Please read these Terms and Conditions carefully. By signing up for an account, with Aktiva Camps Ltd (www.aktivacamps.com) you accept these Terms and Conditions (which constitute a legal agreement).
We’ll start with the basics, including a few definitions that should help you understand this agreement. Aktiva Camps (or the “Service”) is a childcare service offered through the URL’s www.aktivacamps.com (we’ll refer to them collectively as the “Website”) which allows you to create an account in order to view and book Out of School Hours Care Services including Breakfast Club, After School Club, Co-Curricular Term Time Clubs and Holiday Camps for children aged 3-12 years (site dependant).
Definitions
- ‘Booking Form’ the booking form by which details of the Child and the Camp he/she wishes to attend are submitted to Aktiva Camps via an online booking system hosted by Aktiva Camps.
- ‘Camp’ the Aktiva Camps location that the Child is attending, as set out in the Booking Form.
- ‘Aktiva Camps Ltd’ of the registered office of 6 Orchard Close, West End, Surrey, GU24 9NS.
- ‘Extras’ any and all extra services provided by Aktiva Camps, including but not limited to swimming, extra time and transport.
- ‘Fees’ the fees shown in Aktiva Camps’ brochure or other published literature including online publications relating to the Services from time to time.
- ‘Location’ the location of the Camp (including excursions and travelling to and from the Camp).
- ‘Services’ the provision of the Camp and any Extras for the Child by Aktiva Camps.
- ‘you’ and ‘your’ the Child’s parent(s) or guardian(s) as specified in “Your Details” Booking Form and/or electronic online registration system.
- The headings in these Conditions are for convenience only and shall not affect their interpretation.
Customer Account Eligibility
You must:
- Be 18 years old and legally able to enter into contracts
- Complete the registration process
- Agree to these Terms and Conditions
- Provide true complete and up to date contact information
Closing your Customer Account
Either party (parent/carer or Aktiva Camps) may terminate this agreement at any time. We may suspend our service to you at any time with/without cause.
Once the account is closed, the data will be archived for the purpose of adhering to Ofsted regulations and other requirements. Further information on our retention policy is set out in our Privacy Policy.
Account and Password
You are responsible for keeping your account name and password confidential. You will immediately notify us of any unauthorised use of your account. We do not have access to your current password, and for security reasons, we may only reset your password.
Admissions
Aktiva Camps provide services to all children and are free from discrimination regardless of their gender, specific needs, learning difficulties, background, religion, ethnicity or how well they can speak English.
Aktiva Camps encourage children with additional needs to participate in its activities. Should a child require 1:1 care, Aktiva will work with the school/parent/carer and child to assess if we are able to meet the child’s needs when in our care. A child’s safety and the safety of all children in our care as well as staff is our first priority.
Bookings
Bookings for all services must be made in advance. Full payment must be made at the time of booking if paying via credit or with debit card. If paying via childcare vouchers, please note that payments can take up to 7 days to arrive. If paying for services using childcare vouchers/tax free childcare payments, please ensure you pay at least one week in advance, so moneys are received before use of services.
If you have selected to pay by either card instalment plan or childcare voucher/tax free childcare payments, your first instalment will be due the month prior to the start of your booked sessions.
For single service bookings, holiday camps and co-curricular activity bookings, the full fees must be sent to Aktiva Camps at point of booking. Childcare vouchers/tax free payments are not accepted currently for single service bookings. No booking is valid until payment has been received by Aktiva Camps, whether childcare vouchers or card. The child will not be accepted to attend any of the Aktiva Camps services should payment not be received in full prior to seven calendar days before the child’s first date of attendance. Bookings for holiday camp within 7 days of start date need to be paid in full using debit or credit card.
For annual passes in respect of Aktiva Camps Breakfast Club and After School Club; the first month or complete booking payment (whichever is greater) is due at the point of booking. Subsequent fees are due monthly, in advance of each month’s starting.
Aktiva Camps does not accept cash payments, cheque payments or bank transfers as a payment method.
On acceptance of your booking, Aktiva Camps will issue a confirmation. It is important you check this carefully and alert Aktiva Camps of any changes that need to be made. In the event of any changes to your booking being necessary, you may be charged.
Please note having an overdue balance may lead to the termination of your child’s place within the club.
Bookings can be made on-line via the Aktiva Camps website: www.aktivacamps.com
Methods of Payment
Aktiva Camps accepts payment by credit or debit card, childcare vouchers, and child tax credits. Please note we do not accept American Express. Under no circumstances is cash accepted as payment for a booking at any Aktiva Camps site.
Childcare Vouchers
If your employer offers a childcare voucher scheme, you may be able to use these vouchers towards the payment of your booking. Aktiva Camps accept the following childcare vouchers:
- Allsave Limited
- Busy Bees Benefits
- Bravo benefits
- Care 4
- Childcare Choices
- Co-Operative
- Computer Share
- Early Years
- Edenred/Accor
- Employers for Childcare
- Enjoy Benefits
- Fair Care
- Fidelity
- Gemelli
- Kiddie Vouchers
- RG Childcare
- Salary Exchange Vouchers
- Sodexo Motivation Solutions
- Spelthorne Play Scheme
- Tax Credits
- TEDS Evouchers
- You at Work
Linking Childcare Voucher Payments
You will need to link Childcare Voucher payments within your booking each time a payment is made. This will ensure your child stays on our register and is collected for the Services.
Here are the steps to link your payments:
- Select “my bookings” once logged into our website
- Select the booking you wish to link a payment to
- Scroll down, select the months you wish to apply your payment to and select payment option “pay by childcare voucher”
- Input your voucher number/bank payment reference/GOV tax free reference number into the description box.
- If you have made payment for more than one booking, please ensure you repeat these steps for each booking.
Our payment and register system is an automated system, and this will automatically remove your child from our register if no payment has been linked via the above method.
Student Finance
Aktiva Camps will accept payment from Student Finance organisations, under condition they pay in advance. However, if payment ceases for any reason parent must pay any outstanding fees, including any notice period. If student finance is unable to pay in advance, parent must pay 1 month deposit, repayable when Student finance have settled all fees due on the booking. Refunds for parental deposits will be subject to any outstanding fees (for example CCG pay only 85% of fees).
Childcare Tax Credits
You may be entitled to childcare tax credits, which could assist with up to 70% of the cost of this booking. To find out if you qualify, call the Tax Credit Office on 0845 300 3900, or
visit www.taxcredits.inlandrevenue.gov.uk. Full payment of all services needs to be made at time of booking with the parent/carer able to recover costs through the tax credit scheme.
Booking Confirmation
All bookings will be confirmed by email.
Late Bookings
Please note that bookings required on the day of the activity can only be made online via www.aktivacamps.com the previous day by 6pm for Breakfast Club, 1:00pm for After School Club and before 07.00am for Holiday Camp.
Arrival on Site without an Advance Booking
If an advance booking for an Aktiva Camps session has not been made prior to the activity start date and the customer arrives at the site on the activity start date, access to Aktiva Camps activities will only be granted if:
- The customer is already registered for Aktiva services and holds a current Aktiva Bookings account
- There are a sufficient number of staff on duty to ensure compliance with required staff to child ratios.
- The customer will receive notification that a late booking has been charged to their account and will be required to make payment on-line immediately
Cancellation of Booking by Aktiva Camps
Forced Closures
If Aktiva Camps is forced to close due to an external factor beyond its control such as bad weather, infectious or contagious disease outbreak, power cut, boiler breakdown, Teacher Strikes or other industrial action, by order of Local Authority or Environmental Health, customers will still be liable for fees incurred during the entire period of closure.
Schedule Changes
Aktiva Camps may need to amend activity programmes, schedules, services, dates, times and/or venues on occasions for reasons that may be out of its control. These changes will be without refund or compensation to the customer.
Cancellation
Holiday Camps
In the event of cancellation by you, a refund will only be payable if such cancellation is notified in writing to Aktiva Camps in writing to bookings@aktivacamps.com. This must be received at least fourteen (14) days before the commencement of the Camp. An administration charge of £20 per child will be deducted from the refund.
If, for any reason, the Camp is cancelled by Aktiva Camps, Aktiva will move the child to the next closest of our Locations. If this is not possible, the total liability of Aktiva Camps will not exceed the value of the payment made for the period cancelled.
Breakfast & After School Clubs
One months’ notice is required to cancel or reduce days on annual passes. If you require a change in the days that you originally booked, Aktiva requires one months’ notice to make these changes however we will endeavour to apply earlier subject to availability. This request must be delivered in writing to bookings@aktivacamps.com.
Two weeks’ notice is required to cancel or change days on a single session booking. All cancellation requests will be held in credit on your account. This must be delivered in writing to bookings@aktivacamps.com
There will be no refund, transfer or credit provided in the event of closure as a result of cancellation by the school e.g., strike days, snow days or adverse weather conditions.
Co-curricular Activities
Once the activity has commenced, there is no option for refund, credit or transfer of services to an alternative activity.
Aktiva Camps reserves the right to postpone or cancel sessions to fit into the schools changing calendar of events. Aktiva Camps will endeavour to reschedule any cancelled sessions. This cannot be guaranteed.
Liability
Except in respect of death or personal injury caused by Aktiva Camps ’s negligence, Aktiva Camps shall not be liable to you or the child by reason of any representation (unless fraudulent) or any implied warranty, condition or other term or any duty at common law or under the express terms of this Agreement for any loss of profit or any indirect, special or consequential loss, damage, costs, expenses or other claims (whether caused by or negligent or the negligence of our servants, or agents or otherwise) which arise out of or in connection with the provision of the Services or their use by you or the child, and our entire liability under or in connection with this Agreement shall not exceed the amount of our Fees for the provision of the Services.
Where Aktiva Camps provides, in connection with the provision of the Services, any goods or equipment or services supplied by a third party, Aktiva Camps does not give any warranty, guarantee or other terms as to their quality, fitness for purpose, performance or otherwise.
Aktiva Camps shall have no liability to the child for any loss, damage, costs, expenses or other claims for compensation arising from any instructions supplied by you which are incomplete, incorrect, inaccurate or illegible, or arising from the child’s late arrival or non-arrival, or any other fault of you or the child.
Aktiva Camps shall not be liable to you or be deemed to be in breach of the contract by reason of any delay in performing, or any failure to perform, any of Aktiva Camps ’s obligations in relation to the Services, if the delay or failure was due to any cause beyond Aktiva Camps ’s reasonable control.
We advise you to take out travel insurance covering you against cancellation, curtailment, personal liability, personal accident and lost property.
Aktiva Camps reserve the right to alter programmes, activities, itineraries, excursions, age brackets, premises and personnel as it thinks fit and without notice.
Aktiva Camps will not be bound by any statement unless it is in writing and authorised by a Director of Aktiva Camps.
Personal Property
Valuable items should not be brought to Aktiva Camps services. Please note children traveling to our services via scooter/bikes are permitted to leave them onsite. Aktiva Camps will not be liable for the loss or damage of any item of personal/valuable property brought to any of its venues. We advise parents to ensure that all bags and clothing are clearly labelled with the child’s name.
Mobile Phones and Electronic Devices
Children are requested not to bring mobile phones or electronic devices to any Aktiva Camps Services. In certain circumstances and if a mobile device is brought in by a child, the device must be kept always switched off and in their bags. Aktiva Camps do not take any responsibility for the damage or loss of any mobile phone or electronic devices that are brought to its services.
Please note that each Aktiva Camps site has access to a site phone and/or tablet device to be used appropriately within our services and in case of emergencies.
Food and Drink
For After School Club and Breakfast Club services, we provide a healthy breakfast and substantial afternoon snack to all our children (except Andre Malraux services).
Aktiva Camps require parents/carers to notify its Customer Service Team, of any special dietary requirements or allergies when they complete the registration process and ensure that any changes are updated on their customer account. This information is made available to the Aktiva Camps on-site team via the Child Information Form and
Detailed Register.
Note: Drinking water will always be accessible to children throughout our sessions
Aktiva Camps have a strict NO NUT policy, which MUST be adhered to during all service provisions.
Behaviour
Aktiva Camps ensures that all staff and children attending services are treated with the same respect during all activities, with the use of effective behaviour management strategies to promote the welfare & enjoyment of all children attending.
Aktiva Camps expects it staff and children to be free from bullying, harassment and aggressive behaviour and will not tolerate such behaviour from children attending the services or from their parents/legal guardians.
Aktiva Camps will work in partnership with parents, carers, schools and children with the aim to manage behaviour using clear, consistent & positive strategies. Our staff will use encouraging positive behaviour as well as providing clear guidance for managing displays of challenging behaviour and maintaining the safety and welfare of children and staff.
Aktiva Camps has a responsibility for ensuring the well-being and safety of all staff and children in its care and have approved procedures for managing behaviour. The company follows a zero-tolerance policy on discrimination, bullying and persistent displays of challenging behaviour of any kind.
On rare occasions, and in more serious cases, Aktiva Camps reserves the right to ask parents/legal guardians to remove children from its services.
In the event of unacceptable behaviour by parents/legal guardian, Aktiva Camps reserves the right to terminate any current bookings and close the customer account.
In these events, no refund will be made for any remaining days booked, and any costs associated with the exclusion of the child, or the termination of the account including transport home, will be the responsibility of the parents/legal guardian.
Any medical, educational, physical or other additional needs (including behavioural/emotional) of the child known to you must be notified to Aktiva Camps in writing via the electronic online booking system, and in any event prior to the commencement of the Camp at its Location. Aktiva Camps reserve the right not to accept your Booking on the grounds that any such medical or behavioural problems are not conducive to the child’s or other child's participation in the Camp.
In the event that the child becomes ill or incapacitated during the Camp, you agree to medical treatment being given to the child if required in accordance with the recommendations of a qualified medical practitioner, including the administration of a general anaesthetic and to surgical operations in case of emergency. Such action shall be taken at your expense.
If the child becomes ill or comes into contact with any contagious or infectious disease during the 21 days prior to the commencement of the Camp, you must immediately notify Aktiva Camps in writing and provide a medical certificate from the child’s doctor giving approval for the child to participate in the Camp.
It is your and the child’s responsibility to help Aktiva Camps prevent the spread of infectious diseases.
It is your responsibility to ensure that Aktiva Camps are informed prior to Camp of any issue or condition that may affect their stay at Camp. These include but are not limited to SEND medical or allergy needs, physical challenges, behavioural, social or emotional needs, communication and languages, child/family history to include safeguarding and child protection this is to ensure that Aktiva Camps can make an informed decision about their ability to meet the needs of the child.
All children attending any Aktiva Camps service must be able to go to toilet by themselves and administer selfcare.
Sign in and sign out of child/ren and Security
Aktiva Camps work in accordance with Ofsted’s requirements and have strict security procedures to ensure the safety of your child/ren which is paramount at all times;
- All children must be checked in and out of service at the start and end of the session by a parent/legal guardian or an authorised carer
Please Note: children will only be released into the charge of nominated collectors detailed on the registration information on their customer account.
These actions follow the procedures set out in the Aktiva Camps Policy and Procedures.
Late collection of Child/ren
We understand that at times parents/guardians may be running behind schedule, and we will always ensure that we do our utmost to support our families where possible. If a child is collected late, it will have a knock-on effect on our teams and therefore a late fee of £1 per minute will be applied until the child is collected. If you are running behind schedule and your child will be collected late, please make our head office aware so our team at the site can be notified in advance.
In the event of a child not being collected on time, we will attempt to call the parents/guardians. If we are unable to make contact, we will follow our safeguarding policy/uncollected child policy.
We always strive to offer parents/guardians the support needed, however, if late collections become a reoccurring event, we reserve the right to withdraw our service.
Safeguarding
All Aktiva Camps team members go through a robust and strict safer recruitment process including enhanced DBS clearance, reference checks and disqualification by association checks.
Aktiva Camps have legal obligations in relation to Safeguarding. Aktiva Camps staff have a care of duty towards our children. If they suspect a child in their care may be suffering from abuse they must respond. Any disclosure of child abuse or neglect will be fully investigated and reported to our internal regulator, Ofsted, and all other official agencies.
Personal Searches
Aktiva Camps reserves the right to search the bags and other personal property of all children in appropriate circumstances.
Publicity
You acknowledge that Aktiva Camps may use for publicity purposes and without prior notification any photograph or video taken of the child at the Location, and any statement (whether written or oral) made by you or the child.
Concerns, Compliments and Complaints
At Aktiva Camps, we aim to work in partnership with parents/carers to deliver a high-quality childcare service for everyone. If for any reason we fall short of or exceed this goal, we would like to be informed in order to amend and/or replicate our practices for the future.
Records of all complaints are kept for at least three years. A summary of complaints is available for parents/guardians and OFSTED upon request.
Equal Opportunities
Aktiva Camps is an equal opportunities employer and welcomes all children, regardless of gender, ability, race or religion. Each child attending our services is of equal value and is entitled to equal access of opportunity. The company operates a zero-tolerance policy on discrimination or bullying of any kind.
First AidHealth, Sickness and Medication
In the event of an accident, first aid will be administered in accordance with the permissions you have agreed and confirmed during the registration process to children in our care, and the emergency services will be called if necessary. All Aktiva Camps First Aid policies are written in accordance with Ofsted recommendations.
Any medical conditions must be fully disclosed at 1) time of registration and 2) at drop off and sign in on site to the site manager. Essential prescribed medication must be handed into each child’s Site Manager for safe keeping and a medication consent form is completed and seen by the Site manager.
Aktiva Camps requires all children who are ill or infectious be kept at home for the full duration of their ailment, and for 48 hours after the last symptom occurs .
Aktiva Camps will not credit missed sessions that occur due to illness.
Insurance
Aktiva Camps has Public/Employee Liability insurance cover, and an insurance certificate is displayed at all Aktiva Camps sites.
Changes
We may change any of the Terms and Conditions by posting revised terms and conditions on our Website and/or by sending an email to the last email address you gave; the new terms and conditions will be effective immediately and apply to any continued or new use of our Services. We may change the Website, the Service, or any features of the Service at any time.
Other Important Terms
We may transfer our rights and obligations under a contract to another organisation, but this will not affect your rights or our obligations under these terms. We will always notify you in writing or by posting on our website if this occurs.
You may only transfer your rights under the terms which shall extend to any participant, but such extension shall not affect our rights to terminate or vary contract in accordance with the terms.
Your rights under the terms shall extend to any participant but such extension shall not affect our rights to terminate or vary any contract in accordance with the terms.
Each of the paragraphs of these terms operates separately if any court or relevant
authority decides that any of them are unlawful or unenforceable then the remaining paragraphs will remain in full force and effect.
If we fail to insist that you perform any of your obligations under these terms, or if we do
not enforce our rights against you, or if we delay in doing so, that will not mean that we have waived our rights against you and will not mean that you do not have to comply with those obligations. If we do waive a default by you, we will only do so in writing, and that will not mean that we will automatically waive any later default by you.
These terms are governed by English law. This means a contract for the activity through our site and any dispute or claim arising out of or in connection with it will be governed by English law. You and we both agree that the courts of England and Wales will have non-exclusive jurisdiction.
However, if you are a resident of Northern Ireland, you may also bring proceedings in Northern Ireland, and if you are a resident of Scotland, you may also bring proceedings in Scotland.
Policies and Procedures
A full overview of all Aktiva Camps policies and procedures are available for inspection at each respective Aktiva Camps locations.
Programme Dates and Activities
All the information in our literature is correct at the time of printing. Not every activity pictured in our literature is available at every venue.
Should you have any further queries, please do not hesitate to contact us at bookings@aktivacamps.com
We are delighted that you have chosen Aktiva Camps and look forward to your child joining us soon.
The Aktiva Camps Team