Terms & Conditions

Herts Sports Academy - Sports Club bookings - Terms and Conditions

Bookings

  1. All bookings must be made through the Class for Kids Website.
  2. All bookings are subject to availability.
  3. All bookings must be paid for at time of booking

Until Ofsted Registration is confirmed, we cannot accept Childcare Vouchers to book, and you will be unable to claim tax-free childcare. Please contact Duncan if you have any queries.

Cancellation Notice and Charges:

  1. It is the account holder’s responsibility to cancel sessions.
  2. Any booked sessions which are not attended are still charged. Even in cases of sickness.
  3. For Active Clubs (run every weekday) 7 days’ notice must be given for any changes to a booking. This must be done via email to Clubs@hertssportsacademy.co.uk.
  4. Parents must book a full session for their child if they wish to join the HSA Club but will arrive late.
  5. Parents must inform us by email (address above) if their child(ren) will be arriving late to the after school club due to attending an extra-curricular club.
  6. All bookings must be made prior to arriving onsite. If you/your child arrive at a site and have not booked, your child may not be accepted. Payment for such sessions must be made on or before the day of the session.
  7. It is the parents’ responsibility to let the school know of any late cancellations and associated pickup changes.

Payments and Overdue Balances

  1. Payment is made online when booking.
  2. When Childcare Vouchers/Ofsted Registration is in place, this will be advertised.
  3. Please use your child’s full name as the payment reference, if making payment through a voucher scheme (when in place).
  4. Having an overdue balance may lead to the termination of your child’s place within the club.
  5. Herts Sports Academy reserve the right to pass any unrecovered fees to an external debt collection agency.
  6. Any fees associated with the debt collection will be passed on to the debtor.

Late Collection Fees:

  1. A charge of £5 for the first 15 minutes and £5 per additional 5 minutes will be applied to all collections made after the advertised session end time.
  2. Any non collection after 30 minutes after the club closes will result in contacting the appropriate authorities.
  3. If a child is collected later than the booked session time, you will be charged the additional fee, as above.
  4. Any late collection fees must be paid within 7 days of the late collection. These will be sent via invoice to your given email address. In such circumstances no refund or credit will be paid.

Safeguarding and Welfare:

  1. If your child does not arrive at a booked club session and we have not been advised of their non-attendance by you the parent, we will begin our Missing Child Procedure.
  2. We are committed to safeguarding all the children in our care from harm and abuse.
  3. We are obligated to report any suspected child abuse or neglect to the relevant authorities.
  4. Parents must inform of any conditions that may affect their child (medical, learning, behavioural, etc). If full information is not provided, this may result in Herts Sports Academy excluding them from certain activities or if it felt necessary, excluding them from using Herts Sports Academy services. In such circumstances no refund or credit will be paid.
  5. Herts Sports Academy may share with and gain information from the school to provide the best care for your child/children while attending our club.

Medication:

If your child requires medication of any sort, including an inhaler, the following must be in place (as relevant) before your child can attend:

  1. Completed Medical details when booking. It is the parent’s responsibility to advise of any additional details about medical conditions, via the personal information form and/or via email to Clubs@hertssportsacademy.co.uk.
  2. Permission to Administer medication form. This is ONLY required for short term medication requirements, which need to be administered during attendance hours. Please contact Clubs@hertssportsacademy.co.uk who will email this form to you as required.
  3. Provision of medication to the club – we have no access to any medication stored in school.

Please note: If the above is not in place, your child will not be able to attend the session.

Collection:

  1. Children can only be collected by an adult over the age of 16 who has been authorised to collect them. Authorised adults will be those named on the booking, including emergency contacts. Please email Clubs@hertssportsacademy.co.uk, if you authorise another adult to collect your child. Please give 24 hours notice of any additional adults.
  2. If your child is allowed to walk home alone, you must provide 24 hours notice, via Clubs@hertssportsacademy.co.uk.

Exclusion:

  1. Herts Sports Academy reserves the right to exclude or refuse any person without notice, if we consider that their presence compromises the safety and/or good atmosphere of the club. Transport home will be the responsibility of the parent and no refund/credit will be available.

Forced Closures:

  1. If Herts Sports Academy is forced to close due to an external factor such as bad weather, infectious or contagious disease outbreak, power cut, 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. If there is a prolonged period of closure, for longer than two weeks, then customers will be liable for the initial two weeks of fees.

Schedule Changes:

  1. Herts Sports Academy may need to amend activity programmes, schedules, services, dates, times and/or venues on occasions that may be out of our control. This will be without refund or compensation to the customer.

Photography:

  1. Herts Sports Academy occasionally take photographs and videos at our venues which can be used for marketing and promotional purposes, including on social media. If you would rather your child was not included in any photographs, please ensure your child’s details are up to date.

Complaints:

  1. If you or your child were not entirely satisfied with the services we provided, we would appreciate the feedback. Please email Herts Sports Academy via admin@hertssportsacademy.co.uk.

Liability:

  1. Herts Sports Academy 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.
  2. Herts Sports Academy take no responsibility for any items that are lost/stolen or damaged at the club.

Lost Property:

  1. On request, Herts Sports Academy will endeavour to return items that can be identified.
  2. Postage costs of lost property are the responsibility of the parent. Unclaimed Breakfast and After School Club lost property will be distributed to local charities at the end of each half term.

Parent Abuse of staff:

  1. The threat or use of physical violence, verbal abuse, intimidation or harassment towards our staff is likely to result in a termination of all direct contact. Such incidents may be reported to the police and this will always be the case if physical violence is used or threatened.

Data Protection:

  1. Herts Sports Academy collects personal details for you and your child to register and enable us to process your booking. It is your responsibility to ensure that you have the necessary permission to pass on the personal details of everyone required. Herts Sports Academy may hold some of your details for future marketing purposes. Please let us know if you do not want to receive future communication from Herts Sports Academy
  2. Parents must agree to the Terms and Conditions and Privacy Policy to book with us