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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 using the services of Wise Owls Club, shall hereinafter be called ‘The Client’.

The Club will only undertake business on these following Terms and Conditions each of which shall be incorporated or implied in any agreements between The Club and The Clients. No variations of these Terms and Conditions shall be binding unless expressly confirmed by The Club in writing and signed by the Director of The Club. The Client shall be bound by these Terms and Conditions once having completed online registration.

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.


1. The Breakfast Club section of the “The Club” acts as a childcare facility for children between the hours of 07:30 to the start of school from Monday to Friday and only during The Club’s term time.

2. 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 in the normal way accompanied by his/her carer (which may be arranged through the resources of the Local Authority).


3. The Client pays an admin fee and deposit for each child upon making a booking request. This can be done once you know your child’s school. You can register your child in preparation and making a booking request once you school is allocated in April.

4. The Registration process gives the club permission to collect the Client’s child from school by club minibus, staff vehicle or on foot. Should the Client’s child require a 1:1 ratio, the child may attend the club in the normal way accompanied by his/her carer. If a child is not able to listen and follow instructions this could become a danger to themselves, other children or staff and will be unable to participate in this area.

5. It is the parents’ responsibility to add to our registration form any information required to care for the child to the best of our abilities. This is behaviour related, needs related, family background. We may contact you before starting to assess if our staff are able to attend to your child’s needs or if 1:1 care will need to be provided. Failure to inform us in advance could result in your child being unable to attend the booked session.


6. Club fees are paid in full for one half term/roughly 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 BC for example John Smith JSmithBC.

7. The Club accepts payment via all childcare vouchers and tax-free childcare 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 BC for example John Smith JSmithBC

8. If fees are not paid on time (we will have a grace period of just one week), a £5.00 charge per week will then added to the next invoice. If The Client has difficulty paying on time The Client must contact The office. Failure to do this could result in a ‘money claim online’ in order to retrieve the payment due and/or the child not being accepted at The Club, and no prior notice will be given.

9. The Client is charged for our full term dates. This includes inset days and bank holidays if they fall in term time. If The Client’s child is involved in other activities or will miss a session, The Client will nevertheless be charged for these sessions. The Client must notify The Club of a non-attendance.

10. If The Club’s premises are closed due to health and safety, bad weather, diseases, Act of God or circumstances out of the Club’s control, The Club will not able to operate and The Client will be notified via The Club’s mobile between 07.15 and 07.45. Under no circumstances will The Club operate if by doing so, the health and safety of the children within the care of The Club is at risk. Additionally, it is The Client’s responsibility to contact The Club via the club’s mobile telephone in the event that the child’s school is closed. No refund of fees will be given under these circumstances.

11. If the Client’s child’s school is not open due to bad weather and the child has already been delivered to The Club, The Client should notify The Club of such closure before 08.30 to arrange collection of the child at a mutually agreed location before 09.00. After this time The Client will incur the cost of retaining the two supervisors for the extra time required. (The Client should be aware that The Club’s staff have commitments outside The Club’s hours of duty).

12. The Breakfast Club fees are reviewed a few times a year after assessing operational costs. The club undertakes to advise The Client of revised fees a minimum of six weeks’ in advance.


13. When The Client makes a booking for The Club, the child must attend at least one (1) day every week, unless agreed otherwise in writing. The child will automatically be booked in for the day(s) specified. The Client must give The Club six (6) weeks’ notice in writing of the child either being withdrawn from The Club completely or to cancel a booked permanent session which will be acknowledged by The Club within 7 days. If The Client fails to receive such acknowledgement, The Client must contact The Club by e-mail on Without this procedure being followed, The Client will be charged for the booked session(s).


14. The Client may purchase Ad Hoc sessions via the website by making a booking and paying by credit/debit card, childcare vouchers or tax-free childcare at the time of making the booking. If the client requests a place and we are unable to accommodate that request the client will receive a full refund, if a place is available the club will confirm by email.

15. When booking an Ad Hoc session, The Club requires four (4) days’ notice to book the selected day. 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.

16. If the Client wishes to cancel an ad hoc session after an official booking, The Club requires seven (7) days’ notice for the client to receive a refund.

17. If The Client wishes to book an extra day or days for the child to attend The Club as well as the days already booked, this may be arranged only through the office. This will only be available if there are spaces on the day requested. The Client may not exchange sessions and once booked, no refund will be given for non- attendance. For any extra sessions booked, The Client will be charged at our ad hoc rate. The Club requires seven (7) days notice to cancel the booked extra session.


18. When The Club’s staff accompany the Client’s child on foot to the school, this implies The Client’s consent to do so. Children are required to follow simple instructions from staff if this is not carried out then our service may be removed for the safety of your child, other children in our care and our staff.

19. Breakfast will be served until 08.10 each day. After this point The Club will prepare the children to start their walk to school.


20. If The Client’s child is not able to attend a session due to illness or other activities The Client must inform The Club via the onsite mobile number provided on booking. The fees will not be refunded.


21. if your child is sick or has diarrhoea, we have a 48-hour policy with other illnesses please see the NHS guidance notes.


22. The Client is required to update any changes to the contact details on the on-line Registration Form immediately in order to protect the safety of the child.

23. The Client must ensure their child has all their belongings in a suitable bag which is easy to carry to school. The Club cannot be held responsible for loss or damage to anything brought to the club from home. The Club has limited storage and lost property will be taken to charity shops 1 week later.

24. It is The Client’s responsibility to collect any letters from The Club addressed to them from the Signing In table and to read any posters here about changes or information.

25. The Club will do its upmost to keep your child safe from harm within its care but is not liable for any accidents which may occur.


26. It is The Club’s practice to use photographs of the children attending The Club for advertising, displays, the website and other promotional purposes and their name(s) may accompany any such images used. The Client should indicate appropriately on the Registration Form if permission for their child to appear in such images is withheld. If not these images may exceed their child’s attendance.


27. The Club will contact the Client by the e-mail address recorded on the online Registration (main carer) and it is therefore vital that this information is correct at all times and that email communications from The Club is read without delay. Further, it is The Client’s responsibility to ensure that the child’s school and year group are correctly recorded on the Registration (so that the child is on the correct delivery list).

28. Any important communication between The Client and The Club should be conducted by telephone via the breakfast club mobile number between 07.30 and 09.00 or between 10.00 and 14.00 the day before to the office on (01628 620013) or e-mail ( The Club will acknowledge the call or e-mail.

29. The Club is not your school, it is your responsibility to be aware of term dates, communications, outings, closures etc. that your school is doing. Please ensure you contact your school direct and communicate this information to the club as required.

30. Your email and phone at our office will be manned from 10.00 – 14.00 Monday – Friday we will endeavor to respond to you within 3 working days. Our club phones are operational during the club times only 07.15 – 09.00 Monday – Friday term time only, please avoid child delivery times 08.25 as our focus is the children in our care.


31. The Club may not on occasion be able to operate its service from the usual facilities due to functions such as its used as a polling station. The Club undertakes to display a poster at the Signing In desk advising The Client of the revised arrangements which may involve a trip to the local park.


32.The Club reserves the right to withdraw its services if The Client’s child is disruptive and/or aggressive in such a manner as to pose a safety risk to him/herself, the other children or the staff at The Club. The Staff will initially give a verbal notice to try to resolve the matter but in an extreme case, The Club will demand the immediate removal of the child and the deposit and fees will not be refunded. The decision of The Club is final.

33. Equally if a parent/child is aggressive or rude to our staff at The Club or a child within our care, this behaviour will not be tolerated and The Club reserves the right to withdraw its service. No refund of care or deposits will be received.

Version: March 2023

Any questions? Don’t hesitate to contact us…

Telephone: 01628 620013