Terms & Conditions — All Active Sports Ltd (All Active Camps)

These Terms & Conditions (“Terms”) set out the basis on which bookings for All Active Camps (“the Camp”, “we”, “us”, or “our”) are accepted. By booking a place on the Camp you (“you”, “your”, the “Parent/Guardian”) agree to these Terms.

1. Definitions

Booking – a confirmed reservation for a child to attend the Camp.

Camp Fees – the amount payable for attendance.

Child/Participant – the child attending the Camp.

Parent/Guardian – the person making the booking and responsible for the child.

Registration Form – the form completed with Child/Parent details.

2. Booking and Acceptance

1. All bookings must be made via our online booking site or by contacting us directly.

2. A booking is only confirmed once:

   • we have received full payment of the Camp Fees; and

   • all required registration forms and consents have been completed.

3. You confirm that you are the Parent/Guardian and have legal authority to enrol the Child for the Camp.

4. Once confirmed, you enter into a legally binding contract with us.

3. Payment

1. Full payment is required at the time of booking unless a staged payment plan has been agreed in writing.
2. All payments are processed securely via PonchoPay.
3. We accept payment by debit/credit card and eligible childcare payment schemes, including Government Tax-Free Childcare and childcare vouchers where applicable.
4. When paying by childcare vouchers or Tax-Free Childcare, a valid debit or credit card must be provided at the time of booking to guarantee the place.
5. The card provided will only be charged if the childcare voucher or Tax-Free Childcare payment is not received by the required deadline.
6. If voucher or Tax-Free Childcare payment is not received and the card payment also fails, we reserve the right to cancel the booking

4. Cancellation and Amendments

1. By You:
   

   • Cancellations made more than 14 days before the start of the Camp will receive a full refund, less a £5 administration fee.

   • Cancellations made between 7 and 14 days before the start of the Camp will receive a 50% refund of the Camp Fees.

   • Cancellations made within 7 days of the start of the Camp are non-refundable.

   • If a Child cannot attend due to illness or injury, we may, at our discretion, offer a credit toward future sessions if notified in advance and supported by reasonable evidence.

     2. By Us:

• • We reserve the right to cancel any Camp due to insufficient numbers, venue issues, adverse weather, or other circumstances beyond our reasonable control (“Force Majeure”).

  • In such cases, Parents/Guardians will be offered a full refund or a credit toward a future Camp.

5. Changes to Bookings

1. Requests to amend bookings (e.g., change dates) must be made via text to 07912 936 361.

2. Amendments can be made no later than 24 hours before your day of attendance, subject to availability.

6. Late Collection Policy

1. Children must be collected promptly at the end of their booked session by an authorised adult named on during drop off signing in.

2. If a Parent/Guardian is delayed, they must contact the Camp as soon as possible on 07912 936 361.

3. Late collection will result in additional charges of £5 per 10 minutes (or part thereof), payable on the day.

4. Persistent late collection may result in refusal of future bookings.

5. If a Child has not been collected within 30 minutes and we are unable to contact any emergency contacts, we reserve the right to follow safeguarding procedures, including contacting local authority services if necessary.

7. Arrival, Collection and Security

1. Children must be signed in and out each day by an authorised adult.

2. Photo identification may be requested if staff do not recognise the collecting adult.

3. During the sign-in process at drop-off, the authorised adult must confirm who will be collecting the Child at the end of the session.

4. The Child will only be released to the nominated collecting adult confirmed at drop-off.

5. If a different person is required to collect the Child, we must receive confirmation from the Parent/Guardian or the adult who dropped the Child off, and this must be verified by:

   • direct contact with that person; and

   • where applicable, provision of the agreed collection password set during registration.

6. We cannot release a Child to an alternative adult without appropriate confirmation, even if the adult is known to the Child.

7. Children will not be permitted to leave unaccompanied unless prior written consent has been provided and approved in advance.

8. Child Information, Medical Conditions and Medication

1. Parents/Guardians must provide accurate and complete medical, behavioural and dietary information at the time of booking and prior to attendance at the Camp.

2. We must be informed of any:

   • medical conditions

   • allergies

   • special educational needs or disabilities

   • behavioural or emotional support needs

3. A Medication Consent Form must be completed and signed by the Parent/Guardian before any medication can be administered by Camp staff.

4. Medication will only be administered in accordance with the instructions and permissions provided within the Medication Consent Form. Verbal instructions cannot be accepted.

5. All medication must be:

   • clearly labelled with the Child’s name

   • in its original packaging

   • accompanied by clear dosage instructions

   • handed directly to a member of staff upon arrival

6. Children are not permitted to carry or self-administer medication unless this has been agreed in writing in advance and detailed within the Medication Consent Form.

7. We reserve the right to refuse participation if medical or behavioural needs cannot be safely supported within our staffing ratios or facilities.

9. Illness and Exclusion

1. Children must not attend if they are unwell, including but not limited to:

   • vomiting or diarrhoea in the previous 48 hours

   • fever

   • contagious infections

2. If a Child becomes unwell during the day, Parents/Guardians will be contacted and must collect the Child promptly.

3. No refund is normally provided for absence due to illness, although discretionary credits may be offered in exceptional circumstances.

10. Behaviour and Discipline

1. All children attending the Camp are expected to follow the standards of behaviour set out in our Behaviour Policy, which forms part of these Terms & Conditions.

2. Parents/Guardians confirm that they have read, understood, and agree to the Behaviour Policy at the time of booking.

3. Our staff will manage behaviour in line with the procedures and consequences outlined in the Behaviour Policy.

4. Where behaviour places the Child, other children, or staff at risk, or where serious or persistent behavioural issues occur, we reserve the right to:

   • restrict participation in certain activities;

   • contact Parents/Guardians; and

   • require early collection or exclude the Child from the Camp, in accordance with the Behaviour Policy.

5. Exclusion due to behaviour will not normally result in a refund of Camp Fees.

11. Activities, Risk and Physical Contact

1. The Camp involves physical and sporting activities which carry inherent risks, including the risk of serious injury, despite all reasonable safety precautions being taken.

2. Risks may include, but are not limited to:

   • falls and collisions

   • contact with other participants

   • use of sports equipment

   • slips, trips, and impact injuries

3. We take reasonable steps to manage and reduce risks through:

   • appropriate staff-to-child ratios

   • qualified and trained staff

   • risk assessments for activities and venues

   • suitable equipment and safety procedures

4. Parents/Guardians acknowledge and accept that not all risks can be eliminated and that injuries may occur even when proper supervision and safety procedures are in place.

5. By agreeing to these Terms, Parents/Guardians consent to their Child participating in all scheduled activities unless specific written restrictions are provided in advance and approved by us.

6. In the event of an accident or injury, qualified staff will administer first aid where appropriate and Parents/Guardians will be informed as soon as reasonably practicable.

7. In the event of serious injury or medical emergency, Parents/Guardians authorise us to:

   • seek emergency medical treatment; and

   • act in the best interests of the Child if Parents/Guardians cannot be contacted immediately.

8. We are not responsible for injuries resulting from failure to follow safety instructions or from misuse of equipment by the Child.

12. Photography, Video and Social Media

1. We may take photographs or videos of children participating in activities for:

   • promotional materials

   • website

   • social media

   • marketing content

2. Consent will be requested during registration.

3. If consent is declined, reasonable steps will be taken to ensure the Child does not appear in promotional material.

4. Parents/Guardians must not photograph or film other children at the Camp.

13. Personal Property and Clothing

1. Children must wear suitable clothing for sports and active play, including:

   • comfortable sportswear appropriate to the weather; and

   • trainers only. Football boots, studs, sandals, crocs, flip-flops, or any open-toed/open-back footwear are not permitted.

2. Children who do not arrive in appropriate footwear may be unable to participate in certain activities for safety reasons.

3. Mobile phones and smart devices are not permitted at Camp under any circumstances.

4. If a Parent/Guardian needs to contact their Child during the day, this must be done via the Camp Manager or designated Camp contact, who will relay messages as appropriate.

5. We strongly discourage bringing any valuable items to Camp.

6. We accept no responsibility for loss, theft, or damage to personal property brought to Camp.

14. Data Protection and Privacy

1. Personal data is collected solely for the purposes of:

   • managing bookings

   • safeguarding

   • emergency contact

2. Data is stored securely and processed in accordance with the UK GDPR and Data Protection Act 2018.

3. We will not share personal data with third parties except where required by law or safeguarding obligations.

4. Full details are provided in our Privacy Policy.

15. Force Majeure

1. We shall not be liable for cancellation or disruption caused by events beyond our reasonable control, including but not limited to:

• extreme weather

• pandemics

• government restrictions

• venue closures

In such cases we will aim to offer alternative dates or credit where possible.

16. Complaints and Feedback

1. Any concerns should be raised with the Camp Manager as soon as possible.

2. Formal complaints should be submitted in writing to info@allactivecamps.com

3. We aim to acknowledge complaints within 5 working days and respond fully within 14 days.