Kidz Camp Essex Terms and Conditions

Effective Date: 1st July, 2025

These Terms and Conditions, together with our Policies and Procedures, constitute a legally binding agreement ("Agreement") between Kidz Camp Essex (referred to as "we," "us," or "our") and the parent or legal guardian ("you," "your," or "Parent/Guardian") making a booking. By confirming a booking, you acknowledge that you have read, understood, and agreed to be bound by this Agreement. For inquiries, please contact us at 01702 741093 or [email protected].

1. Payments

Kidz Camp Essex accepts payments via Bank Transfers, Childcare Vouchers, Tax-Free Childcare, and Childcare Grant Payment Services. A deposit is required at the time of booking to secure your child's place unless you are paying in full or utilising Tax-Free Childcare. We may offer a payment plan for bookings made sufficiently in advance, allowing you to spread the cost over a period of time. All payment plans must be agreed upon at the time of booking. The full balance must be settled no later than one week prior to your child's attendance at camp. Failure to do so may result in the cancellation of your booking. A late payment fee of £50 may be charged for payments received after the session date to cover administrative costs. All bookings must be made through your account on our website ("Parent Account"). https://kidzcampessex.magicbooking.co.uk/Identity/Account/Login

2. Childcare Vouchers

When paying via childcare vouchers, you must notify your provider immediately upon receiving the booking confirmation. Please allow up to 5 working days for childcare voucher payments to process. It is your responsibility to ensure these payments are made well in advance to meet payment deadlines.

3. Amendments to Bookings

Any changes to bookings must be made via your Parent Account on our website. Amendments are subject to availability and may not be accommodated if the requested session is fully booked. If you fail to attend a booked session without prior notification, Kidz Camp Essex reserves the right to apply charges at its discretion.

4. Cancellation Policy

To cancel a booking, a minimum of 48 hours' notice is required. Cancellations made within this period will result in the issuance of a credit note, which can be applied to future bookings. Cancellations made with less than 48 hours' notice may result in the forfeiture of all payments made.

5. Late Collection

All children must be collected by 6:00 pm if the late session is booked. A £5 charge will be applied for every 15 minutes beyond the agreed-upon collection time. If a child remains uncollected by 6:30 pm, and contact with the parent/guardian is unsuccessful, Kidz Camp Essex may contact Social Services in accordance with our Safeguarding Policy. Repeated late pickups may result in the refusal of future bookings.

6. Parent/Guardian Responsibilities

You are responsible for ensuring the accuracy of all information provided during the booking process, including your child's medical history, allergies, dietary requirements, and emergency contact details. Entry may be refused if the required information is missing or inaccurate. You must promptly update your Parent Account with any changes to your child's information.

7. Activities and Schedules

Scheduled activities are subject to change due to weather conditions or unforeseen circumstances. Any significant changes to the schedule will be communicated promptly.

8. Staff Ratios

Kidz Camp Essex maintains staff-to-child ratios in compliance with statutory regulations to ensure the safety and well-being of all children. Junior instructors may assist during sessions. We do not provide one-to-one care unless it has been pre-arranged.

9. Photography and Video Footage

Kidz Camp Essex may capture images or videos of children for promotional purposes using company-authorised devices. Parents/guardians may opt out of such media use by notifying us during drop-off and updating their preferences in their Parent Account. Personal recording devices are strictly prohibited on-site.

10. Nut-Free Policy

We strive to maintain a nut-free environment to safeguard children with severe allergies. However, we cannot guarantee the complete absence of nut traces. Parents must not send their child with any food containing nuts, peanuts, tree nuts, or products that may contain traces of these ingredients. All packed lunches and snacks, where possible, must be in their original packaging. Any food items that appear to include nuts, peanuts, tree nuts, or traces of these, whether obvious or unclear, will be treated as unsafe and removed. Unlabelled or unidentifiable items will also be considered high risk. These items will be labelled and securely stored for collection by the parent at the end of the day. They will not be replaced, and children will not be permitted to consume them while at camp.

11. Packed Lunches

A free lunch is provided for every child attending Kidz Camp Essex. However, parents are welcome to send their child in with a packed lunch if preferred. All packed lunches must be stored in a suitable lunch bag. Perishable items are permitted, provided they are kept cool with an ice pack or other suitable method. Children should also bring enough fluids or a refillable bottle to stay hydrated, as water stations are available on-site. Tuck shop spending is limited to £1 per day per child.

12. Lost Property

Parents/guardians are responsible for ensuring children's belongings are clearly labelled. Unclaimed items will be retained until the next camp break and then donated to charity.

13. Complaints

Complaints should be directed to our head office or the venue manager. Refunds or compensation will only be issued in cases where Kidz Camp Essex is found to have breached the terms of this Agreement. Abuse or harassment of staff, whether verbal or physical, will not be tolerated and may result in refusal of service.

14. Data Protection

Kidz Camp Essex complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Personal information is collected and used solely for camp-related purposes. Marketing communications will only be sent with explicit consent.

15. Free Day Passes

Free day passes must be pre-booked and noted during the booking process. Passes cover camp attendance between 7:30 am and 4:30 pm. Attendance without prior notification may be refused. Late sessions, if required, must be booked separately at an additional charge.

16. Health, Illness, and First Aid

Children displaying symptoms of illness are not allowed to attend camp. Only prescribed medication will be administered, and only once a completed consent form has been received and reviewed. First aid provision adheres to Ofsted guidelines, with at least one qualified paediatric first aider on-site.

17. Safeguarding

Kidz Camp Essex adheres to strict safeguarding protocols. Any concerns regarding child welfare will be reported to the relevant authorities, including Ofsted.

18. Extreme Weather

In extreme weather, measures such as providing shaded breaks, wearing appropriate clothing, and limiting outdoor time will be implemented to ensure child safety. Parents are responsible for providing suitable clothing and sun protection for their children. Sun cream should be applied before arrival, and staff will support children in reapplying it throughout the day if needed. We will have a supply of hypoallergenic sun cream available at camp, but we recommend parents pack their child's own labelled bottle where possible.

These Terms and Conditions are designed to ensure clarity and professionalism, safeguarding the rights and responsibilities of both parties.