Terms & Conditions: Clubland Breakfast, Afterschool & Holiday Clubs
When you book with Clubland Playscheme Ltd, we want you to be completely satisfied with the service we offer you from the moment you book to when you collect your child. These are our terms & conditions which let you know what to expect from us and what we expect from you.
If you have any queries please contact Head Office on 020 8979 3100 Monday to Friday between 9.30am-2.30pm or email email@example.com.
Ad Hoc Sessions: A one off booking for our Breakfast and Afterschool clubs.
Afterschool Club: Our childcare provision that runs after school ends.
Breakfast Club: Our childcare provision that runs before school starts.
Childcare Vouchers: A service provided to deducted at costs from your salary in order to pay for childcare, subject to a maximum amount per month.
Clubland: Shorthand for Clubland Playscheme Limited.
Holiday Club: Our childcare provision that runs during the school holidays.
Permanent Sessions: A commitment to certain days of the week for every week during term time for our Breakfast and Afterschool clubs.
Registration fee: A one off non-refundable fee of £10 per child taken when ad hoc and/or permanent sessions are booked. This covers administrative costs.
Reservation fee: A charge per child to secure permanent sessions which will be credited back if no sessions are cancelled.
SENCO: A Special Educational Needs Child Officer.
Session/s: An instance of a Breakfast, Afterschool or Holiday Club from beginning to end on any particular day.
Setting/s: Our Breakfast, Afterschool and Holiday Clubs located at Claygate Primary School, Cranmere Primary School, Long Ditton Infant and Nursery School, St Martins C of E Primary School, The Royal Kent School and Thames Ditton Infant School.
2. Registration of Bookings
2.1 Permanent sessions for Breakfast & Afterschool Club
Permanent sessions need to be requested online at clubland-playscheme.com/how-to-apply. We are unable to accept permanent bookings for every other week, so if this is what is required, an ad hoc booking must be made. A one-off non-refundable registration fee of £10 per child will be charged to cover administrative costs and will be asked for at the time we process the application. In addition, a reservation fee is taken to secure and reserve your child’s place. Provided that none of the sessions are cancelled, the reservation fee will be credited in your first invoice.
Once the sessions have been confirmed, you will be sent a welcome email to the address indicated for correspondence and invoices. The email will confirm the sessions you have requested, start date, costs, invoice and cancellation details.
Permanent bookings continue to run through the academic year; however you will be required to renew your booking for each new academic year by re-registering. This is in order to ensure all our records are up to date, in accordance with our Ofsted registration.
2.2 Ad Hoc sessions for Breakfast & Afterschool Club
Ad Hoc sessions need to be requested directly with the Supervisor at each setting during opening hours. Times and contact numbers can be found online at clubland-playscheme.com/sites. Bookings are subject to availability and are only available to book one week in advance. Once booked and confirmed, the sessions require payment regardless of whether they are used or not.
3.3 Holiday Club Bookings
Bookings for Holiday Clubs will open over the holiday immediately preceding the upcoming school holiday.
Sessions need to be requested online at clubland-playscheme.com/holiday-club. We will confirm availability and cost via email within two working days and the sessions will be reserved for 48 hours to allow you to make payment and secure your booking. This will be reduced to 24 hours the week before holiday club commences.
To qualify for any ‘Early booking’ discounts or other promotional offers, bookings need to be made within the promotional deadline and payment received within the 48-hour payment timeframe (24 hours if this is applicable at the time). We ask that a screenshot/photo of payment is sent as evidence so we can process your application.
All bookings will be confirmed via email within two working days of receiving payment. We will only post confirmation where the purchaser does not have an email account. Bookings are not secured or confirmed until full payment is received. Full payment or childcare vouchers constitute acceptance of these bookings’ terms and conditions. Once booked and confirmed, the sessions are non-refundable.
Whilst we endeavour to ensure all bookings are made correctly, human error does occur so please check your booking confirmation email carefully to ensure the information is correct and as expected. Please inform us as soon as possible with any discrepancies and at least 14 days before holiday club commences. Any delay may result in your child not being able to attend as expected.
All fees are subject to an increase at the discretion of Clubland. Existing families will be notified of any changes to the pricing structure by email at least 6 weeks before the change.
4.1 Registration Fee
A registration fee of £10 per child is applicable to both Ad Hoc and Permanent bookings. This is non-refundable and only charged once, when the child/ren is registered with Clubland.
4.2 Reservation Fee
A reservation fee is applicable to Permanent bookings and costs:
1st child = £25
2nd child = £20
3rd child = £15
Provided that none of the sessions are cancelled, the reservation fee will be credited in your first invoice. If any of the sessions are cancelled, the cost will not be credited and will adhere to the above sliding scale (1st child cancelled at £25, 2nd child at £20 and 3rd cancelled at £15).
4.3 Breakfast Club
At our settings where a Breakfast Club is offered, the session starting at 07:15 is charged at £6, and the session starting at 08:00 at £5.50. Both sessions include breakfast.
We offer a sibling discount of 50p for every child after the first full paying child. To qualify, the same parent must pay the invoice and the discount will be applied to a maximum of three children in any one family. The discount will be applied to the child/ren attending the least number of sessions.
We reserve the right to withdraw the discount at any time.
4.4 Afterschool Club
Sessions are charged at £16 per child (expect St Martins C of E Primary School which is £15). This includes a snack and activities.
We offer a sibling discount of £2 for every child after the first full paying child. To qualify, the same parent must pay the invoice and the discount will be applied to a maximum of two children in any one family. The discount will be applied to the child/ren attending the least number of sessions.
We also offer a 5% discount for children who attend five afterschool sessions a week.
We reserve the right to withdraw the discounts at any time.
4.5 Holiday Club
Holiday club is split into a morning and afternoon session, each costing £15 per child. It is possible to extend the day by adding on a breakfast club and late pick up option for £5 per child each.
A 10% discount is applied if both the morning and afternoon sessions are booked, bringing the cost to £27 plus any extensions (breakfast and late pick up at £5 each).
We often offer early bird booking discounts which will be detailed in any marketing and on our website at clubland-playscheme.com/holiday-club.
We reserve the right to withdraw the discounts at any time.
4.1 Payment Parameters
4.1.1 Permanent Sessions
Half termly invoices are produced and sent by email to the person nominated on the registration form at the beginning of each school half term. This is usually two weeks into the term. Invoices are to be paid within two weeks of the invoice date and emailed to the person nominated on your registration form.
If the invoice is not settled by the due date, this may result in childcare services being withdrawn and legal action taken.
5.1.2 Ad Hoc Sessions
Payment for Ad Hoc sessions can be made in advance, at the time of booking or on the day when the child is collected. If payment is not made in line with this, future childcare may be withheld or denied.
If Ad Hoc sessions are requested in addition to Permanent sessions, the cost will be added to the next invoice for these, unless it falls in the summer in which case payment will be required on booking or on the day of the additional session/s when the child is collected.
5.1.3 Holiday Club
Payment for Holiday Club bookings is to be made at the time of booking, within 48 hours after session request are confirmed (reduced to 24 hours the week before holiday club commences). Failure to make payment may result in your sessions being revoked.
5.2 Accepted Methods of Payment
Payment for childcare can be made in the following ways:
– Cash or cheque
– Credit or debit card* (Visa, Mastercard and Maestro)
– Bank transfer
– Childcare vouchers (for a full list of registered companies visit clubland-playscheme.com/payment)
*Only accepted at some settings or over the phone at Head Office (020 8979 3100 09:30-14:30 Monday to Friday term time).
6. Late Fees
6.1 Afterschool club:
Failure to collect your child at the closing time will result in a late fee of £1 per minute past the closing time, payable immediately upon collection by cash or cheque payable to the Supervisor.
The time will be taken by the most accurate source on setting, this will usually be a smart phone, and the Supervisor on setting’s decision is final. If you wish to contest the decision, you are required to make the payment and refer the matter to Company Director and a refund will be issued if the charge is found to be incorrect.
Failure to pay late fees may result in future childcare being withdrawn or denied.
6.2 Holiday club
6.2.1 Bookings up to 17:00
Payment will be required the extend your booking to 18:15 to enable you to use the ‘late pick-up’ add on.
6.2.2 Collection after 18:15
Failure to collect your child by 18:15 will result in a late fee of £1 per minute past this time, payable immediately upon collection by cash or cheque payable to the Supervisor.
The time will be taken by the most accurate source at the setting, this will usually be a smart phone, and the Supervisor at the setting’s decision is final. If you wish to contest the decision, you are required to make the payment and refer the matter to the Company Director and a refund will be issued if the charge is found to be incorrect.
Failure to pay late fees may result in future childcare being withdrawn or denied.
7. Cancellation Policy
7.1 Permanent Sessions
6 weeks’ notice is required in writing to firstname.lastname@example.org to cancel your sessions for either Breakfast and/or Afterschool Club. You will be charged for any sessions booked within the 6 weeks’ notice period.
If you have paid a reservation fee for your booking, this will not be credited as detailed in section 4.2.
7.2 Ad Hoc Sessions & Holiday Club Bookings
Cancellation is required in writing to email@example.com and costs are not refundable as detailed in sections 3.2 and 3.3.
8. Refund Policy
Refunds/credits are not issued for cancelled sessions due to holidays, play dates, sickness and exclusions. Refunds/credits are only issued in the following scenarios:
- Emergency closures
Please note, credits are only valid for a 12-month period from the date of issue.
8.1 Emergency Closure
If we are unable to run due to an emergency closure, our standard policy is to reduce our charge by 50% If the invoice for this period in question has already been settled, we will endeavour to issue a refund. However, where payment has been made via childcare vouchers, we will issue a credit against their account unless the provider accepts the fees back.
The full emergency closure policy can be found at clubland-playscheme.com/policies.
In the unlikely event that we are unable to provide any childcare due to the session being oversubscribed, we will endeavour to issue a refund. However, where payment has been made via childcare vouchers, we will issue a credit unless the provider accepts the fees back.
9. Changes to Itinerary
Information given on the website and in printed materials are correct at the time of publishing. We may need to change dates, location, or activities due to unforeseen circumstances or adverse weather. We aim to inform stakeholders of these changes as soon as possible.
10. Insurance and Liability
All children attending Clubland are covered by Public Liability Insurance up to £5million.
11. Administering Medication
Information regarding any medication, allergies, dietary and religious beliefs which may impact on your child’s welfare when in our care is collected when a registration form is completed. If this information changes we must be informed immediately in writing to firstname.lastname@example.org or email@example.com (if attending holiday club).
We only administer prescribed medication, infant paracetamol and Piriton and only when permission is given. If we are required to administer medication, an online permission form, found at clubland-playscheme.com/how-to-apply, must be completed. Medication must be stored in a clear Tupperware box, with the child’s picture on the front, details of what the medication is for, dosage and frequency with Parent/Carer contact details. It is your responsibility to ensure the medication is in date. If we do not have your permission, we will not administer the medication.
Clubland reserves the right to exclude children for whom full information, as described above or medication has not been provided. This can either be from taking part in certain activities or, if felt necessary, from attending Clubland altogether until full information and medication has been provided. No refund or credit will be issued in these circumstances.
12. Illness and First Aid
If on arrival at Clubland the Supervisor deems a child too ill to attend, we reserve the right to refuse attendance at Clubland until the child is symptom free for 48 hours.
If an accident occurs or a child falls ill whilst under our care, appropriate First Aid will be administered by a qualified First Aider. All parents/carers are required to sign an ‘accident form’ upon collection of their child to evidence that they have been made aware of the accident and treatment provided.
If an accident or illness is more serious, the emergency services may be contacted, and Parents/Carers will be informed immediately.
Full First Aid related policies can be found at clubland-playscheme.com/policies.
13. Special Requirements
Every child that attends Clubland has access to the same opportunities, although some children may have specific medical, physical, or behavioural requirements that need to be considered prior to them attending. The needs of each child vary, so decisions on how best to include children into our settings are made on a case-by-case basis. Parents/Carers of children with special needs are requested to contact the SENCO at Head Office to discuss how we can best accommodate their child and consider whether any special arrangements need to be made. Please note that we have very limited funding to provide 1:1 care.
More information on our Special Needs policy can be found at clubland-playscheme.com/policies.
Safeguarding children is not just about protecting children from abuse but also ensuring they are safe in their environment. This covers equipment, security, visitors, staff, heath & hygiene, and risk assessments are carried out on all these aspects. Parents are asked to comply by not using their mobile phones or taking photographs of children attending Clubland.
If a member of staff suspects a child is suffering from abuse or a child discloses abuse, we will follow our Child Protection Policy as detailed in our Policy and Procedures. More information can be found at clubland-playscheme.com/policies.
15. Photography and Video
Occasionally, photographs are taken at our venues to be used for marketing and promotional purposes. A member of our existing staff will take these images, or we employ the services of suitable and DBS cleared photographer. Your permission to take photos of your child/ren is always secured and images are only taken in accordance with your wishes.
More information on this can be found at clubland-playscheme.com/policies.
Clubland reserves the right to exclude a child for any reason, including but not limited to inappropriate parent or child behaviour, illness, bullying, discrimination, and repeated late collection.
No refunds/credit or compensation will be made for any costs or losses incurred as a result of missed sessions due to exclusion.
Details can be found in our Behaviour Policy at clubland-playscheme.com/policies.
17. Lost Property
Please ensure that your child does not bring valuable toys and belongings to our settings. Clubland will not be held responsible if they go missing or damaged. We cannot guarantee the return of lost property but will endeavour to return lost items if they are clearly identifiable. Clubland will only hold lost property for four weeks. If it is holiday cub lost property will be held at Head office where parents can collect it during office hours. If lost property is left unclaimed for longer than four weeks Clubland will distribute it to local charities.
Clubland is committed to providing high quality Breakfast, Afterschool and Holiday childcare and we are always looking to improve our services. If you or your child are not completely satisfied with the service we have provided, we wish to know about this. Any complaint should be made firstly to the Supervisor at the setting. If you are dissatisfied with the outcome or would prefer to direct your complaint to senior management please email firstname.lastname@example.org for the attention of the Company Director. We aim to respond to your complaint within 21 days, however if you are not satisfied with the outcome you can refer your complaint to Ofsted. Please refer to Complaints Policy at clubland-playscheme.com/policies for further information.
19. Policies & Procedures
Full details of Clubland’s Policies and Procedure are available at clubland-playscheme.com/policies and available as a hardcopy at each setting.
Updated May 2020