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 clubs or camps, safe, happy and exhausted! Once you have ticked the box to say ‘Yes, I have read the agreement and am happy to continue on this journey!’ and have submitted your booking then you are agreeing to our terms and conditions below, and we can both be confident in the course that this journey will take.

1. YOU

By accepting this agreement we can be assured that you are:

  1. at least 18 years old
  2. the legal guardian of the child, or children, you are making the booking for
  3. legally capable of entering binding contracts.

2.  BOOKING

  1. All bookings will be confirmed via email once full payment has been made. Bookings made where part or no payment is made will be deemed as ‘processing’ and not yet confirmed.
  2. Once full payment has been made the booking will be confirmed, however, this is subject to availability at the time of confirmation
  3. We accept payment by childcare vouchers, cheque and credit or debit card. Please bear this in mind when paying with childcare vouchers as it takes longer for funds to reach us
  4. Camps: Children must be 4 – 14 years of age to attend Activ Camps, 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.

Clubs: Children must be a pupil of the school hosting the Breakfast and After School Club. Activ Camps does not accept children in Nursery.

3. CANCELLATIONS AND CHANGES

  1. If you need to change or cancel your booking with us then please let us know in writing as soon as possible. As changes and cancellations require considerable administration time and have a major impact on our staffing levels, the following charges will apply:

MULTI-ACTIVITY CAMPS:

Changes Changes Cancellations
4 + weeks Free Free
3 weeks £10 fee per booking change £10 cancellation fee for each calendar date cancelled.
2 weeks £10 fee per booking change £15 fee per day for 2 + children. £10 fee per day for 1 child.
1 week 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.

BREAKFAST AND AFTER SCHOOL CLUBS:

Changes Changes Cancellations
4 + weeks Free Free
3 weeks £5 per booking change 15% charge to cancelled dates
2 weeks £10 per booking change 25% charge to cancelled dates
1 week 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.

      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. Simply provide us with a doctor’s note within 14 days of the first booking missed.

     3. In extreme and very unfortunate circumstances Activ Camps may need to cancel a camp. In this situation we will do our best to give at least 14 days notice and the option of joining us at another camp instead. If not, you will be refunded the full amount for the days cancelled.

4. In the unfortunate event that we are unable to run breakfast or after school clubs as a result of a school closure or the necessary isolation of a group of pupils or staff, we will offer you credit for the bookings made to be used at a later date. In this event we will give as much warning as is possible.

     5. Refunds will be made via the same method of payment you used whilst booking and may be subject to a £5 administration charge.

6. COVID-19: If your child tests positive for COVID-19 we are happy to provide a credit or a refund for those days missed on camp. Similarly, if your child is identified as a close contact of a positive case, and thereby legally required to self isolate, we are happy to offer a credit or refund in this instance as well.

Where we are notified of a positive case on camp, we will inform the parents/carers of those within the group so to enable you to remain extra-vigilant and cautious. However, as you are still welcome at Activ Camps we will be unable to provide a refund or credit.

4. PRICING

  1. The cost of our camps, clubs, parties and other services provided will be displayed clearly on our website.
  2. Don’t worry, if prices change you will only be charged at the rate displayed on the website at the time of your booking.
  3. 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.
  4. At present we do not charge you the credit or debit transaction commision rates, however we do reserve the right to do so.
  5. If you pay by cheque and this cheque bounces you will be charged a £10 fee that will be used to cover the bank charges and our administration costs.

5. AVAILABLE ACTIVITIES AND DATES

  1. We always make sure that our website and advertising does reflect our activity programme. However, inevitably, the availability of certain activities is dependent on the weather, ground staff advice and other circumstances outside of our control. We will do our best to inform parents of any restrictions or changes
  2. 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.
  3. No refunds will be made for activities that do not occur as we do always continue to provide a wonderfully wide range of activities.

6. ACTIVITIES AND SAFETY

  1. Activ Camps works hard to ensure the safe care of all children, and this includes a thorough, ongoing risk assessment process for all activities.
  2. By accepting this agreement you give consent to your child taking part in a variety of activities, as stated on our website, and may well include adventurous activities such as, rock climbing, archery, trust games, orienteering, swimming and inflatables, and that participating in any of our timetabled activities is done at their own risk.
  3. In regard to rock climbing, you consent to the British Mountaineering Club (BMC) participation statement: “The BMC recognises that climbing and mountaineering are activities with a danger of personal injury or death. Participants in these activities should be aware of and accept these risks and be responsible for their own actions and involvement”.
  4. Specialist protective equipment will be provided for rock climbing and archery, but sturdy footwear (i.e. no crocs, flip flops or ballet pumps) must be brought to camp and worn by children participating in these activities. Children may not be allowed to participate if they do not have appropriate footwear.

7. SWIMMING

  1. Your child may participate in swimming during their day at camp and will complete a swim test before pool fun commences.
  2. As our camps are such non-stop fun the younger children get very tired and we therefore require all 4 – 5 years olds and some older children, decided at our discretion, to wear a buoyancy aid.
  3. All our swimming pools are maintained by the host venue, not by Activ Camps. If, as has occured in the past, the host venue tell us that the pool is not fit for use we will be forced to cancel this activity. This may occur at short notice and be for a prolonged period of time. To reiterate above, no refunds will be made for activities that do not occur as we do always continue to provide a wonderfully wide range of activities.

8. PHOTOGRAPHY AND VIDEO

  1. Activ Camps staff may take photos and video footage throughout the event, camp or club, for use in promotional materials by Activ Camps Ltd. and to keep you updated on what your little ones are up to!
  2. Please let us know at our Head Office if you have any objections to your child being in these photos or videos.

9. DROP OFF AND PICK UP

MULTI-ACTIVITY CAMPS

  1. 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. 
  2. 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.
  3. If your child is arriving or leaving on their own please provide written confirmation of this either by email or in writing.

BREAKFAST CLUB

  1. Each child will be registered at Breakfast Club, ensuring that they are booked in, on the register and that we hold the correct medication for each participant. It is the parent/carers responsibility to ensure that we have said medication.
  2. At 0845 children will be walked by staff to their classrooms and dropped off with their classroom teachers. Details of any accidents or incidents will be relayed to the classroom teacher.
  3. If your child is arriving on their own please provide written confirmation of this either by email or in writing.

AFTER SCHOOL CLUB

  1. All children booked for After School Club will be collected from their classroom at the end of the school day.
  2. On departure, Activ Camps will record the name of the person collecting and the time that this occurs.
  3. If your child is leaving on their own please provide written confirmation of this either by email or in writing.

10. HEALTH AND SAFETY

  1. Activ Camps aims to be entirely inclusive, however, to do this we need to know the requirements of our children so that we can provide the best possible service and care for them.
  2. To enable us to do this please ensure that you provide us with all the information we need including medical details, details of any allergies, behavioural details, details of any medication taken, learning difficulties or special needs.
  3. Failure to provide this information may result in the child’s exclusion from certain activities and/or the camp or club. No refund will be offered in this case.
  4. If we deem your child 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. 
  5. Children should bring sunscreen to our multi-activity holiday camps. Please let us know if your child might have any reaction to using sunscreen.

11. FIRST AID

MULTI-ACTIVITY CAMPS

  1. In the event of an accident an Activ Camps staff member will administer first aid and, if necessary, call the emergency services.
  2. All essential medication, including all adrenaline auto-injectors, must be handed in to the Lead First Aider each morning for checking and for the appropriate form to be completed. 
  3. All essential medication must be in date, prescribed to the given child (sibling’s medication not accepted) and clearly labelled.
  4. For those prescribed an adrenaline auto-injector (i.e. Emerade, EpiPen, Jext),  please ensure you note this on the booking form. In accordance with government healthcare recommendations, your child should have access to more than one device on camp.
  5. Activ Camps reserves the right to refuse access/send a child home if they do not have the appropriate medication.

CLUBS

  1. In the event of an accident an Activ Camps staff member will administer first aid and, if necessary, call the emergency services.
  2. 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 an Activ Camps Medication Form
  3. All essential medication must be in date, prescribed to the given child (sibling’s medication not accepted) and clearly labelled.
  4. For those prescribed an adrenaline auto-injector (i.e. Emerade, EpiPen, Jext),  please ensure you note this on the booking form. In accordance with government healthcare recommendations, your child should have access to more than one device available.
  5. Activ Camps reserves the right to refuse access/send a child home if they do not have the appropriate medication.

12. FOOD HYGIENE

MULTI-ACTIVITY CAMPS

  1. Activ Camps do not provide packed lunches.
  2. Activ Camps, where possible, will provide a very simple tuck shop. This will include cereal bars and juice drinks. Each item will be priced at 50 pence.

BREAKFAST & AFTER SCHOOL CLUBS

  1. Activ Camps will provide wholesome and nutritious breakfasts and afternoon snacks for those that attend clubs.
  2. Activ Camps will maintain appropriate Food Hygiene standards in line with government guidance, with staff holding the appropriate training and certifications.
  3. Activ Camps will maintain a nut free environment.

12. INSURANCE AND LIABILITY

  1. 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
  2. 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.
  3. 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.
  4. 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.

13. BEHAVIOUR AND EXCLUSION

  1. Activ Camps are non-stop fun and if a child’s behaviour begins to impede this, it will not be tolerated.
  2. Any negative behaviours such as bullying, aggression or disruption, will be dealt with with zero tolerance.
  3. Children displaying these behaviours repeatedly may be excluded from activities and/or camps or clubs.
  4. No refund will be given for the day of exclusion and any further days booked.
  5. All children in attendance of Activ Camps camps or clubs should be toilet trained. Activ Camps reserves the right to send any child home who is not.

14. LOST AND PERSONAL PROPERTY

  1. Please do not allow your children to bring expensive belongings such as music players, tablets, toys and even expensive clothing to camp or clubs.
  2. Please ensure that those items children do bring to camp or club are clearly labelled with the child’s full name.
  3. We encourage parents and guardians to check their child’s belongings at collection each day. A lost property box will be available for parents to look through for any missing items.
  4. If you lose something please send us an email with a description of the item so that we can attempt to return it to you. If, however, any items are not claimed within 14 days of the camp or half term ending they will be donated to charity.
  5. Activ Camps accept no liability for loss or damage to any property belonging to a child, guardian or staff member.

15. PARENT FEEDBACK AND COMPLAINTS

  1. 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.
  2. Your feedback can really help us to do this so please contact us with any thoughts at any time.
  3. 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.
  4. If you are on site and have a complaint please direct it towards the camp Site Manager or club Centre Manager. If, however, they are unable to help then please contact Activ Camps Head Office; 07896547067 or info@activcamps.com.

16. WRITTEN COMMUNICATIONS

  1. As is the trend in this modern day, nearly all of our communications and written information will be electronic.
  2. This agreement means that you accept that any information provided electronically holds the same legal standing as if it were in writing. This condition does not affect your statutory rights.

17. NOTICES

  1. All notices given by you should be done so via email to info@activcamps.com or by post to Activ Camps, 1 Union Court, Richmond, TW9 1AA
  2. All notices given by us will be done so via our website, email or via the postal address you provide when booking.
  3. 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.
  4. 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.

18. DATA PROTECTION

  1. We will keep your information secure and we will fully comply with all applicable UK Data Protection Act and consumer legislation.
  2. 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.

19. EQUAL OPPORTUNITIES

  1. Activ Camps is an equal opportunities employer and also welcomes all children regardless of gender, ability, race or religion.
  2. Each child within our community is as important as the next and we will ensure that they receive equal access opportunity.

20. CHILD PROTECTION

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

21. INCLUSION & ADDITIONAL NEEDS

  1. It is our policy not to exclude any child due to special needs, wherever possible. The needs of each child vary, so decisions will be made on a case-by-case basis, depending on the level of support each individual child requires to enable them to participate in and enjoy Activ Camps.
  2. Please contact our Head Office to discuss how we can support your child.

For further information please contact Activ Camps on:

T: 07896546067

E: info@activcamps.com

A: 1 Union Court, Richmond, TW9 1AA.

Activ Camps v6

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