Terms & Conditions

ACTIVE MINDS

BOOKING, PAYMENT, CANCELLATION & PARTICIPATION TERMS

1. Bookings and Confirmation

All bookings are subject to availability. A booking is confirmed only when Active Minds has accepted the booking and any payment required at the time of booking has been received.

Parents and carers are responsible for ensuring that they have selected the correct club, booking period and payment option before completing their booking.

By completing a booking, parents and carers confirm that they have had the opportunity to read and agree to these Booking, Payment and Cancellation Terms before entering into the contract.

2. Term Bookings and Allocated Places

Where a club is advertised as a term, course or fixed booking period, the booking covers the **full advertised period**, rather than individual sessions paid for on an attendance basis.

Once a booking has been confirmed, a place is allocated to the child for the relevant booking period. Active Minds plans staffing, venue arrangements, equipment, resources and club capacity based on confirmed bookings.

Parents and carers should therefore book only when they intend for their child to attend the advertised booking period.

3. Parent-Initiated Cancellations and Non-Attendance

If a parent or carer chooses to cancel a confirmed booking, or a child stops attending during the booking period, this does not automatically entitle the parent or carer to a refund, credit, replacement session or transfer to another club or future term.

This includes, but is not limited to:

- A change of mind or personal circumstances.

- Holidays or other planned absences.

- Conflicting commitments or changes to a child's schedule.

- Choosing another activity, club or provider.

- A child no longer wishing to attend.

- Failure to attend some or all of the scheduled sessions.

Where Active Minds continues to provide the advertised club and the child's allocated place remains available, non-attendance alone does not constitute a cancellation by Active Minds or remove the obligation to pay the agreed booking fee.

**No automatic credit, refund or transfer to another activity or future term will be provided for parent-initiated cancellations or non-attendance.** Any request will be considered in accordance with these terms and applicable consumer law.

4. Cancellations or Changes by Active Minds

If Active Minds cancels a session or is unable to provide the agreed service, it will communicate the relevant arrangements to parents and carers.

Where appropriate, Active Minds may offer a replacement session, alternative provision or another reasonable solution. Where a refund, price reduction or other remedy is required by law, Active Minds will provide the applicable remedy.

Nothing in this policy removes or restricts any statutory rights that parents or carers may have under applicable consumer law.

5. Payment Terms and Due Dates

All fees must be paid by the due date stated at the time of booking or on the relevant invoice.

Where a monthly payment arrangement has been specifically agreed, payments must be received by the stated monthly due date and in accordance with the agreed payment schedule.

Parents and carers remain responsible for ensuring that payments are made on time. Booking a place does not remove the obligation to pay the agreed fees.

6. Overdue Payments and Attendance

Where payment remains outstanding, Active Minds reserves the right to contact the parent or carer to request payment and, where appropriate and lawful, suspend or refuse further attendance until the outstanding balance has been resolved.

Any decision to suspend or refuse attendance will take account of the circumstances, the agreed payment arrangements and applicable law. Suspending attendance does not automatically cancel any outstanding payment obligation.

Where a late-payment charge applies, it will be imposed only where it was clearly disclosed before the booking was made, forms part of the agreed terms and is lawful and reasonable in the circumstances.

7. Registration and Admission Fees

Where a separate registration or admission fee is clearly identified before booking, that fee covers the associated administration or service specified at the time of booking.

Once the relevant administration or service has been provided, the fee will not ordinarily be refundable, except where a refund is required under applicable consumer law or the fee would otherwise be unenforceable.

Any registration or admission fee will be disclosed separately from the club fee before the parent or carer completes the booking.

8. Statutory Consumer Rights

Nothing in these terms excludes, restricts or limits any statutory consumer rights that cannot lawfully be excluded or restricted.

All terms will be applied in accordance with applicable UK consumer law.

9. Acceptance of Terms

By completing a booking and making the required payment, the parent or carer confirms that they have been given the opportunity to read these Booking, Payment and Cancellation Terms before entering into the contract and agrees to be bound by them, subject to applicable law.

10. Changes to Activities and Operational Arrangements

We may need to make reasonable changes to a coach, activity order, equipment, room within the same site or other operational arrangements where reasonably necessary. We will aim to maintain the essential nature and standard of the activity booked.

If a proposed change materially alters the service booked, we will communicate the change and handle the situation fairly, in accordance with Section 4 and applicable law.

11. Refusal, Suspension or Ending Participation

Active Minds may refuse, suspend or end a child’s participation where there is a reasonable and legitimate basis, including a serious or persistent breach of these terms; non-payment handled in accordance with Section 6; a safeguarding or health and safety concern; serious or persistent disruption that prevents safe delivery; violence, threats, harassment or abuse; deliberate or serious damage to property or equipment; or repeated failure to follow essential collection or safety procedures.

Except where immediate action is reasonably required to protect a child or another person, address a safeguarding concern or respond to serious misconduct, we will normally explain the concern to the parent or carer and consider whether it can reasonably be resolved before permanently ending participation.

Any financial consequences of suspension or ending participation will be handled consistently with Sections 3, 4 and 6 and applicable law. We will not automatically retain or charge future fees irrespective of the circumstances where doing so would be unlawful or unfair.

We will consider relevant information about a child’s age, disability, additional needs and circumstances, and any reasonable adjustments required by law.

12. Child Behaviour and Safe Participation

Children are expected to follow reasonable staff instructions, use equipment safely, respect other children and staff, and behave in a way that allows activities to be delivered safely.

Parents and carers must provide relevant information about medical conditions, allergies, injuries, medication, disabilities, additional needs or other circumstances that may reasonably affect safe participation. Please notify us promptly if information changes.

We will consider the information provided and the support reasonably available when planning participation. If we have a concern about whether an activity can be delivered safely for a child, we may contact the parent or carer to discuss suitable arrangements before deciding what action is necessary, except where immediate action is required for safety.

13. Outdoor Activities and Weather

Outdoor activities may continue during ordinary wet weather where the activity lead considers conditions safe. Parents and carers should ensure that children have suitable clothing and footwear for the activity and expected weather.

We may adapt, relocate, postpone or cancel an activity where weather, temperature, ground or other environmental conditions make it unsafe or unsuitable. This may include lightning, storms, flooding, snow or ice, high winds or extreme temperatures.

Safety decisions will be made by the activity lead and, where relevant, the school or venue management. If a session is cancelled or the booked service cannot be provided, Section 4 applies.

14. Activity-Specific Risks, Including Nerf Tag

Physical activities may involve running, jumping, throwing, rapid changes of direction, use of sports equipment and accidental contact. As with physical activity generally, foreseeable risks may include trips, falls, bumps, strains and accidental collisions.

We will take reasonable steps to manage foreseeable risks through suitable supervision, safety instructions, equipment checks and activity rules. Children must follow staff instructions and use equipment only as directed.

For Nerf Tag, children must use foam-dart equipment only as instructed, must not deliberately aim at faces or use equipment in an unsafe way, and must follow all additional rules given by staff.

Parents and carers must tell us before participation about any medical condition, injury or additional need that may affect safe participation.

Nothing in these terms excludes or limits liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence. Acknowledging the ordinary risks of an activity does not waive a parent’s or child’s legal rights.

15. Accidents, First Aid and Emergencies

If a child becomes unwell or is injured, we will take reasonable steps in accordance with the circumstances and our procedures. First aid may be provided by a suitably trained person where available and appropriate.

We will make reasonable efforts to contact the parent, carer or emergency contact as soon as reasonably practicable.

If we reasonably believe urgent medical assistance is required, we may contact emergency services without waiting for parental consent. Where appropriate and practicable, a member of staff may accompany the child until a parent or carer can attend.

Parents and carers are responsible for ensuring that emergency contact details and relevant medical information are accurate and up to date. Any medication or emergency action plan relevant to participation should be discussed with us in advance.

16. Drop-Off, Collection and Authorised Collectors

Parents and carers must follow the published drop-off, sign-in, collection and authorised-collector procedures for the activity.

Children must be collected promptly at the advertised finish time unless an alternative arrangement has been agreed in advance. Parents and carers must provide accurate details of authorised collectors and notify us promptly of any changes.

We may verify a collector’s identity or collection arrangements where reasonably necessary for safeguarding. We will not release a child to a person where doing so would reasonably appear to create a safeguarding risk.

If a child has not been collected, we will follow our safeguarding and late-collection procedures, including reasonable attempts to contact the parent or carer and the emergency contacts provided. Any late-collection charge must have been clearly disclosed before booking and be lawful and reasonable.

17. Photography and Video

Photography and video for promotional purposes are separate from a child’s entitlement to participate. A child will not be excluded solely because permission for promotional photography has not been provided.

Before taking or using identifiable images for promotional purposes, Active Minds will provide appropriate information, record applicable permissions or consent, respect any recorded restrictions and follow relevant safeguarding requirements.

Where we rely on consent, it must be freely given, specific and informed, and it may be withdrawn. Parents and carers can contact activemindsclubs@gmail.com to withdraw consent or raise an image-use concern. We will stop future use that relies on withdrawn consent and take reasonable steps to remove online material where required and practicable. Material already printed or distributed may not be recoverable.

We will not publish a child’s full name alongside an image without appropriate permission. Images will be stored, accessed and shared in accordance with our privacy notice and applicable data protection law.

18. Personal Belongings

Parents and carers should ensure that children do not bring unnecessary valuables or items that are not required for the activity.

We will take reasonable care of belongings handed to us, but we are not responsible for loss of or damage to personal belongings except where caused by our breach of legal duty or where liability cannot lawfully be excluded.

Please label belongings where practicable and report lost property promptly.

19. Information and Personal Data

Parents and carers must ensure that booking information is accurate and complete, including contact details, emergency contacts, medical information, allergies and relevant additional needs. Material changes must be notified promptly.

We use personal information to administer bookings, communicate with parents and carers, deliver activities safely, manage payments, respond to emergencies and meet legal obligations. Further information about what we collect, how it is used, who it may be shared with, retention and data protection rights is set out in our privacy notice

Relevant information may be shared with staff, the school or venue, booking or payment providers, emergency services or other appropriate parties where necessary for delivering the service, safeguarding, safety, payment administration or legal compliance. Information will be handled in accordance with applicable data protection law.

Please use activemindsclubs@gmail.com for sensitive medical or safeguarding information rather than a public channel.

20. Complaints and Contact

If you have a concern about a booking, payment or activity, contact activemindsclubs@gmail.com and include the child’s name, activity, date and booking reference where available. We will review the concern and aim to respond within a reasonable time.

Urgent safeguarding or safety concerns should be raised immediately with the activity lead and through the safeguarding contact stated in our safeguarding information.

Making a complaint does not remove either party’s legal rights.

21. Updates to These Additional Terms

We may update these additional participation terms for future bookings to reflect changes in services, procedures or applicable law. The version made available and accepted at the time of booking will ordinarily apply to that booking.

We will not use an update to retrospectively impose a material new obligation or remove a right under an existing booking without a lawful basis. Any material change affecting an existing booking will be communicated and handled fairly.

22. General

If any provision of these additional terms is found to be invalid or unenforceable, the remaining provisions will continue to apply to the extent permitted by law.

A delay or failure by Active Minds to enforce a provision does not automatically waive the right to enforce it later.

These terms do not exclude, restrict or replace any statutory rights that cannot lawfully be excluded or restricted.