Terms & Conditions

TayPlay Activity Camps

Booking, Payment & Cancellation Policy

Policy introduced: May 2018

Policy last reviewed: 18th September 2024

Policy reviewed by:

Harry Taylor: CEO

Casey Copson: Designated Safeguarding Lead

Email: info@tayplayactivitycamps.co.uk

Website: www.tayplayactivitycamps.co.uk

Legislation and relevant guidance:

TayPlay Activity Camps are committed to ensuring that policies and procedures remain up to date and are reflective of current legislation and guidance.

Please read these terms and conditions carefully. By completing your booking with TayPlay Activity Camps you accept these terms and conditions within our booking & cancellation policy (which constitutes a legal agreement).

1) Bookings

  1. Bookings in relation to all TayPlay services are to be made through the Class4Kids booking system by a parent/guardian.
  2. Bookings can be amended by TayPlay Head Office at the request of the individual who made the booking, in accordance with the policy outlined below.
  3. Bookings are accepted on the same day as the service starting, subject to availability, though this is also subject to points made under the payments heading (section 2)
  4. Bookings made via an external provider, such as a school, council or governing body, then a member of the TayPlay team will aim to accommodate the request and invoice for the services appropriately.
  5. On-site camp staff are unable to authorise or override any changes to your booking. Any amendment or cancellation request must be made in writing to TayPlay and can only be made in accordance with the other points within this policy.
  6. Dates can be swapped, subject to availability, via phone call or email.
  7. All bookings are considered as ‘provisional’ until full settlement is received, and as such no services will be provided to the client by TayPlay until any outstanding funds are paid in full. Payments via childcare vouchers that are pending is not considered full settlement and alternative means of payment should be sought.
  8. Should you arrive before an outstanding balance has been paid, TayPlay has the right to deny services, unless previously authorised by a member of Head Office.
  9. Should a booking be made and not honoured by the client, i.e. non-payment/no show, TayPlay utilizes a strike system. Repeat offenders will be prohibited from making any further bookings with TayPlay.
  10. Sibling discounts and discount codes cannot be added retrospectively to bookings and can only be accepted at the time of booking. Sibling discount is automatically applied on the Class4Kids website when booking for multiple children. It is the responsibility of the person making the booking to provide the correct information and input this correctly at the time of booking.
  11. In accordance with our Ofsted registration and for us to comply, children are able to attend a TayPlay Activity Camp from the September following their 5th birthday. Non-Ofsted registered venues the child must be age 5.
  12. During some activity camps at selected venues, TayPlay offers a ‘Young Leaders’ programme. This programme is strictly for children aged 12-14 ONLY. It is the responsibility of the parent/carer to book the correct camp for their child’s age as of the day of the camp. Should the incorrect camp be booked for an underage child, the parent/carer will be contacted to resolve. More information regarding Young Leaders can be found on our website.
  13. Due to the nature of TayPlay and the differing activities we offer each day, no two days are the same. We appreciate that some children may find this difficult and we would always recommend booking a day at a time when new to the TayPlay experience. This gives children the opportunity to adjust to the way our activity camps are run. Our standard cancellation policy applies for all bookings.

2) Payments

  1. Payments can be made via Debit/Credit Card (subject to a transaction fee), Bank Transfer, Childcare Voucher and Government Tax Free Childcare Account.
  2. Payment for bookings must be made in full, and cleared into our account 4 days prior to the service starting.
  3. Payments for last minute bookings must only be made by Bank transfer, debit/credit card through the Class4Kids system and gov tax free payments if actioned for same-day payment. Due to processing times, we are unable to accept childcare vouchers as a form of payment for late bookings. As well as bookings that have not been settled 4 days prior to commencement of the service.
  4. If a booking is from an external provider, school, council or governing body, a sales invoice will be issued prior to the service taking place. This will be due for payment at the clients earliest convenience or within 4 weeks of invoice date.
  5. Should cleared payment not be received following a provided service, this will be passed onto our legal recovery team to be dealt with accordingly.
  6. TayPlay can also support parents/guardians in receipt of Universal Credit, and once settlement has been received for the booking, can provide an itemised invoice with our Ofsted details present so that a claim for childcare support can be made. Invoices will not be issued until payment has been received by TayPlay in full for the relevant booking.
  7. Should the parent/guardian be in receipt of student finance, TayPlay can also request partial settlement via CCG - please ask the team for more information on how to get this set up. The remaining balance would be payable directly to TayPlay, prior to the camp date as per our booking terms. 
  8. Under no circumstances are we able to refund a payment made, so that an alternative payment method can be used. This includes refunding debit/credit card or BACS payments, so that a payment can be made via gov tax free.

3) Refunds, Changes & Cancellations

TayPlay is a service provider, and therefore experiences substantial loss as a result of last minute client cancellations where the place/service is not rebooked.

  1. Following a booking and subsequent payment, our policy applies;
  2. Up to 14 days prior to booking commencing (Full Refund*)
  3. 13-8 days prior to booking commencing (Full Value Held as Credit)
  4. 7-4 days prior to booking commencing (50% Value Held as Credit)
  5. 3-0 days prior to booking commencement (No Refund or Credit)
  6. *Should the client wish to cancel their booking more than 14 days prior to the commencement date, we will offer a refund to the original payment method, with the exception of childcare vouchers and government tax free payments - in this instance, the full value will be held on account as credit for the full value for any future bookings.
  7. If TayPlay must cancel an activity camp (such as low participant numbers/staff shortage) parents/guardians will receive at least 3 days’ notice, and a full refund will be given.
  8. If a child/children are unable to attend due to illness, a full credit note will be given. This must be proven with a doctors note/letter. 
  9. Any last minute cancellations that are made for any other reason may be offered a partial credit note, at the discretion of the TayPlay Team on a case-by-case basis.
  10. Extended hours can be added onto a booking at the last minute if required, however settlement for the additional cost must be made by bank transfer or via debit/credit card through the class4kids platform immediately. 
  11. We regret that extended hours cannot be removed from a booking and therefore not eligible to be refunded at any stage.
  12. Should the client drop off a child early, or pick up a child late without prior booking of early birds or evening eagles, the additional charge for the hour will be added to the booking, and payment will be required immediately. We act upon a 15 minute grace period. ‘Early’ is defined as dropping off pre 9:15am. ‘Late’ is defined as collected after 4:45pm. The charge is currently £4 for the hour or part-thereof. 
  13. Should the client be late to collect a child from any venue after 5:30pm, a charge of £5 per 5 minutes will be added to cover staff expenses for additional time. Time will be rounded up per 5 minutes (i.e. 7 minutes = 2 x £5). The additional charge is applied per child. We allow a 5 minute grace period and charges will apply after 5.35pm.
  14. Likewise, we are unable to accept any children into our care prior to 8:30am under any circumstances. Staff may be present/on site setting up for the day, however cannot provide care until 8:30am onwards. Parents/carers should not leave the venue until the child has been signed in, and an ITN card given.
  15. Should a duplicate payment be made, regretfully this cannot be refunded if made by childcare vouchers or gov tax free. In this instance it will be held on file as a credit to be used against a future booking. Bank transfers can be refunded when appropriate details are provided to us in order for us to action accordingly.
  16. Parents/carers are eligible to change one booking, per child, per week, free of charge. Any further changes will incur a £2 admin fee per booking.
  17. Bookings cannot be transferred between siblings/friends for non-attendance - bookings are strictly for the child in which it has been booked and are non-transferable.
  18. In line with other childcare providers, we are not able to swap booked days as and when at the parents discretion, particularly at late notice - this is for the most part due to our requirement to align with Ofsted guidelines for ratios and for us to effectively manage the day to day running of the camp. We reserve the right to refuse entry for Children not booked for that day. 

4) Behaviour

Certain behaviours may lead to immediate exclusion, dependent on the circumstances. This is at the discretion of TayPlay Head Office. These behaviours include, but are not limited to:

·      Physical/verbal abuse towards staff and/or other children

·      Intentional discriminatory and/or racist behaviours towards staff and/or other children

·      Behaviour choices which compromise the safety of the child, staff members and/or other children

·      Intentional damage to facilities

In the event of immediate exclusion, no refund will be permitted.

5) Medical

1.    Parents/carers agree to TayPlay administering first aid to their child, if and when necessary. It is the responsibility of parents/carers to inform TayPlay of any allergies to plasters/anti septic wipes

2.    It is the responsibility of parents/carers to ensure that the medical and additional needs information regarding a child is correct and up to date. This must be submitted at the time of booking and any changes must be communicated, via email, to info@tayplayactivitycamps.co.uk