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Terms & Conditions Breakfast and After School 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). 
  2. 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).    
  3. 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. 
  2. 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. 
  3. 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. 
  4. 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. 
  5. 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.    
  6. 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 behaviour or if 1:1 care will need to be arranged by The Client or via the Local Authority before care can continue in order to support the welfare and safety of the child, our staff and other children.    

SECTION 3: BOOKINGS 

  1. The Client will pay a registration fee and deposit for each child upon making a booking request. 
  2. 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. If a booking confirmation is not received, the Client should contact Head Office. 
  3. The Club may book the Client’s child into a partner club that is not based at the school the child attends. The Client will be notified of this in their booking confirmation.  
  4. It is the Client’s full responsibility to be aware of their booked sessions. 
  5. Any changes to The Client’s school will not automatically transfer the booking to the new Club location. In such an event, it is the responsibility of The Client to notify Head Office of the change of school, adhering to the notice period and process outlined in these Terms & Conditions or charges will apply. 
  6. Confirmation of a booking (permanent or ad hoc) gives The Club permission to collect The Client’s child from the registered school. 
  7. 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.  
  8. Booked days are not transferable.   
  9. The permanent booking will automatically roll over to the next term, unless notice is given in writing as per our notice period and process.  
  10. Permanent bookings commence at the beginning of term or when a space becomes available unless agreed with a Director in writing.   

 

SECTION 4: WAITING LISTS 

  1. If a place is not available, you will have the option to be added to a waiting list. 
  2. To be added to the waiting list, process a booking request through our website and pay the deposit and non-refundable registration fee.  
  3. If you receive an offer of a place via email, you will have 48 hours to accept the place.  
  4. If you would like to remove yourself from our waiting list, you must notify the Club in writing to info@wiseowlschildcare.co.uk. Upon receipt of your email, you will be advised of our process for returning your deposit, which will need to be actioned within a 6-month period to obtain its return. If you do not receive confirmation of receipt within 5 working days, please contact the Office directly on 01628 620013. 

 

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. 
  2. 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. 
  3. If fees are not paid on time, a £5.00 penalty per week will be charged to The Client.  
  4. Failure to pay your invoice will result in the child not being accepted at The Club.  
  5. The Club may choose to take court proceedings to retrieve the payment due. 
  6. Fees are payable on inset days and bank holidays if they fall in term time.  
  7. 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. 
  2. Your child will be offered a place at one of our partner clubs, which you will be advised of prior to the date. Collection from school by The Club may not be possible based on location. Fees are still payable. 
  3. If the school attended by The Client’s child 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. 
  4. 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.  
  5. If schools are in operation during bad weather, The Club will also aim to remain open, but The Club will, 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. 
  6. 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 where possible. 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.  
  7. 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.   
  2. 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.   
  3. If you do not receive confirmation of receipt within 5 working days, please contact the Office directly on 01628 620013.  
  4. If this process is not followed, you will be invoiced for the originally booked sessions with full payment due. 
  5. If a parent/carer withdraws their child without providing the required notice period based on an alleged breach of these Terms and Conditions by Wise Owls Childcare, the Nursery will review the concerns raised in line with its complaints and investigation procedures. During this review period, contractual fees will continue to apply in accordance with these Terms and Conditions. If, following a fair and reasonable review, the concerns raised are not substantiated, the Nursery reserves the right to recover any fees that would have been payable including the required notice period.   

SECTION 8: AD HOC  

  1. All ad hoc bookings must be booked online and in advance of the session. 
  2. Where a child arrives at the Club without a prior booking, The Club reserves the right not to accept the child.  
  3. The Client should request the Ad Hoc session 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. 
  4. The booking will be reviewed based on availability and ensuring that the Club maintains legal ratios. 
  5. Upon acceptance of the ad hoc booking, we will send a confirmation via email once approved.   
  6. If The Club is full on that specified day, The Club will not be able to accommodate the child for the ad hoc session and The Client will receive a full refund or TFC credit. 
  7. 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. 
  8. Ad Hoc Sessions are not transferable once confirmed within the (7) day notice period and in the event of non-attendance, The Client will be charged in full.  

SECTION 9: DROPPING OFF AND COLLECTING YOUR CHILD 

  1. The Client must sign the child into Breakfast Club with a staff member and must sign the child out of After School Club with a staff member. 
  2. 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. 
  3. 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. 
  2. All WhatsApp messages will be acknowledged to confirm receipt of your message. 
  3. 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 diarrhea, 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. 
  2. 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. 
  3. The Club does not accept responsibility for personal items lost at Club. Speak to the manager about any lost property. 

SECTION 13: PHOTOGRAPHS & VIDEOS 

  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. 
  2. Taking photos or videos of children is strictly prohibited.  
  3. 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. 
  4. Under no circumstances is the Client or the Child allowed to take photos or videos of a child or children in the club, or record children using a recording device, a smart watch or smart glasses. Staff will politely enforce this and if a visitor takes a photo, staff will take action to ensure the photo is removed from the device. A Behaviour Incident Report will be logged. 
  5. Any breach of this clause may result in the immediate termination of your childcare place.   

 

SECTION 14: COMMUNICATION 

  1. Wise Owls processes and uses parent/carer personal data, including contact information where it is necessary to operate and manage our childcare services and to provide updates relevant to Wise Owls Childcare’s function and future development.   
  2. It is The Client’s responsibility to read any digital communications from The Club, as well as printed notices displayed at Club.  
  3. 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 all communications from The Club is read without delay.  
  4. 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. 
  5. The Club will not be held liable for any loss, delay, injury, safeguarding risk, medical error, data breach, or other issue arising as a result of the Client entering incorrect, incomplete, or outdated information (including but not limited to email addresses, emergency contacts, medical details, permissions, or information relating to the Child) on the registration form or in any subsequent communication. 
  6. It is the sole responsibility of the Client to ensure that all information submitted is accurate, complete, and kept up to date. The Club will process and use the information exactly as provided by the Client and accepts no responsibility for any consequences resulting from errors, omissions, or inaccuracies supplied by the Client. 
  7. If the Client updates information on the child’s profile that changes their dietary or medical needs, they must contact Head Office immediately by phone. We require a minimum of 7-working days’ notice to complete our administrative process to ensure the safety of the child. Depending on the severity, this may mean we cannot temporarily care for your child until measures are in place to accommodate the child’s needs. 
  8. The Club will take reasonable steps to maintain the security of data held; however, it cannot be held liable for any data incident or breach that occurs as a direct result of the Client providing incorrect or misdirected contact information. 
  9. 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. 
  10. The email and phone at our office will be manned from 10am – 2pm Monday – Friday. We will endeavour to respond to calls and emails 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.  
  11.  The Client should avoid contacting the Club during child collection times as our focus is the children in our care and phones may not be answered. 

 

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: 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. 
  2. 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. 
  3. 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. 
  4. The Client’s mobile phone, smart watch, smart glasses or other digital devices must not be visible or in use when collecting or dropping your child and any device must not be used when on site. This is an OFSTED requirement. 
  5. Children are not permitted to have mobile phones or other digital devices at Club and the Club reserves the right to request that the parent return to Club to retrieve the device. 
  6. Visitors must place their phones in the designated area provided. 

 

SECTION 18: 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.  
  2. The Office may request identification, such as a child’s birth certificate and parent’s photographic ID, that will help to confirm the identity of a person requesting information about a child’s booking. 

 

SECTION 19: BEHAVIOUR, WELLBEING & SPECIAL EDUCATION NEEDS 

  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 or wellbeing.   
  2. 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.  
  3. Where a child requires a level of support that necessitates additional staffing, resources, training, or administrative input beyond standard provision, the Club will work with the Local Authority and parents to secure appropriate funding, including through the Special Educational Needs Inclusion Fund (SENIF) and/or an Education, Health and Care Plan (EHCP) where applicable. 
  4. The continued childcare provision for a child requiring enhanced support is dependent on the timely and adequate provision of funding and support from the relevant Local Authority. This includes funding to cover the reasonable costs of care, specialist equipment, staff training, and time required for planning, monitoring, and associated administrative processes. 
  5. Where such funding or support is materially delayed, insufficient, or not provided within a reasonable timeframe following application, Wise Owls Childcare reserves the right to review the sustainability of the placement, in discussion with the parent/carer and Local Authority, to ensure that the needs of the child, staff, and wider setting can be appropriately met.   
  6. It is the local authority responsibility under section 42 of the children and families Act 2014 however if this is delayed by the local authority this is out of our control. 

 

SECTION 20: WITHDRAWING CHILDCARE SERVICES 

  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. 
  2. For health and safety reasons, The Club reserves the right to withdraw its services immediately if a child is not able to listen and follow instructions as they could become a danger to themselves, other children or staff. 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. Full fees for care will still be payable during the exclusion period. 
  3. 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 themselves, other children or staff. Dependent 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.  Full fees for care during the notice period as per Section 7 will still be payable and the deposit will not be refunded. 
  4. If a parent, carer or 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. Full fees for care during the notice period as per Section 7 will still be payable and the deposit will not be refunded. 
  5. The Club is dedicated to supporting communication with parents, managing bookings, and addressing genuine complaints. While we strive to be responsive, excessive or unreasonable requests that disrupt operations or place undue administrative burden on our team may result in restricted communication or, in extreme cases, cancellation of bookings. We will always address legitimate concerns through our established customer feedback and complaints process, but once a matter has been reviewed and resolved, repeated enquiries on the same issue may not receive further responses. 
  6. Wise Owls Childcare reserves the right to terminate this agreement with immediate effect, in circumstances including but not limited to: 
  • Non-payment of fees   
  • Repeated late payment of fees   
  • Persistent breach of these Terms and Conditions   
  • Abusive, threatening, or unreasonable behaviour towards staff, children, or other parents   
  • A breakdown in the relationship of trust and confidence between the parent/carer and Wise Owls Childcare   
  • Failure to adhere to policies and procedures   
  • Where the setting is unable to meet the needs of the child    

Wise Owls Childcare reserves the right to determine the appropriate notice period  depending on the circumstances. Any outstanding fees or charges must be settled in  full prior to the final day of attendance. Wise Owls Childcare is under no obligation to  offer future places to families where a contract has been terminated. 

 

SECTION 21: 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: June 2026