terms & conditions

This document is to be read in conjunction with the respective policies and procedures published on our website

Bookings

All bookings must be made through: https://planetwarriors.magicbooking.co.uk/
All bookings are subject to availability which can be determined via magicbooking.
The person making the booking accepts the booking conditions on behalf of the account holder.
Regular bookings must be made for the whole school year. They can be paid in full, via a payment plan in card instalments and using childcare vouchers/Tax Free Childcare (to be set up with providers in the near future, before September 2024). The first payment however is always taken on the day the booking is made.
All ad-hoc bookings must be paid for in full unless you are paying by Childcare Vouchers/Tax Free Childcare.
PWKC charges an annual membership fee per family. This is required to remain a regular client as well for booking ad-hoc, occasional sessions.
Because we offer services to families from different schools, there will be discrepancies related to various INSET days, half terms etc. When your school is closed but others might be open, we will contact you to ask if you’d like your child to attend regardless. If not, we will cancel the session in the system, and you will receive a credit note in your account to be offset against your next payment.
It is the parents’ responsibility to inform the school if their child is attending after school club and which days they are attending. PWKC can provide a template to parents to support this process. Please request by email on admin@planetwarriorskidsclub.co.uk

Non-attendance

If your child is not going to be attending the club for any reason you must mark them as absent on magicbooking or let us know via message to +44(0)7511524982. We are required to ask that you let us know the reason for the absence.
If we go collect your child from school and they are not there, and we need to contact you and/or other contacts to find out where they are, we will charge a fee of £10. The reason we charge a fee is that the time taken to track a lost child impacts the whole team and children as we cannot leave until we have accounted for all children.
It is the parent or carers responsibility to let the school know if their child’s collection plans have changed on any given day.

Cancellation Notice and Charges:

If you no longer require your child’s place at PWKC, a 4 weeks’ notice period is required to cancel your regular booking. Please let us know at admin@planetwarriorskidsclub.co.uk and we will process that for you.
Ad-hoc sessions can be cancelled as long as you cancel the session on magicbooking with at least 48 hours’ notice.
Parents must inform PWKC if their children are arriving late. Please let us know via message to +44 (0)7511524982 including your child’s full name.
Any booked sessions which are not attended are still charged.
All bookings must be made at least 1(one) day prior to the session. If you arrive at the site and have not booked your child will not be accepted until a booking is made.

Special Offers and Discount codes

Discount vouchers or offers can only be used for the purpose stated.
Only one offer or discount code can be used per booking.
Each voucher code can only be used once per customer.
Each voucher code can only be used on one booking and will not be valid if you would like to book further days on a separate booking before the voucher deadline ends.
Offers and discounts may be withdrawn at any time at PWKC’s discretion.

Payments and Overdue Balances

Parents and carers will be able to spread the cost of their booking with a monthly instalment plan. This only applies to booking that lasts over 34 days and the payment plan will be of the same duration as the booking.
Types of payment available are Credit/Debit card (in full or payment plan), Childcare Voucher and Tax-free Childcare.
When paying by Childcare Vouchers, please use your child’s full name as the payment reference. See the website for our Childcare Voucher Reference number for each Childcare Voucher Provider. (to be made available once we register with providers, before September 2024)
If a payment is more than one month late, we may freeze your place and your child will not be able to attend until payment is made. If you are experiencing financial difficulties and need to arrange a payment plan, please do get in touch as soon as possible.
We will use reasonable endeavours to reach out to parents where there is an outstanding balance requesting that a payment is made as soon as possible. In the occasion where these endeavours are unsuccessful, having an overdue balance may lead to the termination of your child’s place within the club.
PWKC will pass any unrecovered fees to an external debt collection agency. Any fees associated with the debt collection will be passed on to the debtor.

Late Collection Fees

We believe our extended care hours will be sufficient to alleviate the pressure on parents. In the occasion where a parent/carer is late to collect their children, a charge of £8 for the first 15 minutes will be applied to each collection made after the advertised session end time. We will charge additional £5 for every 5 minutes after that.

SEND – Special Educational Needs and Disability

At PWKC we aim to cater to all children’s individual needs and disabilities and will work in partnership with parents, schools, the Local Authority, and outside agencies to support and remove barriers.
PWKC will make reasonable adjustments to be accessible to all children.
If one to one support is required, parent and carers must work in partnership to apply for funding from the Local Authority or through Direct Payments for Social Care
There may be occasions when we are unable to meet the needs of an individual child, or it may not be the right setting for them. If this is the case, we will discuss this with the parent or carer with full reasons and signpost to other providers or agencies who may be able to meet the child’s needs.

Safeguarding and Welfare

Please read our Safeguarding Policy available on our website.
We are committed to safeguarding all the children in our care from harm and abuse.
PWKC are obligated to report any suspected child abuse or neglect to the relevant authorities. Where possible the parent or carer will be informed of this decision before the referral is made unless it is deemed that this could put the child at a greater risk of harm. If in doubt the Designated Safeguarding Lead will always follow the advice and guidance from Children’s Social Care.
Parents must inform PWKC of any conditions that may impact their child (medical, learning, behavioural, emotional etc). If full information is not provided, in advance of the child attending we may not be able to provide an on-going place for your child.

Medication

Please read our Administering Medication Policy available on our website.
If your child requires medication of any sort, including an inhaler, the following must be in place before your child can attend:

Completed Health Care Plan, please contact us at admin@planetwarriorskidsclub.co.uk and we will email this to you.
Permission to Administer medication form – consent provided at time of registration on your magicbooking account and form completed in advance.
Your child’s medication at the Club, if an on-going medication which may be needed in an emergency such as inhaler or EpiPen we must have our own supply to always remain in the club.

Please note: If the above is not in place, your child will not be able to attend the session.

Drop Off and Collection

Children can only be collected by an adult over the age of 16 who has been authorised to collect them. Consent is given by the parent adding collectors on their magicbooking account as a collector.

a child under 16 may collect where the parent has completed a Collection of children by minor consent form. Please request that via admin@planetwarriorskidsclub.co.uk

Children who are in Year 6 and above can make their own way to and from club if the route to and from the club if it has been agreed and risk assessed in conjunction with the child, parent, and manager. PWKC must be aware of any child who is making their way to or from the club unaccompanied and a consent form must be completed by the parents. If a child is arriving to the club unaccompanied the parents must let the club know if the child is not attending. If the child hasn’t arrived at their usual time the manager will contact the parent to inform them.

Babysitting

Any babysitting/care arrangement between parents and PWKC staff is entirely separate from any agreement with PWKC. PWKC do not take any responsibility for such private arrangements, although any behaviour that has a negative effect on the business may be considered misconduct and will be dealt with in accordance with the Disciplinary Procedure.

Suspension and Exclusion

Suspensions and exclusions will be fair, consistent, and appropriate to the behaviour concerned, and will take account of the child’s age and maturity as well as any other factors relevant to the child’s situation.
Please see our Suspension and Exclusion Policy for full details of the processes that will be followed if there is persistent inappropriate behaviour or a one-off serious incident. We will follow these processes wherever possible however PWKC reserve the right to suspend or exclude or refuse entry to any person without notice, if we consider that their presence compromises the safety of the children, the team, parent or carers or the club. Collection or transport home will be the responsibility of the parent or carer.

Forced Closures

We will endeavour to be open every day that school is open and even if the school closes due to bad weather or another reason we aim to be open and your child will be able to attend.
If PWKC is forced to close due to an external factor such as bad weather, infectious or contagious disease outbreak, power cut, or by order of Local Authority or Environmental Health, clients will be provided with a credit note to be used on bookings at a later stage. The amount will be held in the client’s magicbooking account.
We will inform parents of closures via email. If we have to close during a session, we will use all means of communication to contact parents and will remain with the children until all are collected.

Schedule Changes

PWKC may need to amend activity programmes, schedules, services, dates, times and/or venues on occasions that may be out of our control for example due to staff absence. This will be without refund or compensation to the customer.

Photography

PWKC takes photographs and videos at our venues for internal uses such as for children recording something they have created, club records, displays etc. On occasion we use photos for marketing and promotional purposes, including on social media. Please ensure your child’s Parental Consents are up to date in your magicbooking account stating what you consent to.

Complaints

If you or your child are not entirely satisfied with the services we provide, we ask that you speak to the Manager so that we can investigate and resolve the situation as soon as possible. Please see our Complaints Policy on our website for more details.

Liability

PWKC will make reasonable efforts to ensure the children’s properties are safe and protected white they are at the Club or under Staff supervision, however it takes no responsibility in the occasion that for any items are lost/stolen or damaged while the children are in our care.
PWKC do not accept liability for personal injury or death of any participants unless directly caused by the proven negligence of the company or its servants.

Lost Property

Lost property will be available each day for children and parents to view. If items can be identified, they will be returned to the child. The parent or carer will need to collect the lost property from the club. If they are unable to collect postage costs of lost property being returned are the responsibility of the parent.
Unnamed and unclaimed Breakfast and After School Club lost property from the previous half term will be distributed to local charities two weeks after the new school term.
Holiday Club lost property will be distributed to local charities two weeks after the school holiday.

Parent Abuse of staff

Our staff are our biggest asset. By cultivating a strong team where individuals are valued, we strive to deliver excellence in our service. With that in mind, the threat or use of physical violence, verbal abuse, intimidation, or harassment towards our staff is likely to result in a termination of all direct contact and may result in permanent exclusion from the club for your child/ren. Such incidents may be reported to the police, and this will always be the case if physical violence is used or threatened.

Data Protection

PWKC collect personal details for you and your child to register and enable us to process your booking. It is your responsibility to ensure that you have the necessary permission to pass on the personal details of everyone required. Planet Warriors Kids Club Ltd will use your contact details for accounts club updates and reminders, newsletters, and future marketing but you are able to opt out if you do not wish to receive further communication from PWKC via magicbooking.

For PWKC policies and procedures, please visit: www.planetwarriorskidscub.co.uk

Parents must agree to all the terms and conditions of our booking system to book with us.