Terms & Conditions

Terms & conditions

Introduction

Sussex Kids Hub, 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 Sussex Kids Hub 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 Sussex Kids Hub 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.

Sussex Kids Hub 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 on our website. Listed must be names of the main parent/carer. Also listed must be the names, and telephone numbers of 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 you would like to book in for.

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.

2 Fees

Full fees will be payable when booking places online. For payment by childcare vouchers, you will need to ensure payment is made 3 working days after booking.

Sussex Kids Hub 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management will discuss this with you and if these are not settled within agreed time limits, the child’s place will be withdrawn.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 Sussex Kids Hub 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.

Sussex Kids Hub 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, a fee of £5 will applied for every 5 mins overdue. This is to cover the cost of 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 any other clubs and classes taking place at the venue, it may be necessary to vacate the building or wait in another area on site.

Persistent lateness from booked sessions may result in future bookings being suspended.

3 Payment Options

Sussex Kids Hub accepts most major credit/debit cards as a form of payment online.

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 email sussexkidshub@outlook.com 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 sussexkidshub@outlook.com 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.

5 Food

All children attending a Standard Holiday Day 8.45am to 5.15pm must bring with them a packed Lunch including a mid-morning snack and refillable drinks container. Sussex Kids Hub operates a strict NO NUTS Policy. Children eligible for a council funded place as part of the HAF programme are provided with a packed lunch but will still need to bring a snack and refillable water bottle.

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 Patcham After School Club will be provided with a light dinner. Any child with dietary requirements will have suitable options made available, provided these have been disclosed during the booking process.

6 Attendance.

Children are expected to attend each session booked, however, should a child become ill or any other reason for non-attendance, Sussex Kids Hub 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 but by discretion of management an alternative day may be offered.

7 Medical Health

Sussex Kids Hub 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.

Sussex Kids Hub 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.

Sussex Kids Hub 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; please see our complaints policy.

9 Violence at work

Violence against any Sussex Kids Hub 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 Sussex Kids Hub 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.

Sussex Kids Hub reserves the right to withdraw its services if the child is disruptive or aggressive to staff or other children. No refund will be given.

10 Photographs

During the day photos of activities in each of the groups may be taken. These may be posted on our website and social media for marketing purposes. An option to ‘opt out’ is listed during the booking process.

11 Risk

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. Sussex Kids Hub 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 Sussex Kids Hub staff. Sussex Kids Hub 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 Sussex Kids Hub are covered by our Public Liability Insurance whilst in attendance.

12 Data Protection

All data provided to Sussex Kids Hub 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 fullfil 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 Sussex Kids Hub you agree to our terms and conditions of use.