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Terms & Conditions Holiday Clubs

For the purposes of this document Wise Owls Holiday 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 Club acts as a registered childcare facility for children during hours of operation as published on the Club’s website. 
  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.

 

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 maintained and 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 if 1:1 care will need to be arranged by The Client via the Local Authority before care can continue.  

 

SECTION 3: BOOKINGS

  1. Bookings must be made in advance of attendance in order to arrange staff, meals and outings.  This can be done via The Club’s website with full payment.
  2. All bookings are confirmed by email at the time the booking is made. If such email confirmation is not received, then the session is not booked. If the information contained in the confirmation of booking is incorrect in any way, The Client should contact the office.
  3. The Club also accepts payment by TFC, voucher or Credit/Debit Card via the website
  4. If paying via childcare voucher or tax-free childcare, these payments must be made the same day as the booking made.  
  5. If childcare vouchers or TFC fees are not paid on time, a £5.00 penalty per week will be charged to The Client.  
  6. Failure to pay for your session on time may also result in the session being cancelled and the child not being accepted at The Club.  
  7. The Club may choose to take court proceedings to retrieve the payment due.
  8. The Club’s fees are revised regularly when reviewing outgoing costs.

 

SECTION 4: CLUB CLOSURES

  1. The Club will be unable to operate in the event of health and safety issues, bad weather, diseases, Acts of God or circumstances beyond The Club’s control and the premises will be closed.  In adverse weather conditions, The Client must contact The Club on the club mobiles to establish the current situation.   Updates will be posted on The Club’s social media pages, and if possible on The Club’s website.  The Club will put the safety of the children and staff first and will not take any unnecessary risks.  There will be no refund due.

 

SECTION 5: BOOKING MEALS

  1. The Client has the option to book meals or send the child with a packed lunch and tea to The Club. Packed lunches should be healthy in line with The Club’s healthy eating policy and should be sufficient, including lunch and tea. The Client should be aware that The Club operates a no nut policy. 
  2. There will be occasions when the only option is for either fixed meals or no meals subject to the day’s activities. This information will be provided at the time of booking.

 

SECTION 6: SUPERVISED OUTINGS & SPECIAL ACTIVITIES

  1. The booking of a session implies that The Club has The Client’s consent for the child to be taken on outings away from the Club premises. Information on activities is available on the online booking system.  
  2. The Club aims to take the children (walking) to the park daily, weather dependent.  It is The Client’s responsibility to be aware of all scheduled outings, read all signs displayed at the Signing In desk.   
  3. If there are adverse weather conditions then outings may be cancelled. The Club will not take unnecessary risks which endanger the children or staff.  Payments will not be refunded.
  4. In the highly unlikely event that The Club planned outing or activity is unable to happen, we will do our best to organise something in its place.  Communication of this will be emailed to the main carer. Payments will not be refunded. 
  5. The Club takes every precaution to ensure each child is safe at all times.  The Club has procedures in place which the children are aware of in the unlikely event of a child being lost.  
  6. If the child is unable to listen to instruction and follow procedure, The Club recommends that he/she is not booked for outing days in the interests of the safety of the child. 
  7. If your child is unable to listen to instructions on an outing day, you will be contacted to collect your child as soon as possible to ensure the safety of them and others.
  8. If The Client books a session with The Club on an outing day, the child must go on the outing on offer.  All staff are required to accompany the children and children are not permitted to stay back at the Club during the outing. Please ensure your child is able to do the activity, e.g. Swimming, ice skating, bike riding etc. before booking.

 

SECTION 7: CANCELLING A BOOKING

  1. If The Client wishes to cancel a booking, The Club requires two (2) weeks’ notice in writing by e-mail to info@wiseowlschildcare.co.uk tio receive a refund less the administration fee. Requests for cancellation will be acknowledged by The Club. 
  2. The Client will be charged a £10 administration fee for a cancellation service. 
  3. If The Client cancels a booking within the two-week notice period, no refund will be given.

 

SECTION 8: REPORTING AN ABSENCE 

  1. If your child is absent, WhatsApp the Holiday Club mobile number. See website for contact details. Do not leave a message or email with Head Office as these messages will not be sent to Club. 
  2. If your child is sick or has diarrhoea, we have a 48-hour policy before the child may return to Club. For other illnesses please see the NHS guidance notes. 
  3. Absence due to illness will be charged in full.  

 

SECTION 9: COLLECTING YOUR CHILD   

  1. The Client must collect the child by 17:30pm to avoid any late fee charges.  
  2. Should The Client be unable to do so in unforeseen circumstances, The Club must be notified before 17.00 of the revised collection time.  
  3. There is an additional late fee charge of £5 for the first 15 minutes. 
  4. After 17.45 The Client will incur a further fee equating to the cost of retaining two supervisors for the extra time required.  
  5. 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 and may need to make their own arrangements. 

 

SECTION 10: 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.  
  2. 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.   
  3. 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.  
  4. 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. The Club can be contacted via phone or WhatsApp on the mobile number published on the Club’s website during operational hours only.   
  5. 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 11: POTTY TRAINING 

  1. Wise Owls Club aims for all children who attend the holiday club to be potty trained due to staffing ratios, outings and the layout of the school.  However, if your child is not potty trained, then please provide all of the necessary items and speak with a member of our team.  If your child is in nappies, all equipment including changing mats must be provided. 

 

SECTION 12: FACILITIES  

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

 

SECTION 13: PHOTOGRAPHS & VIDEOS 

  1. It is The Club’s practice to use photographs/videos of children attending The Club which may be used for advertising, displays of other promotional purposes and the name of the child may accompany any such images. If The Client wishes to withhold consent for this practice, it should be clearly indicated on The Club’s online Registration Form.   
  2. Parents, carers, and visitors to our clubs must keep their mobile phones securely stored in their bags at all times and must not use their phones while on club premises.  
  3. Taking photos or videos of children is strictly prohibited. Any breach of this policy may result in the immediate termination of your childcare place. 
  4. 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: 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. 

 

SECTION 15: 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 (2) week’s after holiday club.  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 the club or on outings. Speak to the site manager about any lost property. 

 

SECTION 16: 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.   
  2. 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. Depending 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.  
  3. 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.  
  4. The Client is required to communicate effectively with the Club 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 17: 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 birth certificates that will help to confirm the identity of a person requesting information about a child’s booking. 

 

SECTION 18: 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. 

 

Version November 2025 

ANY QUESTIONS? DON’T HESITATE TO CONTACT US… 

Telephone: 01628 620013  

Email:  info@wiseowlschildcare.co.uk  

Website: www.wiseowlschildcare.co.uk 

Facebook: www.facebook.com/wiseowlsclub