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Terms & Conditions Breakfast Club

For the purposes of this document Wise Owls Club shall hereinafter be called ‘The Club’ and those wishing to use the services of Wise Owls Club, shall hereinafter be called ‘The Client’. For the purposes of administration, Head Office will herinafter be called ‘The Office’ 

The Club will only undertake business in accordance with these Terms and Conditions, of which shall be incorporated or implied in any agreements between The Club and The Client.  The Client is bound by these Terms and Conditions upon registering with The Club. 

The Club reserves the right to revise these Terms and Conditions and undertakes to display the most recent version on the The Club’s website and The Client will be notified via the registered email. The Client shall be bound by the most up to date Terms & Conditions. No further acceptance of updated Terms & Conditions is required. 

SECTION 1: OPERATING HOURS, STAFFING AND SUPPORT 

  1. The After School Club acts as a registered childcare facility for children between the hours of 15:15 and 18:15, from Monday to Friday, during The Club’s term time (dates published on The Club’s website). 
  1. The Breakfast Club acts as a registered childcare facility for children between the hours of 07:30 am to the start of school from Monday to Friday, during The Club’s term time (dates published on The Club’s website).    
  1. The Club operates on the basis of 1 staff member to 8-10 children. Should The Client’s child require a 1:1 ratio, the child may attend The Club, subject to availability, in the normal way accompanied by his/her carer (which may be arranged through the resources of the Local Authority). 

SECTION 2: REGISTRATION 

  1. The registration form must be completed by the child’s legal parent/guardian. 
  1. Upon registering a child, it is The Client’s responsibility to complete all areas of the form in full and ensure the Child’s information is up to date at all times, to enable The Club to care for the child to the best of their ability. 
  1. This must include at least one legal parent/carer, a separate emergency contact, child’s school, doctor’s information including name, surgery and telephone number, and any additional physical, medical, behavioural, dietary or special education needs the child has. 
  1. Without this information, The Club reserves the right to withhold care until this information is fully provided. Charges will apply in the event of service being withheld due to The Client’s negligence. 
  1. If your child has special educational needs, it is important for us to assess your child at our setting to assess what requirements may be needed to provide the care to effectively support them, our team and other children within our care.    
  1. We reserve the right to contact you before the child’s start date and at any time during the child’s care, to assess if our staff are able to attend to the child’s needs or if 1:1 care will need to be arranged by The Client via the Local Authority before care can continue.  

SECTION 3: BOOKINGS 

  1. The Client will pay a registration fee and deposit for each child upon making a booking request. 
  1. A booking will be confirmed once The Client has received the booking confirmation via email, including the agreed start date, the location and booked days. 
  1. Any changes to The Client’s school may not automatically transfer the booking to The Club location. In such an event, it is the responsibility of The Client to notify The Club adhering to the notice period and process outlined in these Terms & Conditions or charges may apply. 
  1. Confirmation of a booking (permanent or ad hoc) gives The Club permission to collect The Client’s child from the registered school. 
  1. When The Client makes a booking for The Club, the child must attend at least one (1) day every week. The child will automatically be booked in for the day(s) The Client has chosen or specified, each term. The booking will automatically roll over to the next term, unless notice is given in writing as per our notice period and process.  
  1. Permanent bookings commence at the beginning of term or when a space becomes available unless agreed with a Director in writing.   
  1. Due to our operational and staffing costs, we may not be able to offer scattered start dates. We will always look to issue your start date as close to your requirements as possible but no guarantees can be given. 

 

SECTION 4: WAITING LISTS 

  1. If a place is not available, you will have the option to be added to a waiting list. 
  1. A non-refundable registration fee will be required if you wish to be added to the waiting list. 
  1. If you receive an offer of a place via email, you will have 48 hours to accept the place.  
  1. You will be required to pay a deposit to secure this place.  

SECTION 5: FEES 

  1. Club fees must be paid in full for one half term (approximately six weeks) at a time. The Club must receive payment before the first day of term and requires The Client to send payment via BACS with the reference child’s full first name initial, surname and ASC for example John Smith JSmithASC. 
  1. The Club accepts payment via all childcare vouchers and tax-free childcare (TFC) payments. With this method, payment is still due on or before the first day of term. Where possible, ensure you put the payment reference for example: reference child’s full first name initial, surname and ASC for example John Smith JSmithASC.  If paying via TFC, please ensure to advise us of your child’s full name, site and TFC reference prior to paying funds so they can be allocated to the child’s invoice. 
  1. If fees are not paid on time (The Client will have a grace period of 7-days), a £5.00 penalty per week will be charged to The Client.  
  1. Failure to pay your invoice will result in the child not being accepted at The Club.  
  1. The Club may choose to take court proceedings to retrieve the payment due. 
  1. Bookings are charged for the full term, including inset days and bank holidays if they fall in term time.  
  1. We aim to review fees yearly with new fees commencing September, however we do reserve the right to review fees based on operational costs. The Club undertakes to advise The Client of revised fees by email, a minimum of 6 weeks in advance.   

SECTION 6: SCHOOL CLOSURES OR EARLY FINISHES 

  1. In the event of an inset day or closure of a school when The Club is operating, The Club will still charge for the booked session(s) within our term dates. 
  1. Your child is still able to attend a club, this may be at a different venue, which you will be advised of prior to the date.  
  1. If the school attended by The Client’s child, or operation location by The Club closes due to circumstances outside The Club’s control (for example, bad weather, health and safety issues, an Act of God, diseases etc.), The Club may not be able to operate and will contact The Client by e-mail in the first instance.  
  1. Under no circumstances will The Club operate, if by doing so, the health and safety of children within the care of The Club is at risk.  
  1. If schools are in operation during bad weather, The Club will also aim to remain open, but The Club will do so at its absolute discretion, decide whether it will operate and whether it will run the usual collection service. No refund of the fee will be due under these circumstances. 
  1. Should the child’s school finish early, The Client should notify The Club and if possible, The Club will endeavour to make arrangements for an earlier collection. The cost for this service will be at the minimum rate relating to the additional time the staff are required to cover, depending on numbers.  
  1. Any additional fees will be advised to The Client and once The Client has accepted the arrangement, fees will be payable regardless of the child’s attendance or not. Fees will be added to The Client’s invoice. 

SECTION 7: AMENDING OR CANCELLING A PERMANENT BOOKING 

  1. The Client must give The Club six (6) weeks’ notice in writing via email to info@wiseowlschildcare.co.uk if they wish to CHANGE or CANCEL ALL or PART of The Client’s permanent booking.   
  1. Upon receipt of your written notice to info@wiseowlschildcare.co.uk, the Office will confirm the final day of attendance. They will also advise our process for the return of your deposit, which will need to be actioned within a 6-month period to obtain its return.   
  1. If you do not receive confirmation of receipt within 5 working days, please contact the Office directly on 01628 620013. If this process is not followed, you will be invoiced for the originally booked sessions with full payment due. 

SECTION 8: AD HOC & EXTRA SESSIONS 

  1. The Client may purchase Ad Hoc / Extra sessions via the website by making a booking request and paying by credit/debit card, childcare vouchers or tax-free childcare at the time of making the booking. Failure to make payment at the time of the booking request could impact your booking request. 
  1. The booking will be reviewed and we will send a confirmation of the booking via email once approved.   
  1. If The Club is full on that specified day, The Club will not be able to accommodate the child and The Client will receive a full refund or TFC credit. 
  1. Sessions are not transferable once confirmed and in the event of non-attendance, The Client will be charged in full.  
  1. If The Client wishes to cancel an Ad Hoc session after a confirmed booking, The Club requires seven (7) days’ notice for The Client to receive a refund. 

SECTION 9: COLLECTING YOUR CHILD 

  1. The Client must collect the child no later than 18:15 but should The Client be unable to do so in unforeseen circumstances, The Club must be notified before 18.00 of the revised collection time. There is then an additional late fee charge of £5 per 15 mins. After 18:30, The Client will incur a further fee equating to the cost of retaining the supervisors for the extra time required. This will be for two members of staff who must be kept advised as to The Client’s expected arrival time. These terms have been devised in recognition of the fact that The Club’s staff have other commitments after their working day. 
  1. In the highly unlikely event that The Club fails to collect a child on the day he/she is due to attend The Club, the child should report to the school reception where The Club’s details are held. Arrangements will then be made for collection of the child as quickly as possible, while waiting with the security of the school staff. 

SECTION 10: REPORTING AN ABSENCE 

  1. If The Client’s child is unable to attend a session due to illness or other activities, The Club should be notified via WhatsApp (before 3pm) to prevent the late running of the collection and inconvenience to other children in The Club’s care. The Club contact details are available on The Club’s website. After 3pm our staff are busy collecting children so calls/messages may not be answered or acknowledged until after school collections are made. 
  1. All WhatsApp messages will be acknowledged to confirm receipt of your message. 
  1. Failure to follow this process could result in The Club trying to collect The Client’s child or contact The Client unnecessarily which will affect other children in our care during the collection and return to school.   

SECTION 11: SICKNESS POLICY 

  1. If The Client’s child is sick or has diarrhoea, we have a 48-hour policy. With other illnesses please see NHS guidance notes. Full fees will be payable. 

SECTION 12: LIABILITY 

  1. The Club endeavours to maintain the highest standards of health and safety at all times. We have vigorous checks in place; however, The Club cannot be held liable for unforeseen accidents which are out of our control. If an accident happens due to the child not listening or following instructions, we are not liable. The Club accepts no responsibility for children whilst in the care of their parents when on The Club/ School premises, i.e. prior to arrival or after pick-up. 
  1. It is The Client’s responsibility to ensure the child has all their belongings. The Club cannot be responsible for loss or damage to items brought to The Club from home. Lost property will be taken to charity shops one (1) week later.  If any belongings are left at The Club, please ensure to contact The Club directly through WhatsApp to arrange a convenient time for collection. 
  1. The Club reserves the right to withdraw the collection service from the child’s school should the numbers for collection drop to an uneconomic level. The Club must give 6 weeks’ notice in writing to The Client of its intention to withdraw the collection service and The Client must respond within the following 14 days as to whether to continue the sessions with The Club and provide private transport arrangements. 

SECTION 13: PHOTOGRAPHS 

  1. It is The Club’s practice to use photographs of children attending The Club for advertising, displays, website and other promotional purposes, and their first name(s) may accompany any such images used. The Client should indicate appropriately on the online Registration Form if permission for their child to appear in such images is withheld. 
  1. The Client is not permitted to share photographs of any other children online without express permission from the other party. To do so is an offence. 

SECTION 14: COMMUNICATION 

  1. It is The Client’s responsibility to read any letters/communications from The Club at the Signing Out table and to read any emails about changes or important information. 
  1. The Club will contact The Client by the e-mail address recorded on the Registration Form for the legal parent guardian/carer 1 and it is therefore vital that this information is correct at all times and that email communications from The Club is read without delay.  
  1. The Club shall not be held liable for any failure, delay, or blockage in the delivery of email communications to the Client’s designated inbox. It is the sole responsibility of the Client to ensure that their email account is properly configured to receive communications from the Club, including but not limited to maintaining sufficient storage capacity, enabling appropriate permissions, and whitelisting relevant email addresses or domains. The Club disclaims any liability arising from technical issues, spam filtering, or other factors beyond its control that may prevent successful email delivery. 
  1. The Club is not The Client’s school. It is The Client’s responsibility to be aware of term dates, communications, outings, closures etc. that The Client’s school is doing. Please ensure to contact The Client’s school directly and communicate this information to The Club as required. 
  1. The email and phone at our office will be manned from 10am – 2pm Monday – Friday. We will endeavour to respond to you within 5 working days. Our club phones are operational during The Club times only 07.15 – 9am breakfast club phones & 2:45pm – 6.15pm Monday – Friday after school phones term time only.  
  1. Please avoid contacting The Club during child collection times as our focus is the children in our care and phones may not be answered. 
  1. The office service is dedicated to supporting parent communication, managing bookings, and addressing formal complaints. As a small business focused on the care of children and staff, we are unable to accommodate excessive or irrelevant email correspondence. If communication becomes disruptive, unreasonable, or harassing, The Club reserves the right to cancel the associated booking. 

 

SECTION 15:  SUPERVISED OUTINGS 

  1. As part of our outdoor learning curriculum, The Client accepts that their child may attend supervised outings beyond The Club. 

SECTION 16: FACILITIES 

  1. The Club may on occasion be required to use other facilities because of functions arranged by the school.  

 

SECTION 17: BEHAVIOUR 

  1. If a child is not able to listen and follow instructions this could become a danger to themselves, other children or staff, and they will be unable to continue to attend.  This could start as a temporary measure before permanent exclusion is actioned subject to the situation. This will be confirmed in writing via the The Club.  
  1. The Club reserves the right to withdraw its services if the child is disruptive and/or aggressive in such a manner as to pose a safety risk to the other children at The Club. Dependant on the severity of the behaviour incident The Club will demand the immediate removal of the child or issue a verbal warning to The Client.  No refund for care or deposit will be received for immediate removal. No refund for care or deposit will be received. 
  1. Equally if a parent/child is aggressive or rude to our staff at The Club or Head Office, or towards a child within our care, this behavior will not be tolerated and The Club reserves the right to withdraw its service with immediate action. No refund for care or deposit will be received. 
  1. The Client is required to communicate effectively with their child’s keyworker with regards to any changes in their home life or education that can cause a change within their child’s behaviour. Should the child be going through an EHCP process or have an EHCP/Diagnosis in place The Client must inform and provide these details within their registration and provide the EHCP to The Club whereby The Club will review whether we can care for your child within our ratios of 1 staff member to 8-10 children. 

 

SECTION 18: SAFEGUARDING 

  1. By registering your child, The Client accepts that emergency services may be contacted (as required) and staff are authorised to sign consent forms required by hospital authorities if The Client’s child’s life is in danger. 
  1. The Client accepts that the child may receive first aid treatment by a First Aid trained member of staff if required. The Client consents to a First Aid trained member of staff to administer medication i.e. Calpol, Piriteze, if required in an emergency and if The Client cannot be contacted. 
  1. The Client must adhere to the safeguarding policy and procedures, including the process for informing The Club about their child’s allergies, dietary requirements, medical or special education needs. As well as signing accident and incident forms immediately. 

 

SECTION 19: DATA PROTECTION 

  1. The Office and The Club will, under no circumstances, share information about a child’s booking with any persons not listed on the child’s account as having parental legal responsibility for a child on the booking.  
  1. The Office may request identification, such as birth certificates that will help to confirm the identity of a person requesting information about a child’s booking. 

 

SECTION 20: RECRUITMENT 

  1. Clients are not able to employ any staff member of Wise Owls Childcare unless they have left our employment a minimum of 3 months prior. If The Client does so, a fee of 20% of their salary will be payable which is the cost to employ a new member of our team. 

 

Any questions? Check out our Frequently Asked Questions. 

Telephone: 01628 620013
Email: info@wiseowlschildcare.co.uk
Website: www.wiseowlschildcare.co.uk
Facebook: facebook.com/wiseowlsclub 

 

Version: November 2025