Terms & Conditions
OFSTED UNIQUE REFERENCE NUMBER: 2680602
XT Club Contacts
Email address for all enquiries: egham@xtclub.co.uk
**For ALL booking enquiries**
Office Contact: 07950 204 191
(Please note the office is not manned at set times, please leave a message and we will endeavour to get back to you asap and always within 24 hours)
Please make a note of the below numbers relating to your child school or the venue your child is booked into. Please make sure anyone collecting children on your behalf have this number.
XT Club Room Contact Manorcroft School: 07534 577 194 - During XT Club hours, dial to access school site if gates are closed.
XT Club Room Contact The Royal School: 07940 986 227 - During XT Club hours, dial to access school site if gates are closed.
**This number is only active during XT Club activities, after school club or holiday camps**
After School Club Only - Booking Changes on the Day
For all bookings - Booking in or cancellations on the day please contact the school office directly and a message will be passed to the XT club staff upon their arrival on site prior to the school day ending. Please also follow up a call to the school with an email to the XT Club email address.
Holiday Club Only - Booking Changes on the Day
We cannot accept bookings on the day for holiday camps. You can book up to the day before you wish your child to attend using the booking link.
For late arrivals, early or late collections then please contact the XT Club room using the number above.
COLLECTION POLICY
Parents / Guardians will be required to enter a 'Safe Word' when booking their child onto an XT Club after school club. If you require an adult that is not listed as an emergency contact to collect your child then you should inform the XT Club. Any adult collecting will be asked for the 'Safe Word' when collecting a child / children.
SNACK & LUNCH POLICY
Please note that the XT Club is a nut free area. The XT Club will endeavour to ensure that when purchasing snack items all food purchased will have no traces of nuts, however children attending should be aware of foods that often contain nuts and are unsafe to eat without knowing the full ingredients. It is the responsibility of each adult booking their child to disclose food allergies.
Children attending the XT Club with a snack or lunch from outside the premises should not contain products that might contain nuts. A check of all food brought onto site will be performed at the first snack break and the XT club reserves the right to confiscate any items deemed to be unsafe to those attending. Any item confiscated will be returned to the collecting adult at pick up.
Parent Contract & Acceptance of Terms & Conditions
By completing the booking process for each child you agree to accept the Terms & Conditions listed and you agree to the Parent Contract.
The Parent contract will be sent via the listed email address upon your first booking.
1. PAYMENT
We can accept card payment via our online system, or you can pay by direct bank transfer (details can be found when selecting this payment option) Please note, we do not accept cash or cheque payments.
Payment confirms your acceptance of the booking conditions. The named person on the booking confirmation accepts the booking conditions on behalf of all on the booking form.
We accept childcare vouchers via the school - The school should be selected as the provider for payment and the school will reimburse Active Sport for your child's place. Childcare vouchers accepted are from the following:
Edenred, Sodhexo, Computershare, Care4, Gov tax free childcare
2. BOOKING ALTERATIONS / LATE BOOKINGS
Alterations cannot be made for after school club bookings. For cancellations on the day a credit may NOT be issued due to staffing having already been put in place, this is discretionary however and we invite parents to contact via email to request a credit if absence is due to sickness / injury. For holiday club bookings, alterations will only ever be made subject to availability and with a minimum of 7 full days’ notice before the day your child is due to attend.
A waiting list is held for all forms of the XT Club. You will be notified by email if your place on the waiting list becomes a booking.
For XT Club after school club, bookings can be made up to but no later than 9:00am on the day required. *see on the day booking info on the front page*
3. CANCELLATIONS / REFUND POLICY
It is not XT Club policy to issue cash refunds for any cancellations. If a credit note is issued (see below), the credit note will only be valid for a period of 12 months from the date of issue.
HOLIDAY CLUB CANCELLATIONS (including child sickness):
We require at least 14 full days’ notice of cancellation before the day your child is due to attend to issue a 100% credit note.
We require at least 7 to 13 full days’ notice of cancellation before the day your child is due to attend to issue a 50% credit note. If you cancel your sessions without giving us at least 7 full days’ notice before the day your child is due to attend, credit may NOT be issued.
AFTER SCHOOL CLUB CANCELLATIONS:
We do not issue credit notes for after school club cancellations unless the cancellation request is due to child sickness / injury. Sickness / injury will need to be validated by a doctor's note. A credit note will be issued for the sessions which are missed due to the child sickness / injury.
4. LOST PROPERTY
Please ensure that children do not bring valuable toys and belongings when attending our clubs. Active Sport (XT Club) cannot be held responsible if they go missing. We cannot guarantee the return of lost property, but will endeavour to return items on request which we are able to identify. Parents will be required to pay the cost of postage. Active Sport will keep lost property for a period of four weeks only. If it is left unclaimed after this period has expired, Active Sport will distribute the lost property to local charities.
5. PHOTOGRAPHY
From time to time we take photographs at our venues which may be used for marketing and promotional purposes. You will be asked to provide consent (or not) for your child’s photographs to be used in this way when setting up your account.
6. MEDICAL INFORMATION
In order to care for your child in the best possible way, and for their own safety and wellbeing, Active Sport (XT Club) requires parents to provide full information on any relevant medical conditions, allergies, additional needs and / or dietary restrictions.
For after school clubs the XT Club will collect any medication and follow instructions left with the school office.
For Holiday camps parents will be required to provide any medication such as Epi pens, Inhalers and other medication in a clearly labelled bag or box with your child's name and ideally the dosage instructions. In all cases you will be required to complete the XT Club medication report form. This can be sent prior to bookings on request.
You will be asked to provide the relevant information when registering your child to your online account. We require you to check and update the information we hold for your child during the bookings process. Any changes to circumstances can be made through your classforkids account, alternatively please email Egham@xtclub.co.uk
Active Sport reserves the right to exclude children for whom full information, as described above, has not been provided, either from taking part in certain activities or, if felt necessary, from attending Active Sport clubs altogether until full information has been provided. It is your responsibility to ensure we hold the correct information at all times and we reserve the right to cancel a booking at any time where there has been a failure to provide said information. No refund or credit will be issued in those circumstances.
7. LATE COLLECTION FEES
Active Sport (XT Club) reserves the right to charge a fee for late collection of any children. If a child is collected after the allocated collection time identified on booking, the parent / guardian will be subject to an immediate charge of £10 per child. An additional £10 will be charged for every half hour which passes, up until collection. Late collection fees will be charged via the ClassforKids account or via an invoice from Active Sport Egham.
If you are going to be late collecting your child you MUST call the XT Club staff directly to inform them; XT Club Direct number 07534 577 194
8. SAFEGUARDING
Active Sport staff have a duty to respond if they suspect a child in their care may be suffering from abuse, or if a child makes a disclosure about abuse. In this event the relevant staff will follow the Safeguarding Children’s Policy as detailed in our policies and procedures.
9. RATIOS/AGE GROUPS
Active Sport ratio of staff to children normally exceeds all statutory requirements. The actual ratio varies between activities and age groups. Active Sport does not offer any higher staff ratio than 1:10 irrespective of any child’s additional needs unless specifically arranged and agreed prior to attendance.
We always endeavour to group children within our advertised age groups, however due to a regulatory requirement to maintain staff to child ratios, depending on the actual ages of the children attending on the day, we reserve the right to change grouping to those advertised.
10. LIABILITY
Active Sport does not accept liability for personal injury or death of any participants unless directly caused by the proven negligence of the company or its servants.
11. INSURANCE
All children in our care are covered by our Public Liability Insurance
12. EXCLUSION/SUSPENSION
Active Sport reserves the right to exclude / suspend or refuse a child without notice, if we consider that their presence compromises the good atmosphere of the club. Transport home will be the responsibility of the parent and no refund / credit will be issued.
13. PROGRAMME CHANGES
Active Sport reserves the right to amend its services and activity programme, content, times, dates and venue in the event of unsuitable weather conditions, failure of equipment, building faults and any other operational faults that may arise from time to time, without refund or compensation to the customer.
14. POLICIES AND PROCEDURES
Copies of Active Sport - XT Club policies and procedures are available at the venue or can be sent to parents on request.
15. ENFORCED VENUE CLOSURE
If any Active Sport club is forced to close due to the compulsory closure of its premises by order of a competent authority (e.g. School, Local Authority, Environmental Health Etc), due to bad weather (e.g. Snow, Ice, Flood etc), outbreak of a human infectious or contagious condition (e.g. Influenza, Meningitis), Industrial Action (teaching strike etc) or for any other reason, customers will still be liable for any fees due / paid, during the entire period of closure.
16. COMPLAINTS
Active Sport is committed to providing high quality before school, after school and holiday childcare and are always looking to improve our services. If you or your child are not entirely satisfied with the service we have provided, we would like to know about it. Any complaint should first be made to the Club Manager, who will complete a complaints report, and do everything possible to ensure the complaint is dealt with as quickly and effectively as possible. The full complaints policy is on display at each XT Club venue. If the complainant feels that the outcome of the complaint is insufficient, or would like to take the grievance further, the complaint should be made in writing and sent to: The Partners, Active Sport Egham, 154 Peregrine Road, Sunbury on Thames, Middlesex, TW16 6JL. If in the unlikely event that you are not 100% satisfied with the outcome of the complaints procedure, you may wish to contact the Active Sports Group Head Office, Active Sport Centre, 100 Sefton Lane, Maghull, L31 8BT
17. DATA PROTECTION
Active Sport Egham is committed to safeguarding your privacy; protecting the rights and freedoms of data subjects and safely and securely processing their data in accordance with all our legal obligations.