be handed in to the Manager on duty for safe-keeping. All activities at the centre will mean basic First Aid is available at all times.
11. Child Exclusion
Camp has a responsibility for ensuring the well-being and safety of all children in our care. The company follows a zero tolerance policy on discrimination, bullying and persistent poor behaviour of any kind, irrespective of any special needs. On rare occasions, and in more serious cases, we reserve the right to ask parents to remove children from camp either for the remainder of the day (part exclusion), or for the rest of the camp duration (full exclusion). No refund will be made for any remaining days booked, and any costs associated with the exclusion will be the parents’ responsibility. We reserve the right to exclude a child at any time prior to or during a session due to illness. The parent/carer will be expected to come and collect their child.
12. Late Pick-up
All children MUST be collected by 530pm (unless timings are otherwise specified at time of booking). If for any reason you are unable to collect by 530pm, we ask that you call the Camp Manager or Centre Manager as soon as possible. A members of staff will wait with your child until they are collected. You will be charged a late pick-up fee of £5 for every 15 minutes after 530pm to cover the additional staffing cost. If we have no contact from a parent/guardian by 6pm, we will contact Social Services to advise them we have an uncollected child. We reserve the right to refuse future bookings from parents who continually pick up late.
13. Notice of Absence
If a child is not attending a scheduled day on camp, parents/carers must telephone the Camp Manager or main centre reception to allow us to update records.
14. Off-camp activities: We do not take the children off site.
15 Programme and activities
From time to time, we may need to change planned activities and for reasons within or outside our control.
Activity programmes are subject to change in the event of unsuitable weather or other circumstances beyond our control. Timetables displayed on camp are a guide and are subject to change. Specific extra activities such as swimming (where available) and climbing wall are scheduled in as much as possible, however, if you are booking individual days, we cannot guarantee these activities will fall on those particular days.
In exceptional circumstances we may have to cancel particular dates, and in this event, we will try to give those booked onto the programme at least 5 days’ notice and will offer a suitable alternative if one is available, or refund all monies paid for the dates cancelled, if preferred.
16. Personal Property
All your child’s personal property is your responsibility and Camp is not liable for any lost or damaged property on camp. If you believe that your child has left an item on camp, please contact the Centre who will do their best to assist you. Lost property will remain on camp until the last day of the season and should be collected before the last day. Unclaimed lost property will be eventually destroyed. We are unable to return any items to your home address.
17. Mobile Phones and Electronic Devices
All mobile phones and electrical devices are bought along at the parents discretion to camp. If used during activities children will be asked to place the device in the care of our centre Manager. The device will be returned to the authorised parent/carer at the end of the session.
All children in our care are covered by our Public Liability Insurance.
19. Photography / Filming
Please be aware that Camp occasionally take photographs/video footage of children on camp for promotional reasons. If filming is due to take place, camp staff will inform all parents on arrival and your children can be opted out if you wish.
20. Parent Feedback / Complaints
If you have concerns or suggestions, please tell us; we value your feedback and use it to develop and improve our services.
If you have a concern regarding camp, this should initially be raised with our Customer Services Manager.
Camp has legal obligations in relation to safeguarding and any suggestion of child abuse or neglect will be investigated and reported to the relevant local authorities and agencies.
22. Data Protection
Camps is registered under GDPR. To process your booking, we need to collect personal details about you and your children. We will treat it as confidential and keep it secure, complying with all relevant UK legislation. We will use your email address and telephone number to contact you with information that relates to any bookings that you make and any information that we might need that relates to the welfare of your child. Information will be destroyed after each camp.