Our Terms & Conditions

Terms & Conditions for Term Time Registrations & Bookings September 2018

Please keep this for your record and information.

Please read the Terms & Conditions carefully before signing and returning the registration form. If you have any questions regarding our Terms & Conditions please contact the Management team.
Any reference to ‘parent’, ‘parents’, ‘family’ or ‘families’ refers to adults aged 16 and over, with a legal responsibility – or acting as the guardians – to the child/children.

1. Registration
a. Parents must sign the registration forms to confirm they have read and understood the Terms & Conditions. Therefore, by signing the registration forms, you are agreeing to all articles mentioned in the Terms & Conditions.
b. By signing the registration form, you are responsible for ensuring childcare fees are paid as outlined within these Terms & Conditions.
c. Parents must fully complete the registration form before their child can attend OSCAHS.
d. We reserve the right to refuse entry to any child who does not have a completed registration form.
e. A non-refundable registration fee of £20.00 per family is required to register with OSCAHS, which must be paid before your child can attend OSCAHS.
f. OSCAHS will confirm receipt of your child’s registration form by letter or email within five working days of receiving the registration form.
g. Offering a place to a child or family is subject to availability.

2. Bookings
a. OSCAHS operates a “first come – first served” booking system, with a priority given to siblings. A place will be offered to your child as soon as one becomes available on the days/sessions requested.
b. Our definition of a “regular booking” refers to childcare arrangements made on a long term basis. The place is reserved for your child on the days/sessions required until further notice is received from the parents.
c. Our definition of an “Ad-hoc booking” refers to one-off bookings, irregular bookings or casual bookings.
d. Parents should indicate sessions required upon registration for children attending our Clubs regularly.
e. Any permanent changes to regular bookings require one calendar months’ notice. Booking sessions is subject to availability.
f. Ad-hoc bookings are subject to availability and a completed registration form.
g. Younger siblings’ will receive a 10% discount on Breakfast Club and After School Club bookings when all siblings are booked to attend the same session.
h. If your child attends every Breakfast Club and every After School Club session in term time, they will automatically be entitled to the Weekly Saver Deal. This is a discount of 10%. Your child must be booked in to regularly attend every Breakfast & After School Club session during term time to receive the Weekly Saver Deal.
i. Parents can opt in to our Term In Advance (TIA) payment arrangement. The TIA arrangement invoices are issued three times per year, and payments are due a term in advance. The TIA arrangement entitles parents to a 10% discount on their invoices.
j. The Weekly Saver Deal and TIA arrangement discounts do not apply to ad-hoc bookings.
k. We do not run any Clubs on Bank Holidays and between the Christmas and New Year period.
l. When the school closes early OSCAHS will finish earlier than usual, but will endeavour to provide three hours of childcare.
m. Wherever possible, early closures will be confirmed to parents at least one week prior to the date.
n. OSCAHS Ltd will not be held liable for the closure of the club due to third party action or unforeseen circumstances.

3. Invoices & Payments
a. Invoices are issued monthly in advance on the information provided upon registration.
b. OSCAHS accept payment by bank transfer, childcare voucher scheme and Tax-Free Childcare scheme.
c. OSCAHS do not accept payment by cash or cheque.
d. Parents using salary sacrifice schemes (childcare voucher payments) must ensure their payment is received by OSCAHS by the agreed payment date, as stated within the Terms & Conditions. Voucher payments can take 2-5 working days to process.
e. Invoices for regular bookings will be issued on the fifteenth of every month for sessions of the following month.
f. Fees are strictly payable in advance and regardless of attendance
g. Invoices for regular sessions must be paid within 14 days of the invoice issue date.
h. Invoices for “Ad-hoc sessions” or “one-off bookings” will be issued within 48 hours of your booking, and must be paid within 48 hours of receiving an ad-hoc invoice.
i. Failure to pay fees for regular bookings within 14 days of the invoice issue date may incur a daily charge of £7.50 per day.
j. No charges will be made for Bank Holidays.
k. No changes to invoices will be made once issued.
l. A credit note will be issued for any cancelled sessions, in accordance of our Terms & Conditions for cancelations.
m. A change of attendance may incur additional costs and may result in a new invoice being issued.
n. You may incur a ‘late collection fee’ of £1.00 per minute for the first fifteen minutes, and £2.00 for every minute thereafter, should your child be collected after closing time or by the agreed collection time.
o. We will endeavour to give you one calendar month’s notice before any fee increases. If you do not wish to pay the increased price, you may end the agreement with one calendar months’ written notice to withdraw your child from OSCAHS Ltd.
p. Statement of accounts will be issued every term or when requested by the parents.

4. Arrivals & Departures
a. Playworkers are responsible for signing in your child and recording the time of their arrival to the Club.
b. Parent(s) or the nominated person must sign out their child from the Club upon their collection. This includes the time of which their child was collected.
c. Children cannot arrive earlier than the stated opening time of the Club.
d. Children must be collected by the Club’s closing time or the agreed collection time.
e. For your child’s safety, we recommend you or a named person accompanies your child upon arrival to the Breakfast Club to ensure a Playworker is aware that your child has arrived.
f. Your child will only be released to you or a person named on the registration form. Under no circumstances will your child be released to any person that has not been specified by you.
g. Your child will, under no circumstances, be released to any person who is under the age of 16.
h. Photo identification may be required for access to the Club and/or collection purposes.
i. Parents must notify the Club if they will be late collecting their child. If the Club is not informed, the Uncollected Children policy will be followed.
j. Children over the age of ten will only be allowed to leave the Club alone at the end of the session if the Club has discussed this with the child’s parents/carers and has received their written consent.
5. Absences & Illness
a. If your child is absent, you should notify OSCAHS at least 30 minutes prior to the club’s opening time.
b. If you suspect that your child has an infectious or communicable disease you must notify the Club as soon as possible.
c. No child with an infectious or communicable disease may attend the Club until fully recovered. We will follow any Health Guidance on infectious disease and exclusions period (a copy of which can be found at the club.)
d. If your child becomes ill while at the club you will be contacted and, should it be necessary, medical attention will be sought.
e. Any child who has been vomiting and/or has diarrhoea must not return to the club until 48 hours after the last bout of the illness
f. All absences will be charged at the full rate. However, in the event of a long-term illness that results in more than two consecutive weeks’ absence, please contact the Management team.
g. If your child is attending a residential trip organised by the school, please inform your child’s Club by giving at least two weeks’ written notice. Parents who provide OSCAHS with two weeks’ written notice are exempt of paying fees for the period in which their child is absent from OSCAHS due to the residential school trip.

6. Behaviour
a. Staff will strictly follow the Behaviour Policy.
b. In accordance of our Suspensions and Exclusions Policy, we reserve the right to suspend and/or exclude any child who persistently behaves in an unacceptable manner.

7. Data Protection
a. We comply with the requirements of the General Data Protection Regulation 2018 (GDPR), regarding obtaining, storing and using personal data.
b. The items of personal data that we keep about individuals are documented on our personal data matrix. The personal data matrix is reviewed annually to ensure that any new data types are included.
c. The information you provide us will be processed electronically for administrative purposes and is subject to the terms of the GDPR.
d. We will only share child information with outside agencies on a need-to-know basis and with consent from parents, except in cases relating to safeguarding children, criminal activity, or if required by legally authorised bodies (e.g. Police, HMRC etc.). If we decide to share information without parental consent, we will record this in the child’s file, clearly stating our reasons.
e. Some limited personal information is disclosed to authorise third parties we have engaged to process it, as part of the normal running of our business. (e.g. online bookings and accounting purposes). Any such third parties comply with the strict data protection regulations of the GDPR.
f. Parents/carers can ask to see the information and records relating to their child, and/or any information that we keep about themselves. We will make the requested information available as soon as practicable, and will respond to the request within one month at the latest.
g. Parents/carers can also ask for the data to be deleted, but please note that we will not be able to continue to care for your child if we do not have sufficient information about them. Even after your child has left our care, we have a statutory duty to retain some types of data for specific periods of time. Therefore, OSCAHS cannot legally delete everything immediately. If you would like more information on the data we are legally obliged to hold, please speak to the Management team.
8. Cancellations & Termination
a. Parents/carers must provide at least one calendar month’s written notice to terminate (permanently cancel) their child’s place at OSCAHS. You are liable for all fees for this period and any outstanding balances regardless of attendance.
b. Parents/carers may cancel ad-hoc sessions with 48 hours’ notice before the first booked session.
c. Any threatening/aggressive behaviour from parents/carers towards OSCAHS staff, children, visitors or other parents etc. will result in the parent/carer being excluded from the club/site. This may include the exclusion of the child.
d. If OSCAHS Ltd closes, we will endeavour to give parents at least one month’s notice
e. You may terminate the agreement if we have breached our obligations under the Terms and Conditions.
f. We reserve the right to terminate your child’s place, with 48 hours’ notice, at our Club if:
I. Childcare fees are outstanding,
II. Childcare fees are continually paid late,
III. The child is continually collected after closing time or by the agreed collection time
h. We reserve the right to take legal action to recover the cost of outstanding fees

9. General
a. We are registered with OFSTED.
b. We will always display our OFSTED Registration certificate and insurance certificate
c. We have a legal duty, under the Children’s Act 1989 and Childcare Act 2006 to report any suspicion of suspected child abuse and/or neglect.
d. We adhere to the OFSTED Welfare Requirements and Playwork Principles at all times
e. OSCAHS operates a 1:8 ratio. There will always be a minimum of two staff members during operational hours.
f. OSCAHS is a play-based setting, where children develop their interests through play. As we are not a homework club, we cannot be responsible for ensuring children have started or completed their homework.
g. Children can choose whether or not they wish to participate in activities provided by OSCAHS.
h. A healthy breakfast is provided at our Breakfast Club. Your child may have two portions for their breakfast.
i. A light, healthy afternoon snack is prepared and made available to children. Please note: a snack is not intended to replace a meal.
j. OSCAHS will never force a child to consume food or drink against their will.
k. We are a “nut-free” Club. Nut-based products are not permitted to our Club.
l. OSCAHS staff are known as Playworkers and are advocates for children’s play
m. Your child will have a key person during their time at OSCAHS Ltd
n. If your child is within the Early Years Foundation Stage (EYFS), we will ask you to complete an “All About Me” form.
o. The welfare of your child is paramount to OSCAHS and staff are there to support you and child wherever possible.
p. If you have any concerns about the service we provide for your child, please discuss this initially with your child’s key person. Alternatively, you can speak to management who will endeavour to investigate and correct any issues you may have.
q. Please inform OSCAHS of any changes to you or your child’s address. Please inform your child’s Club of other changes, such as a new contact numbers or email address etc.
r. Please inform OSCAHS of any changes to your child’s needs, such as dietary requirements. A Child Update form is available at your child’s Club.
s. Parents and visitors are not permitted to use their mobile phones or other devises that can take and store photographs.
t. If your child has a mobile phone, they must inform a Playworker so it can be safely and securely stored until collection.
u. If OSCAHS Ltd is closed due to adverse weather conditions or third party action, parents will be notified as soon as possible.
v. We cannot take responsibility for the loss or damage to any personal belongings brought into the club.
w. In the event of emergency closure, OSCAHS Ltd may not open or may close earlier than usual and you will be informed as soon as possible of the closure.
x. Our policies and procedures form the foundations to our Terms & Conditions. We advise parents/carers to read our policies and procedures, which can be found at our Clubs and on our website.
y. Terms and Conditions are subject to review and notice of any changes will be confirmed in writing.

10. Staff are:
a. Vetted using the Disclosure & Barring Services (DBS). All staff hold an enhance disclosure.
b. Expected to provide at least two references before starting their role.
c. Expected to successfully complete a six month probationary period.
d. Trained, or are working towards a qualification, in the field of Playwork and/or childcare. We take the safety and welfare of all children in our care very seriously and provide a thorough recruitment process to ensure we recruit suitable staff.
e. Committed to continued personal and professional development.

11. Equal Opportunities
a. We operate an Equal Opportunities Policy.
b. We follow the rules and requirements of the following list of Acts and Codes of Practice:
i. Children Act 1989 and 2004
ii. Childcare Act 2006
iii. Race Relations Act 1976
iv. Sex Discrimination Act 1975 and 1986
v. Equal Pay Act 1970
vi. Disabled Persons Act 1986
vii. Disability Discrimination Act 1995
viii. Human Rights Act 1998
ix. Education Act 1993
x. Special Educational Needs Code of Practice
xi. Race Equality Act 2000
xii. Human Rights Act 2000
xiii. Equality Act 2010