Terms & Conditions

The Kids Club Calverley

Booking Terms & Conditions

Effective Date: August 2026

Welcome to The Kids Club Calverley. By making a booking with us, you agree to the following Terms & Conditions. These are in place to help ensure the safety, wellbeing and enjoyment of every child attending our club.

1. Bookings & Payment

• All bookings must be made through our online booking system.
• A booking is only confirmed once payment has been received or an agreed payment plan is in place.
• Where a deposit option is available, deposits are non-refundable.
• Full payment must be received before your child’s first booked session unless otherwise agreed in writing.
• Discount codes cannot be applied retrospectively.
• Outstanding balances may result in bookings being cancelled.

2. Cancellations & Refunds

• Bookings are non-refundable except where required by law.
• Refunds or credits will not normally be issued for illness, holidays or non-attendance.
• Any credit offered is entirely at the discretion of The Kids Club Calverley.
• If we cancel a session, families will be offered an alternative session, account credit or refund.

3. Arrival & Collection

• Children must be signed in and out each day by a parent or authorised adult.
• Only adults named on your booking may collect your child unless alternative arrangements have been agreed.
• We reserve the right to request photo identification.
• Please notify us if somebody different is collecting your child.
• Parents should arrive promptly within collection times.

4. Late Collection

If you are delayed, please contact us immediately.

Late collection charges apply:

• Up to 15 minutes late: £10
• Thereafter: £10 per additional 15 minutes (or part thereof)

Persistent late collection may result in your child’s place being reviewed.

5. Contact During Club Hours

For attendance updates, emergencies, late arrivals or collection changes, please contact the designated Kids Club contact number.

6. Medical Information

Parents must provide accurate information regarding:

• Medical conditions
• Allergies
• Dietary requirements
• Medication
• Emergency contacts

Medication can only be administered once the relevant forms have been completed.

Parents are responsible for ensuring all information remains up to date.

7. Additional Needs & Behaviour Support

We are proud to be an inclusive childcare provider and welcome children with a wide range of needs wherever we are able to safely do so.

To enable us to provide appropriate care, parents must disclose before booking (or as early as possible) any:

• SEND
• EHCPs
• Behavioural needs
• Medical diagnoses
• Learning difficulties
• Additional support requirements
• Emotional or social needs
• History of absconding, running away or behaviours that may place themselves or others at risk
• Any information that may affect their child’s safety, wellbeing or participation.

This information allows us to assess whether we can safely meet your child’s needs within our staffing ratios, environment and available resources.

Failure to disclose relevant information may result in your booking being cancelled or your child’s place being withdrawn if we are unable to safely support them.

8. Safety

The safety of every child is our highest priority.

Where a child repeatedly:

• Leaves designated activity areas
• Attempts to leave the premises
• Displays behaviours presenting significant risk to themselves or others
• Requires a level of supervision beyond normal staffing ratios

we reserve the right to review their place.

Additional support arrangements, including temporary 1:1 staffing where appropriate and available, may be discussed with families. Where we cannot safely manage the risks within our staffing levels, we may suspend or end attendance until suitable arrangements can be agreed.

9. Behaviour Expectations

Children are expected to:

• Treat others kindly.
• Respect staff.
• Follow reasonable instructions.
• Respect equipment.
• Behave safely.

Where behaviour places others at risk, parents will be contacted.

We will always work with families to resolve concerns wherever possible.

10. Illness

Children must not attend if they:

• Have sickness or diarrhoea within the previous 48 hours.
• Have a contagious illness.
• Are too unwell to take part in activities.

If your child becomes unwell during the day you will be contacted immediately.

11. Clothing & Belongings

Children should bring:

• Nut-free packed lunch
• Refillable water bottle
• Spare clothes
• Suitable outdoor clothing
• Appropriate footwear
• Sun hat (where appropriate)

Parents should apply sun cream before arrival and provide additional labelled sun cream if required.

All belongings should be clearly labelled.

12. Personal Property

The Kids Club Calverley accepts no responsibility for lost, damaged or stolen belongings including:

• Mobile phones
• Smart watches
• Jewellery
• Toys
• Electronic devices

Children are discouraged from bringing valuable items.

13. Mobile Phones & Smart Devices

Children bringing mobile phones or smart devices for collection arrangements should keep them switched off and inside their bags throughout the day unless permission is given by a member of staff.

14. Photography & Social Media

Photographs and videos may be taken during sessions for:

• Learning journals
• Promotional material
• Social media
• Marketing

Only children whose parents have provided consent will appear in promotional material.

Parents may change consent at any time.

15. Safeguarding

The Kids Club Calverley is committed to safeguarding and promoting the welfare of children.

All staff receive appropriate safeguarding training and any concerns will be managed in accordance with statutory safeguarding guidance.

Where necessary, we have a legal duty to share safeguarding concerns with relevant agencies without parental consent.

16. Emergency Medical Treatment

In an emergency, staff will:

• Administer emergency first aid.
• Contact parents immediately.
• Call emergency services where required.

By booking, parents consent to emergency medical treatment being sought where necessary.

17. Staffing

Our staff are recruited safely in line with statutory guidance.

We operate within Ofsted staffing ratios and reserve the right to amend staffing arrangements where operationally necessary.

18. Activities

Activities are planned to provide a varied, engaging and enjoyable experience.

Programmes may change due to weather, staffing or other operational reasons without prior notice.

19. Respectful Behaviour Towards Staff

We expect all parents, carers and visitors to treat our staff respectfully.

Aggressive, abusive, threatening, discriminatory or intimidating behaviour will not be tolerated.

The Kids Club Calverley reserves the right to refuse entry or terminate childcare where behaviour towards staff is unacceptable.

20. Data Protection

Personal information is held securely in accordance with the UK GDPR and Data Protection Act 2018.

Information will only be shared where legally required or necessary to safeguard a child.

21. Force Majeure

The Kids Club Calverley cannot be held responsible for closures caused by circumstances beyond our reasonable control including:

• Severe weather
• Flooding
• Fire
• Power failure
• Government restrictions
• Public health emergencies
• Building closures
• Exceptional staff shortages

Where possible we will offer an alternative session, account credit or refund.

22. Complaints

We welcome feedback and aim to resolve concerns quickly.

Complaints should be raised with the Club Manager or Director in the first instance.

A copy of our Complaints Policy is available on request.

23. Amendments

The Kids Club Calverley reserves the right to amend these Terms & Conditions at any time.

The latest version will always be available to parents and will apply to future bookings.

24. Acceptance

By completing a booking, you confirm that:

• You have read and understood these Terms & Conditions.
• All information provided is accurate and complete.
• You have disclosed all relevant medical conditions, SEND, behavioural or additional support needs.
• You agree to keep us informed of any changes.
• You consent to emergency medical treatment where necessary.
• You understand that The Kids Club Calverley may review or withdraw a place if it is unable to safely meet your child’s needs.
• You agree to abide by the policies and procedures of The Kids Club Calverley.

We thank you for your support and look forward to welcoming your child to The Kids Club Calverley.