TERMS OF BUSINESS 

When making a booking with us at Activ Camps Ltd we feel that it is very important that we come to an agreement. 

This agreement allows us to know what can be expected from the other party in certain situations from the start of our journey together, right up until your children return home from one of our Breakfast & After School Clubs or Multi-Activity Camps, safe, happy and exhausted! 

Once you have ticked the box to say ‘“I agree to the booking terms and conditions”, you are legally obliged to uphold and accept these terms.

1. BOOKINGS 

• By accepting this agreement we can be assured that you are: at least 18 years old; the Legal Guardian of the child, or children, you are making the booking for, or have the permission of the Legal Guardian; and legally capable of entering binding contracts.

• All bookings for Camps and Clubs must be processed via Activ Camps’ online booking platform.

• You as the customer are responsible for creating your Activ Camps account, including accurate and up to date information for your child/children. Should you require the Activ Camps Customer Care Team to create your account, this will be charged at £25.00.

• If the information provided to us is found to be incorrect, Activ Camps reserves the right to cancel any bookings made, without providing a refund.

• All bookings will be confirmed via email once full payment has been made, or, if booking for Clubs, a payment plan has been agreed. 
• Bookings made where only part or no payment is made will be deemed as ‘processing’, are not yet confirmed and liable to be cancelled. This excludes processing bookings agreed within a payment plan.

• If payment in full is not made in good time and/or we do not receive a response to emails attempting to confirm this payment, Activ Camps will cancel bookings without any further notice being provided.

• In the event of a cancellation of a booking, should you wish to rebook, and provide payment, these bookings will be subject to availability at the time of this second booking. 

2. PAYMENTS 

• We accept payment by childcare vouchers, Tax Free Childcare and credit or debit card, as well as the Childcare Grant Payment Service (CCGPS) and via payment plans.

• Credit or Debit Card: All transactions will be processed via Stripe. Payments should be made via our online booking platform, however, can also be taken over the phone. We will not store any card details for future use. 
• Childcare Vouchers: We are registered with a wide array of Childcare Voucher Providers, a list of which can be found on the “Childcare Vouchers & Tax Free Childcare” page of our website. Click here to view this.

• Camps Summer Payment Plans: This scheme applies for bookings of 10 days or more for Summer 2026 only. Please see terms and conditions for this payment plan by clicking here.
• Clubs Payment Plans: These are available to customers of our Clubs only and must be agreed in writing. Please see terms and conditions for this payment plan by clicking here.

• CCGPS Payments: Payment to Activ Camps must be made upfront and to the full amount. The subsidised amount will then be refunded to you once CCGPS has processed your claim. Claims must be submitted for the total cost and can only be processed after the care has taken place.

3. PRICING 

• The cost of our Camps, Clubs, Events and other services provided will be displayed clearly on our website.

• If there is a clear error in the displayed prices on our website or any marketing material please let us know. We will not be able to provide you with our services at this incorrect rate and you will be asked to pay the difference to confirm your booking.

• At present, we do not charge you the credit or debit transaction commission rates, however we do reserve the right to do so.
• Discounts: Only one discount may be applied per booking. Discounts cannot be applied retrospectively to bookings already made. 
• Promotions: On occasion Activ Camps will launch promotions and sales. These promotions will only apply to the limited time period specified and to a limited capacity. No extensions will be offered and these promotions cannot be redeemed on existing bookings. 

4. CANCELLATIONS AND CHANGES 

At the request of the customer: 

1. If you need to change or cancel your booking with us then please let us know in writing as soon as possible. 
2. If your child is forced by illness or injury to miss a booking we will happily view the amount paid as credit to be used within the following 12 months. To enable this, we must be provided with a doctor’s note, or other similar sufficient evidence, within 14 days of the first booking missed.

3. As our holiday camps involve reserving a specific date and limited childcare spaces, bookings are exempt from the standard 14-day cooling-off period. 
4. Changes and cancellations require considerable administration time and can have a significant impact on our staffing levels, therefore, the following charges will apply:

Camps:

Notice Period	Changes	Cancellations
Over 21 days notice	Charges are not subject to any charge	Cancelled dates are eligible for a full refund
8-21 days notice	£10 administration fee per booking change	One child: £10 cancellation fee per calendar date cancelled Two + children: £15 cancellation fee per calendar date cancelled
7 days or less	We are sadly unable to change your booking or offer a refund for a cancellation	We are unable to offer you any reimbursement if you are unable to attend

Clubs:

Notice Period	Changes	Cancellations
Over 21 days notice	Free booking changes	Cancelled dates are eligible for a full refund
8-21 days notice	£9 admin fee per booking change	£9 admin fee per booking
7 days or less	We are sadly unable to change your booking or offer a refund for a cancellation	We are unable to offer you any reimbursement if you are unable to attend

By decision of Activ Camps: 

• Activ Camps aims to create a safe, inclusive and non-stop fun environment for all children. If a child’s, or parents/carers’, behaviour begins to impede on this, it will not be tolerated. 
• We reserve the right to cancel any booking at our discretion, without refund, where we experience unacceptable, aggressive, abusive, discriminatory, or otherwise inappropriate behaviour towards participating children, our staff, host venue staff and customers, from either child or parent/carer. No refund will be given for the day of exclusion and any further days booked.

• If your child is ill and deemed too ill to attend the Camp or Club, especially where we feel their illness may be contagious, we reserve the right to send them home or cancel their booking. Of course, as illness can’t be helped, credit will be provided if this occurs.

• Camps: In extreme and unfortunate circumstances, Activ Camps may need to cancel a Camp. We will give as much prior notice as possible and the option of joining us at another camp instead. If not, you will be offered credit to the same amount paid for your booking or refunded the full amount for the days cancelled.

• Clubs: In the unfortunate circumstance that we are required to cancel a club, you will receive credit to the same amount paid for your booking. In this event, we will give as much warning as is possible.

5. ACCOUNT DETAILS 

• It is the responsibility of the customer to ensure that all details provided regarding their child’s medical history, current medical conditions, allergies, Special Educational Needs and Disabilities (SEND), or any other relevant information is accurate and up-to-date.

• Failure to provide accurate or complete information may impact Activ Camps’ ability to provide appropriate care and support. 
• Camps: Children must be 4 – 13 years of age to attend our normal camps programme, or 13 – 17 to attend our Young Leader Programme. If there is any confusion over a child’s age, our Site Managers reserve the right to ask to see the child’s photo I.D.
• If the child is found to be younger or older than stated on their account, they will not be permitted to continue in our care and any future bookings will be cancelled without refund. 
• Clubs: Children must be a pupil of the school hosting the Club. Activ Camps does not accept children in Nursery. 
• Toilet Trained: It is a requirement that your child is toilet trained prior to attending Activ Camps and can go to the toilet independent of adult assistance. This is due to the need to maintain appropriate safeguarding and supervision procedures. If it is found that your child does in fact require repeated assistance, we will be required to cancel your booking and no refund will be provided.

• If your child requires assistance due to any special education needs or disabilities, we kindly request that you contact our Head Office to discuss what reasonable adjustments can be made so that we can accommodate them.

• UK Telephone Numbers: It is imperative that we are able to contact you in the event of an emergency, therefore, you must provide us with UK telephone numbers and not international telephone numbers. You must provide us with differing Primary and Secondary telephone numbers, and you must remain contactable, as best is possible, throughout each day.

6. FIRST AID & MEDICATION 

• You consent to a suitably qualified Activ Camps First Aider providing first aid and administering prescribed medication to your child if necessary, as well as, in the event of a more serious incident, contacting the Emergency Services for medical assistance. 
• The details of any injury sustained at Activ Camps will be recorded on an Accident or Head Injury Form. You will be presented with a copy of this form at collection to read and sign.

• Where a head injury is sustained and there is a sign of concussion, a member of the Activ Camps team will call you to notify you. 
• A photograph of the injury may be taken, if requested by Head Office, for proper record keeping.

• All essential medication should be recorded on your child’s profile on our booking system. This medication must then be provided to Activ Camps each day that your child attends.

• All essential medication must be in date, prescribed to the given child (sibling’s medication would not be accepted) and clearly labelled. Activ Camps reserves the right to refuse access/send a child home if they do not have the appropriate medication.

• Essential medication must be given directly to a member of the Activ Camps team at sign in, with the correct accompanying form, fully completed and agreeing to the terms explained on this form.
  • Auto-adrenaline injectors (e.g. Epipen, Jext & Emirade) must be signed in with an Auto-Adrenaline Injector Form.
  • Wider medication (e.g. asthma pumps) should be signed in on a Medication Form.
  • Buccal Midazolam must be signed in on an Buccal Midazolam Form.

• Forms are valid for the duration of the holiday season, however, a new form must be completed if any information on this form changes (ie. type of medication, dosage, etc.). 
• Staff will not administer ‘over the counter’ medication, only that prescribed by the child’s GP. 
• If, for any reason, a child refuses to take their medication, staff will not attempt to force them to do so. If and when such a situation occurs, the Site Manager and the child’s parent/guardian will be notified, and the incident recorded.

• While we can securely store medication for children attending consecutive days, it is the parent/carers’ responsibility to collect all medication on the child’s final day at Activ Camps. Please ensure medicine is handed directly to a staff member upon arrival and collected at sign-out where required. 
• Auto-adrenaline Injectors: You understand that we request two EpiPens to ensure the safest and fastest administration of first aid treatment, should a reaction occur in our care. This is also advised by The UK’s Medicines and Healthcare Products Regulatory Agency stating “In some cases, a single injection is not sufficient to achieve a response for a number of reasons, including severity of attack as well as the possibility that a dose has not been effectively administered; a second injection may therefore be needed.”

• Should only one injector be provided, you agree to and are responsible for the risk associated with this. 
• Buccal Midazolam: You understand that Pediatric First Aid Training does not cover the administration if Buzzal Midazolam and our staff are therefore not qualified to administer Buccolam Midazolam. In the event of a seizure, staff will promptly call the Emergency Service to request immediate further medical support. The medication, Buccolam Midazolam, will be safely storedin the centralised medication box and made available to the suitably trained medical professional immediately on their arrival.

• Clubs: All medication indicated on your child’s profile must be made available to Activ Camps’ staff. This medication may be held by either the host school or Activ Camps, however, Activ Camps will always require the medication to be signed in on the relevant forms as explained above.

7. SPECIAL EDUCATIONAL NEED AND DISABILITIES 

• We are committed to ensuring a safe, inclusive and fun experience for all children.

• We will be proactive in gathering necessary details to assess if Activ Camps aligns with your child’s needs, through our Special Educational Needs & Disabilities (SEND) Information Form, so that we can proactively plan for any reasonable adjustments that can be made to successfully provide a positive experience for your child.

• It is, however, important to recognise that, as a mainstream childcare provider, there are limitations to the adjustments that can be made.

8. PHOTOGRAPHY AND VIDEO 

• Photographs and videos are a fantastic way to show the fun that everyone is having at Activ Camps and designated staff members may take photos and video footage throughout the camp or club for use in promotional materials by Activ Camps Ltd.

• These will always be taken with the dignity, modesty and safety of your child in mind, always avoiding showing names and other identifying information. 
• During the registration process, you are offered the opportunity to provide consent for your child to appear in photographs and videos. 
• If you wish to opt out of this at any time, you must update this section on your child’s profile on our booking platform. You can also email info@activcamps.com requesting that we make this change on your behalf.

• Where consent has been provided and imagery has been created, we retain ownership of such materials. If consent is later withdrawn, this will apply to future use only, and we reserve the right to continue using imagery already created and published, including in printed or distributed materials.

9. ACTIVITIES AND SAFETY 

• Activ Camps works hard to ensure the safety of all children, and this includes a thorough, ongoing risk assessment process for all activities and areas of use. However, it is important to recognise that all sporting and physical activities carry inherent risks.

• By accepting this agreement you give consent to your child taking part in a wide variety of activities, including but not limited to the following activities; tag games, team sports (such as dodgeball, football, hockey and handball), as well as more adventurous activities such as, swimming, rock climbing, giant inflatables and archery, accepting that participation in any of these activities is done at their own risk.

• Children must attend in suitable clothing and footwear appropriate for active play and outdoor activities. Children may not be allowed to participate in certain activities if they do not have appropriate footwear or clothing.

• Swimming: Activ Camps delivers safe, structured swimming sessions led by qualified Swim Instructors and overseen by qualified Lifeguards. 
• Due to the depth of the swimming pools, length of session, as well as the extremely high energy nature of our camps, all 4 – 6 years olds will automatically be required to wear a life jacket.

• All children aged 7+ will complete a swim test and, at the sole discretion of our Instructors and Lifeguards, will be required to wear a lifejacket or buoyancy belt. Refusal to do so, will result in the child being unable to participate in the swimming session.

• All our swimming pools are maintained by the host venue and the availability of this facility is entirely at their discretion. When the availability of this facility changes we will do our best to inform parents/carers of any restrictions or changes to our advertised/normal programme of swimming as soon as possible.

• Availability: We always make sure that our website and advertising accurately reflects our activity programme. Our website and advertising is reflective of our activity programme as a whole.

• Not all of our activities are available at each of our sites so please do read the site specific information on our website prior to booking. In the same light, not all of our activities will be available at every site on each day, to enjoy the fullest possible array of activities, we suggest booking a full week and/or multiple days.

• The availability of certain activities is also dependent on the weather, availability of facilities, ground staff advice and other circumstances outside of our control. We will do our best to inform parents/carers of any restrictions or changes to our normal programme.

• No refunds will be made for activities that do not occur as we do always continue to provide a wonderfully wide range of activities.

10. SIGN IN & COLLECTION 

• Camps: When you join us each morning you will be met at the registration desk where you will be asked to give the names of the children you are dropping off. You will then be asked to give your name and that of the person who will be collecting.

• The person collecting, even if it is the same as in the morning, will be required to show a form of identification (driver’s license, passport, bank card, etc.) to ensure that the names match. If the person collecting does not bring identification, they will be asked to step to one side whilst a series of security checks are completed. This may considerably lengthen the time that the collection takes.

• Breakfast Clubs: Each child will be met by a member of staff and ticked off our register at Breakfast Club, ensuring that they are booked in, on the register and that we hold the correct medication for each participant.

• At 08:45 children will, depending on year group, either be walked by staff to their classrooms or allowed to walk there independently. 
• After School Clubs: Depending on the year group, children will be collected from their classroom at the end of the school day or walk down to the club independently.

• The person collecting will be required to show an Activ Camps Booking Confirmation email, displaying the name of the child in order to demonstrate that you have permission to collect.

11. WALKING HOME ALONE 

• In certain circumstances Activ Camps may refuse the request for a child to be allowed to walk home alone, should we believe it to be in the interest of their safety. This might include, but is not limited to, having sustained an injury whilst at camp, dangerous weather or a dangerous incident having been reported in the local area.

Camps: 

• Children aged 4–9 years: Will not be allowed to walk home alone and, therefore, must always be collected by a parent/carer or an authorised collector aged 16 or over.

• Children aged 10 years and over: May only ever leave independently if this is recorded clearly on the Sign In & Out Register. This can be confirmed verbally at sign in, by the parent/carer dropping off or by the child if they have already arrived independently.

• By arriving independently, we interpret this as them having permission to leave independently, however, they will be asked to confirm this each morning.

• Unless otherwise requested by the parent/carer, children leaving independently will be free to do so from 1630.

Clubs: 

• Children aged 4–9 years: Will not be allowed to walk home alone and, therefore, must always be collected by a parent/carer or an authorised collector aged 16 or over.

• Children aged 10 years and over: May only ever leave independently if we have received written permission from the parent/carer in advance. 
• Written permission should be emailed to info@activcamps.com.

12. LATE COLLECTION FEES 

• Late collection results in additional costs, both in terms of staffing and venue hire. Therefore, late fees contribute towards this and payment of these fees must be made by the end of the next business day.

• Repeated late collection will result in your booking being cancelled without refund and no further bookings being permitted. 
• Camps: If you have not collected your child by 17:00 and not booked After Camp Clubs in advance, your child/children will automatically join After Camp Club, charged at the normal rate of £6.50 per child.

• Camps & Clubs:
  •  18:00 – 18:30: charged at £7.50 per 10 minute period.
  • 18:30 onwards: charged at £10 per 10 minute period.

• If no communication is received by 18:10 we will call the secondary contacts listed on your profile. If no contact is received by 18:30, Social Services will be called. 

13. LOST AND PERSONAL PROPERTY 

• Please do not allow your children to bring expensive belongings such as music players, tablets, toys and even expensive clothing to Camp or Clubs.

• Please ensure that those items children do bring to Camp or Club are clearly labelled with the child’s full name. 
• We encourage parents and guardians to check their child’s belongings at collection each day. A lost property table will be available for parents to look through for any missing items.

• All lost property should be claimed from the camp whilst it is in operation, if this does not occur you will be given a short window of time to notify us of any lost property. If we are able to locate the item, you will be notified and provided the opportunity to collect this from our Head Office.

• Activ Camps accept no liability for loss or damage to any property belonging to a child, guardian or staff member. 

14. PARENT FEEDBACK AND COMPLAINTS 

• At Activ Camps our aim is to provide the highest quality care for children within our community. We continually look to adapt and change our practice for the better.

• Your feedback can really help us to do this so please contact us with any thoughts at any time.

• At Activ Camps we take complaints extremely seriously and can almost always resolve them. However, we need to know as soon as possible so that we can follow them up immediately.

• If you are on site and have a complaint please direct it towards the camp’s Site Manager or club’s Centre Manager. If, however, they are unable to help then please contact Activ Camps Head Office; 07896547067 or info@activcamps.com.

• You also hold the right to report any significant concerns or complaints to Ofsted. Ofsted can be contacted at: Piccadilly Gate, Store Street, Manchester, M1 2WD.

15. CHILD PROTECTION 

• Activ Camps has a legal obligation to report any suggestion of child abuse or neglect and will do so immediately. 

16. FOOD HYGIENE 

Camps: 

• Activ Camps will not normally provide any packed lunches, snacks or drinks, other than water. 
• In exceptional circumstances, including but not limited to forgotten or lost lunches, our staff may purchase or provide a child food. They will always check the medical register for allergies and ask the child their preference, seeking your consent if possible.

• Chocolate and/or sweets may also be provided as prizes for special occasions, children will be asked not to eat these until they have been collected and have your permission.

• Allergens on camp: With the wide range of allergens that there are and the sporadic nature of some children’s attendance at Activ Camps, we are unfortunately unable to completely control the presence of these allergens on camp.

• Of course, we have members of our team trained to respond to allergic reactions, including the administering of auto-adrenaline injectors, and have a robust medication policy in place. Our staff are also instructed to regularly remind children not to share food.

• Parents and carers are encouraged, for the safety of all children on site, to avoid sending your children to camp with foods that include prevalent food allergens. These include nuts, eggs, shellfish and chickpeas.

Clubs: 

• Activ Camps is a registered Food Business Operator with the Local Authority and has been successfully inspected by The Food Standards Agency (FSA) 
• Activ Camps will provide wholesome and nutritious breakfasts, and afternoon snacks, for those that attend our clubs. These afternoon snacks are not to be considered as a replacement for a main meal.
• Activ Camps will maintain appropriate Food Hygiene standards in line with government guidance, with staff holding the appropriate training and qualifications. 
• Activ Camps will aim to avoid allergens, striving for a nut free and chickpea free environment.

17. INSURANCE AND LIABILITY 

• Activ Camps’ insurance is provided by Activities Industry Mutual and includes Employers’ Liability of £10,000,000, and Public and Products Liability of £5,000,000.

• Activ Camps does not accept any liability for personal injury or sickness, or the death of any person, unless directly caused by the proven negligence of the company or its staff.

• Activ Camps will not take responsibility for the loss or damage of any items of personal property brought onto the Camp or to a Club. Our insurance does not cover personal items. 
• Activ Camps encourages all parents and guardians to have appropriate insurance in place for personal injury, personal possessions and booking insurance with regard to their child’s attendance on one of our Camps or Clubs.

18. NOTICES 

• All notices given by you should be done so via email to info@activcamps.com or by post to Unit 80, The Link, 49 Effra Road, Brixton, SW2 1BZ. 
• All notices given by us will be done so via our website, email or via the postal address you provide when booking. 
• Once you have made a booking with Activ Camps you will automatically be added to our mailing list, enabling you to receive updates on the upcoming Camps. You can always unsubscribe by clicking the link at the end of the booking.

• Notices will be deemed properly served immediately when posted on our website, 24 hours after an email is sent or 3 working days after posting of any letter. Emails must be sent to the correct addressee and letters addressed and stamped correctly.

19. DATA PROTECTION 

• We are committed to keeping your information secure and fully comply with all applicable UK data protection and consumer legislation, including the UK GDPR and the Data Protection Act 2018.
• Your details will only ever be used to inform you of future camps and events run by Activ Camps. You can unsubscribe from these emails at any time.