Terms and Conditions
Active Stars Holiday Club, here after referred to as Active Stars, aim to work in partnership with parents and carers to create and maintain a safe, caring, stimulating and educational environment for children in our care. Any parent/carers wishing to make use of the services offered by Active Stars must strictly adhere to the terms and conditions, and by booking, serve as evidence of their acceptance and agreement to the terms and conditions under which Active Stars will operate. As we aim to develop an interactive partnership with all users and schools, we would welcome suggestions and discussion on ways to improve the service we offer.
Active Stars Terms & Conditions will be altered from time to time and the latest version will be on the clubs website.
1 Booking Forms
A booking form, which lists the child’s details and outlines the childcare arrangements, must be completed and signed by a parent/carer. Listed must be names of the main parent/carer with access to the child’s. Also listed must be the names, and telephone numbers of two additional contacts who may be called upon in case of an emergency when parents/carers cannot be contacted, and they too, must be responsible individuals. Responsible parties or individuals must be those over the age of eighteen.
During the booking process you will be able to select which days and which group you would like to book in for.
Bookings for Early Stars and Extra Stars may be selected as optional extras. A menu showing Early Stars breakfast and Extra Stars snacks will be available each morning. We will require 24 hours notice to source suitable alternatives for any child with dietary/allergen requirements.
Places in each group are strictly limited and are available on a ‘first come first served’ basis to ensure the quality of service that we provide is not compromised.
Full fees will be payable when booking places online. For payment by childcare vouchers, you will need to ensure payment is made clear 3 working days before attendance to the holiday club.
Active stars reserve the right not to admit children for whom fees are in arrears. In the event of arrears accumulating, management will discuss this with you and if these are not settled within agreed time limits, the child’s place will be withdrawn.
Fees are payable at all times including absenteeism due to illness or for any other reason.
In the rare event that Active Stars has to close due to extreme weather conditions that pose a health and safety risk or the school has to close, fees will not be refunded but a credit for another day will be issued to be used within 6 months of the original date.
Active Stars reserves the right to increase its fees; it is unlikely that fees will increase more than once annually. These will be published on our website.
Please note if you are late picking up your child, a fee will be chargeable, every effort will be made to contact the parent/carer. In the event that any child is uncollected from Extra Stars at 6pm, a fee of £5 will applied for every 15mins overdue. This is to cover the cost of two members of staff to stay with the child until they are collected by their parent or carer. Every effort will be made to contact the main parent or carer. Due to other clubs and classes taking place at the venue, it may be necessary to vacate the building or wait in another area on site.
Children attending a standard day can be signed in between 9-9.30am and collection is between 4-4.30pm. Any child not collected by this time will incur a late fee charge at £3 to be automatically enrolled onto Extra Stars register, every effort will be made to contact the main parent/carer. Persistent lateness from booked sessions may result in future bookings being suspended.
3 Payment Options
Active Stars accepts most major credit/debit cards as a form of payment online. Any additional fees can be paid by card or cash on site.
As we are Ofsted registered, we are able to accept childcare vouchers and tax-free childcare as part payment, or payment in full for all bookings. It is recommended that you speak with your employer to find out details of the childcare voucher company they are registered with. Your childcare voucher company provide access through their websites to an online account for parents.
A list of the childcare vouchers we accept can be found in Important Information. If the voucher provider that your company uses is not on our list, please Contact Us so we can register ourselves with them.
When making your booking online you will need to select your payment method as ‘Childcare Voucher’. You will receive a ‘booking pending’ email with a payment status of Awaiting Payment. You will need to make your payment through your childcare voucher provider straight away. We will hold the sessions for you for 3 working days, and if we do not receive the transfer, or confirmation of the transfer, within 3 working days, we will assume you no longer require the booking and it will be cancelled. If your booking is for a session that is due to be attended within 3 working days of the booking date, please send via email, confirmation of your voucher payment to firstname.lastname@example.org so we can guarantee the sessions for you. This can either be a screenshot of your payment, or you can forward the email confirmation that you receive on making the transfer. In this case, if you decide to cancel and do not inform us in advance of attendance, you may still be liable for the cost of the booking. Once we have received a remittance advice from your childcare voucher provider (usually by email within 3 working days of you making your transfer), we will send you a Payment Confirmed booking confirmation email.
4 Morning Drop Off and End Of Day Collection
All children must be signed in by a responsible adult. When signing in children, parents/carers will be asked to check contact details and password for collection. The password must be confirmed by the authorised collecting adult at the end of the day.
Children attending Early Stars can be signed in no earlier than 8am, if breakfast is to be provided children must arrive no later than 8.30am. This is to ensure that your child is able to enjoy their breakfast before joining their designated group for registration.
Children attending a standard day can be signed in between 9-9.30am and collection is between 4-4.30pm. Any child not collected by this time will incur a late fee charge at £3 every effort will be made to contact the main parent/carer.
Children attending Extra Stars will be provided with a light snack to keep them going until home time. Active Stars closes at 6pm and all children must be collected by this time. Any child uncollected by 6pm will incur an emergency late fee charged at £5 for every 15 mins overdue. This is to cover the cost of two members of staff to stay with the child until they are collected by their parent or carer. Every effort will be made to contact the main parent or carer. Due to other clubs and classes taking place at the venue, it may be necessary to vacate the building or wait in another area on site.
All children attending a Standard Day 9am-4pm must bring with them a packed Lunch including a mid-morning snack and refillable drinks container. Active Stars operates a strict NO NUTS Policy.
In the event that a child attends for the day without a packed lunch, the manager will first contact the main parent/carer to request that a suitable lunch be brought in before the lunch time period. If this is not possible, or no contact has been made, a suitable lunch will be provided for the child. In this instance a fee of £10 will be applied to cover the cost of staff time, travel and food/drink.
Fresh drinking water will be available each day.
All children attending Early Stars will be provided with a healthy breakfast to start their day. Active Stars will make parents/carers and children aware of the options available to them on arrival. Any child with dietary requirements will have suitable options made available, provided these have been disclosed during the booking process made 24 hours before the day.
All children attending Extra Stars will be provided with a light snack. This snack is not a meal substitute but is provided to the child to keep them going until home time. Parents/carers will be made aware of the food options during morning drop off. Any child with dietary requirements will have suitable options available provided these have been disclosed during the booking process made at least 24 hours before the day of attendance.
Children are expected to attend each session booked, however, should a child become ill or any other reason for non-attendance, Active Stars must be notified. No refund will be given, but, pending availability, we may be able to offer an alternative day.
If a child becomes unwell during the day, staff will contact the main carer. It may be necessary for the child to be collected earlier than the end of the day. In the event of sickness or diarrhoea it is necessary for children to have 48 hours clear after the last bout before returning to the holiday club.
In the event of needing to cancel please tell us as soon as possible, no refund will be given, by discretion of management an alternative day may be offered.
7 Medical Health
Active Stars will not admit children suffering with any infectious disease or virus. Children who have experienced sickness or diarrhoea must be 48 hours clear after the last bout before returning to the Holiday Club.
Active Stars reserve the right not to administer medicine, however, a request to administer medicine will be considered on an individual basis.
Parents/guardians must sign a form of consent before your child’s attendance, we will then sign in the medication for secure storage. A first aid trained member of staff will complete a medicine log who will administer or support the child to self- administer their medication, this will require a signature from the collecting responsible adult at the end of the day.
Staff shall administrate minor first aid as and when necessary. If required, emergency services will be called.
Active Stars must be informed via the Booking Form of any special dietary requirements or allergic food substances and/or medicine that may be required during the day.
Children should attend the day wearing appropriate clothing and footwear suitable for wear during all activities in all-weather conditions. We recommend sending your child in with a change of outfit should a need to change arise.
During warm weather a sun hat and sun cream should be provided. Sun cream should be applied in the morning and a named bottle should be sent in with the child to be re applied throughout the day.
8 Complaints Procedure
It is hoped that parents/guardians will not need to complain about any aspect of the service we provide, however, should the need arise; there are three stages at which complaints can be considered.
Stage 1 – The Informal Resolution
Discuss your complaint with the relevant staff member. If you are still dissatisfied you may discuss the matter with the Manager. It is hoped that the matter may be resolved with all parties at this stage.
Stage 2 – Formal Complaint to Management
If unresolved at the informal stage, the complaint should be sent in writing to the Manager. You will then receive a written response or request to attend a meeting with management to discuss the matter.
Stage 3 – Formal Complaint to Ofsted
This stage is to be used if the outcome of stage 2 is not satisfactory. A written complaint should be set out and sent to Ofsted, Royal Exchange Buildings, St Ann’s square, Manchester. M2 7LA
9 Violence at work
Violence against any Active Stars team member will not be tolerated and will result in the loss of your child’s place. A working definition of violence at work is ‘any incident where an employee is abused, threatened or assaulted by a member of the public, parent or child cared for by Active Stars in circumstances arising out of the course of his/her employment.’
Violence will be deemed to include physical force, verbal abuse with threats, rude gestures, and innuendoes, sexual or racial harassment.
Active Stars reserves the right to withdraw its services if the child is disruptive or aggressive to staff or other children.
During the day photos of activities in each of the groups may be taken. These may be posted on our website and Facebook page for marketing purposes. An option to ‘opt out’ is listed during the booking process.
Children’s learning will benefit when exposed to some low level and supervised risk, all staff on site are required to carry out Health and Safety Checks to identify and minimise risk. Active Stars is unable to guarantee a ‘Risk Free’ environment. All reasonable steps are taken to ensure that these are minimised and children are reminded to listen and follow all instructions and safety briefs given by Active Stars staff. Active Stars is unable to accept responsibility for loss or damage to personal property or personal injury for not following the safety advice given by staff.
All children attending Active Stars are covered by our Public Liability Insurance whilst in attendance.
12 Data Protection
All data provided to Active Stars will be stored securely for strict use of providing care for the children during the school holiday period. We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. Further details relating you data protection can be found in our privacy notice.
By booking with Active Stars you agree to our terms and conditions of use.