Terms and Conditions – Wonderyears Out of School

Club Definitions: In these Terms and Conditions, 'the Club', 'us', or 'we' refers to Wonderyears Out of School Club, operated by Wonderyears Childcare Limited. 'The Parent' refers to the person who completes the registration. 'The Child' refers to the child named on the registration form. By enrolling my child in Wonderyears Out of School Club, I acknowledge and agree to the following terms and conditions.

1. Legal Responsibility I understand and agree that the Club is an Ofsted-registered playcare facility which assumes full legal responsibility for my Child from the time they are received into the Club’s care until they are collected by an authorised person.

2. Operating Hours & Collection The Club is open during term time from 3:00 pm to 6:00 pm, and during school holidays from 8:00 am to 6:00 pm. We are closed for Christmas, Bank Holidays, and other public holidays.

2.1 Collection Arrangements: I must notify the Club before the start of any session if I will be collecting my Child directly from their school, or if my Child will be attending another school club on a day they are booked with us. Full fees are payable for all booked sessions regardless of such arrangements.

2.2 Authorised Collectors: My Child will only be released to individuals named and authorised on the official registration form. I must inform the Club in advance if an unauthorised person will be collecting my Child and must provide a pre-agreed password.

2.3 Last-Minute Changes: In the case of a last-minute change to collection, I will provide the password and must also call the setting to inform them directly.

2.4 Collector's Age: The person collecting my Child must be over 16 years of age. Collection by a person aged 14 or 15 will only be permitted with our prior written consent.

2.5 Late Collection: I will contact the Club immediately in the event of unforeseen circumstances causing a delayed pick-up.

2.6 Late Collection Charges: A charge of £10 will apply for every quarter hour or part thereof that the Child remains uncollected after 6:00 pm. This charge increases to £15 per quarter hour or part thereof after 7:00 pm. Repeated late collection may result in the Child’s place being withdrawn.

3. Emergency Procedures I understand that if my Child has not been collected by 7:00 pm, and all provided emergency contacts are unreachable, the Club is legally obliged to contact the local authorities (Social Services).

4. Booking & Payment

4.1 Fees Payable for Bookings: Fees are charged based on sessions booked, not on sessions attended. No refunds or credits will be given for missed sessions due to illness, holiday, inset days, or school closures (ie: snow days).

4.2 Payment Terms: Fees for term-time sessions are payable monthly in advance, due on or before the 1st of each month.

4.3 Late Payment Charge: Accounts overdue by more than 7 days will incur a late payment charge of 10% of the outstanding balance. This charge is applied monthly to cover administrative costs and will be added to the Child’s account.

4.4 Suspension for Non-Payment: The Club reserves the right to suspend the Child's attendance with immediate eAect if fees remain unpaid for more than 7 days. The place will be reinstated only upon payment in full of all outstanding amounts, including any late charges.

4.5 Ad Hoc Sessions: Additional sessions may be booked subject to availability and will be charged at the prevailing daily ad hoc rate, payable at the time of booking.

4.6 Fee Increases: The Club reserves the right to increase standard contract fees at any time by providing one month’s written notice. Ad hoc booking fees may be changed at any time without notice.

5. Medical Care & Medication

5.1 Information Accuracy: I confirm that all details provided on the registration form (including medical conditions) are accurate and complete. I am responsible for informing the Club in writing of any changes to this information.

5.2 Accident or Illness: In the event of an accident or illness, my Child will be treated by a qualified first aider, and I will be informed. If I cannot be reached and urgent medical treatment is required, I authorise a senior member of Club staA to consent to necessary treatment on my behalf.

5.3 Medication: All medication (e.g., inhalers, epipens) must be provided in the original container, clearly labelled with the Child’s name, dosage, and expiry date. For epipens, two devices must be provided unless a letter from a GP explaining why only one is available is supplied.

5.4 Exclusion for Incorrect Medication: I understand that my Child cannot attend the Club without the correct, in-date medication. If they are sent without it, I will be required to collect them immediately. Full fees remain payable for the session.

6. Food & Drink The Club will provide a snack and drink. I understand this is not a substitute for the Child’s evening meal. I am responsible for informing the Club in writing of any allergies, dietary restrictions, or religious/cultural dietary requirements. The Club reserves the right to change the menu at short notice but will always aim to provide suitable alternatives.

7. Care Provision

7.1 Environment: The Club will provide a safe, stimulating, and challenging play environment.

7.2 Supervision: StaA cannot provide one-to-one supervision or dedicated tutoring (e.g., regular homework help).

7.3 Activities: The Child will participate in a range of activities, including those which may be messy. While protective clothing is provided, the Club cannot guarantee that the Child’s clothing will not become soiled or damaged.

7.4 Personal Belongings: The Club cannot accept liability for loss or damage to personal belongings brought to the setting by the Child.

8. Behaviour & Incidents Should a significant incident involving my Child occur, I will be informed as soon as possible. In cases of serious or persistent unacceptable behaviour, it may be necessary to exclude my Child from the Club. Full fees remain payable for any sessions missed during a period of exclusion.

9. Term & Termination

9.1 14-Day Cooling-OA Period: If I cancel my booking within 14 days of registration and before my Child’s attendance has started, I will receive a full refund via the original payment method.

9.2 Withdrawal by Parent: I must provide a minimum of two weeks’ written notice to withdraw my Child permanently. Fees remain payable in full during this notice period, even if the Child does not attend.

9.3 Changes to Sessions: Any permanent increase or decrease to my Child’s regular attendance requires two weeks’ written notice. Increases may be accommodated sooner, subject to availability.

9.4 Termination by the Club – For Cause: The Club reserves the right to terminate this agreement and exclude the Child with immediate eAect if the Child's behaviour, or the Parent's conduct, threatens the safety, well-being, or proper operation of the Club.

9.5 Termination by the Club – On Notice: The Club may terminate this contract for any other reason by providing the Parent with no less than 4 weeks’ written notice.

10. Data Protection & Confidentiality

10.1 Confidentiality: Information about my Child is treated as confidential. It will only be shared without my consent in cases of safeguarding concerns, where there is a legal duty to disclose information to relevant authorities (e.g., Police, Social Care).

10.2 Data Protection: The Club will process personal data in accordance with its Privacy Policy and applicable data protection law.

10.3 Images: No photographs or video footage may be taken at the Club except in accordance with the separate Photography & Image Consent policy.

11. Policies I confirm that I have read, understood, and agree to abide by the Club's current policies and procedures (including Safeguarding, Behaviour, and Health & Safety policies), copies of which are available upon request. I acknowledge it is my responsibility to review any updated policies made available to me.

12. General Contractual Terms

12.1 Notices: Formal notices under this contract must be in writing and sent via email to enquiries@wonderyears.co.uk. A notice shall be deemed received only once we have confirmed its receipt.

12.2 Third Parties: No person other than the Parent and the Club has any rights under this contract under the Contracts (Rights of Third Parties) Act 1999.

12.3 Entire Agreement: This document constitutes the entire agreement between us and supersedes all prior discussions or correspondence.

12.4 Variation: Any changes to this contract must be agreed in writing.

12.5 Severability: If any part of this contract is found to be unenforceable, the remainder will continue in full force.

12.6 Waiver: Failure by the Club to enforce any right shall not be deemed a waiver of that right or any other.

12.7 Assignment: The Parent may not transfer this contract to anyone else. The Club may transfer its rights and obligations under this contract.

12.8 Governing Law & Jurisdiction: This contract is governed by the law of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.