Terms & Conditions

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All parents/carers must complete our online registration form before a child can be accepted at a PH ActiveEd setting. Registration must be completed directly on our website.

PH ActiveEd must be notified of any changes in registration details as soon as possible in writing by the parent/carer.

PH ActiveEd must be notified if your account is no longer in use. Please email bookings@phactiveed.co.uk and your account will be made inactive and removed from the mailing list. Accounts are automatically deactivated after 18 months of inactivity.

Booking Sessions

  • All sessions requested by parents/carers are subject to availability.
  • All sessions booked must be paid for at the time of booking. If paying with childcare vouchers or tax-free childcare vouchers, payment must be made termly in advance.
  • There is an outstanding balance cap of £400. Further sessions cannot be booked once an account has reached this balance.
  • Parents/carers may consider a booking accepted even if not paid for but remain liable to pay the full amount. By booking and using a session you commit to full payment.
  • Booking deadlines may vary depending on the club/venue. Contact PH ActiveEd to confirm deadlines.
  • Failure to book a child onto a club before attending a session results in a £2.50 penalty charge in addition to the normal session cost.
  • Children remaining uncollected beyond pick-up time will be cared for while parents are contacted. A late fee applies (see Late Collection section).
  • Bookings may be cancelled or changed up to 24 hours before the session start time. Changes after this time will not be credited or refunded. Termly and course/block bookings can be cancelled but will not be credited or refunded.
  • PH ActiveEd will credit all fees charged if a club is forced to close due to unforeseen circumstances.

Expiration of Unused Credits

Account credit that remains unused for a continuous period of 18 months from the date of your last booking receipt will expire and be removed from your account.

Wraparound After-School Clubs

  • The cut-off time for wraparound after-school club care is 12 noon on the day of the session.
  • If there are 0 bookings at this time for a session, that session will not run.
  • Emergency late bookings can still be made by phone if children are already booked onto that session.
  • Sessions booked by phone after the cut-off incur a £2.50 admin fee.

Breakfast Clubs

  • The cut-off time for breakfast club bookings is 07:15 on the morning of the club.
  • If there are 0 bookings by 15:00 one working day before, bookings close and no staff attend to deliver that club.

Responsibility for Attendance

It is the parent/carer’s responsibility to:

  • Ensure their child(ren) arrives on time at any breakfast club and is signed in accordingly.
  • Ensure their child(ren) is aware they will be attending any session.
  • Notify both the school and PH ActiveEd of late changes to attendance on that day.

Penalties for Late Collection

  • Parents/carers must collect children promptly by the end of the session. Failure to do so may result in a financial penalty and may constitute a breach of terms, allowing PH ActiveEd to exclude the child from future sessions.
  • A late collection fee is charged at £2.50 for every 5 minutes late.
  • If an additional session follows your child’s booking, the child may be added to the following session and that session cost is payable in full (no late collection fee applies).
  • The parent/carer will be informed that penalty fees will be charged (unless the delay was genuinely unavoidable).
  • Penalty charges must be paid before any future PH ActiveEd bookings.
  • If penalties remain outstanding and future sessions were pre-booked and paid for, PH ActiveEd may exclude the child until penalties are paid, without refund for unattended sessions.

Responsibility for Payment

  • The person who made the booking is always responsible for payment of all fees, charges, and penalties.
  • Failure by PH ActiveEd to request payment in writing or verbally does not excuse late or non-payment.
  • Failure to settle fees and/or penalties when due may result in action, including legal action, to recover outstanding sums.

Childcare Vouchers, Tax-Free Childcare and Other Payment Types

  • Alternative payment types are credited only when funds are received by PH ActiveEd.
  • Some childcare voucher providers may take up to 7 days to allocate funds; allow up to 14 days for account credit.
  • PH ActiveEd is registered with several childcare voucher providers (list available on the website).
  • If your provider is not registered, email provider details and your child’s school/camp. Card payment is required until registration is complete.
  • Childcare vouchers and tax-free childcare can only be used at Ofsted-registered settings and cannot be used for extra-curricular sports clubs.

Grounds for Exclusion

  • Any child with diarrhoea, sickness, high temperature/fever, conjunctivitis, or any contagious disease must be kept away from the club for 48 hours after symptoms cease.
  • If a child becomes unwell at the club, staff will contact the parent/carer and request collection as soon as possible.
  • Other grounds include persistent poor behaviour by child or parent/carer, including but not limited to bullying, verbal abuse, physical violence, fighting, racial incidents, defiance, rudeness, dishonesty, disobedience, and deliberate damage to property.
  • Serious one-off incidents that endanger children or staff may also lead to exclusion.
  • Breach of terms and conditions may result in exclusion.
  • Refunds will not be made if a child is excluded on these grounds.

Reservation of Rights

  • PH ActiveEd reserves the right to exclude a child or family from attending the club, or to refuse registration, at its sole discretion.
  • PH ActiveEd reserves the right to close the club due to staff shortage, facility unavailability, or any other reason requiring closure. Reasonable notice will be given where possible.
  • PH ActiveEd reserves the right to change these terms and conditions at any time.

Legal: Waivers, Exclusions and Jurisdiction

  • No failure or delay by PH ActiveEd in exercising rights or remedies shall prejudice or affect its ability to do so unless a specific waiver or release is provided in writing.
  • These terms and conditions are governed by English law and subject to the jurisdiction of the courts of England and Wales.
  • PH ActiveEd is not liable for direct or indirect loss suffered by parents/carers as a result of club closures, including loss of profits, increased costs or expenses, or wasted expenditure.
  • PH ActiveEd accepts no liability for administration of medicine in accordance with parent/carer written instructions. Medicines will not be administered without written instructions.
  • In line with PH ActiveEd/Camp Health Policy, only prescribed medication in original packaging with pharmacy label and child’s name is accepted.
  • PH ActiveEd accepts no liability for loss or damage (including consequential loss) to property brought to club premises caused by children, third parties, or accidental damage by staff.
  • PH ActiveEd accepts no responsibility for injury caused by pre-existing medical conditions not notified to the club.

Information Sharing and Collaboration with School

  • PH ActiveEd may request information from school where appropriate if needed to meet a child’s needs or to safeguard that child or other children attending wraparound club or holiday camp.
  • This may include (but is not limited to) SEND needs, support received in school, behavioural incidents, or other safeguarding-related information.
  • By agreeing to these terms, parents/guardians agree to this two-way information sharing process.
  • As PH ActiveEd uses school premises as an external third-party provider, PH ActiveEd holds the primary duty of care to any child attending its provision.

Parents/guardians should be aware that data protection legislation (Data Protection Act 2018 and UK GDPR) does not prevent information sharing for safeguarding children where necessary, proportionate, and justified. Data protection legislation provides a framework enabling this in safeguarding contexts. The first and most important consideration is whether sharing information is likely to support safeguarding of a child.

This policy was adopted by PH ActiveEd on 18/02/2025 and is due for review on 17/02/2026.