Terms & Conditions

Contract & Booking

By registering your child for either the holiday camp or after-school club provided by Ace Sports Camps at Olton Primary School, you (the parent/guardian) enter into a contract with Ace Sports Camps. You confirm you have parental/legal responsibility for the child. Bookings are confirmed only once payment (for paid places) or eligibility verification (for HAF places) has been completed and you receive a written confirmation from us.
Holiday Camp Places – HAF & Paid

2.1 For HAF places: The child must meet eligibility criteria under the Holiday Activities & Food (HAF) scheme. You must provide the required code/documentation when requested.
2.2 For paid places: Full payment (or agreed deposit/payment schedule) must be received before the camp session begins.
2.3 Failure to pay (for paid places) or to verify eligibility (for HAF places) may result in cancellation of the space.
After-School Club Provision

3.1 The After-School Club is available for children aged 4-12 for students at the venues school, running during term-time on specified school days.
3.2 Bookings must be made in advance and payment (if applicable) must be received prior to attendance.
3.3 Sessions begin immediately after the school day ends (or at the designated time) and finish at the published pick-up time.
3.4 For late collection beyond the published finish time a late collection fee will apply £10 after 10 minutes or if there is persistent lateness under 10 minutes a charge of £10 will still be made.
3.5 If your child is absent, the booked session fee still applies unless otherwise agreed in writing.
3.6 We reserve the right to cancel or alter an after-school session (e.g., due to staffing, school closure) in which case we will aim to give notice; where required you may receive a refund or credit for the session.
Cancellation & Refunds

Cancellations by you more than24 hours before the start of a holiday camp session or after-school club term will receive a full refund (for paid places) or release of the place (for HAF).
Cancellations within 24 hours may incur a partial refund or no refund, depending on notice given, for holiday camp or after-school club.
If we (Ace Sports Camps) cancel a session, you will receive a full refund (paid places) or an alternative place/credit (HAF or after-school) where available.
Non-attendance (e.g., sickness, holidays) does not automatically qualify for a refund; fees still apply unless otherwise agreed.

Attendance, Drop-Off & Collection

Holiday camps: Start and end times will be published for each holiday period. Late arrival or early collection does not reduce fees unless agreed in advance.
After-school club: Children must be collected at the scheduled end time. Persistent lateness may lead to removal from the club or extra charges.
You must inform us in advance of any change to collection arrangements or authorised persons for pick-up.
We reserve the right to refuse attendance if drop-off/collection arrangements pose a safeguarding concern.

Behaviour, Inclusion & SEND Support

Children are expected to behave respectfully and follow the rules of the camp or club. Persistent poor behaviour may lead to exclusion without refund.
Children with special educational needs and/or disabilities (SEND) are welcome. Please inform us at booking if your child requires additional support (e.g., 1:1 support, specialist equipment). We will seek to make reasonable adjustments subject to available resources.
If your child’s additional support needs mean the provision is not appropriate, we will discuss options with you.

Health, Safety & Medical Information

You must provide full and accurate information about medical conditions, allergies, medications, dietary requirements, and emergency contacts at booking.
Medication must be clearly labelled and handed to staff with instructions.
We are not liable for loss or damage to personal belongings.
The provision may be changed (activities, venue) due to weather, staffing or safeguarding concerns.

Meals & Activities

On holiday camp days, each child receives a healthy meal. Please inform us of any dietary needs or allergies.
Activities include multi-sports, arts & crafts, and structured fun. In after-school club sessions, a snack or light meal may be brought along. Under no circumstances can nuts be brought to any of our camps or after school sessions.
Programme may change depending on circumstances; we will endeavour to keep you informed.

Fees, Payment & Late Fees

Fees for paid holiday camp places and after-school club are published separately and are subject to change.
Payment methods accepted and deadlines will be communicated at booking.
Late collection or failure to collect at end time will incur additional fees.
Non-payment may result in cancellation of your booking.

Changes to Programme & Venue

We reserve the right to make reasonable changes to program, times, staff, or venue. In case of significant changes we will inform you as soon as reasonably practical.
Venue may change in rare cases; we will endeavour to compensate or provide alternative.

Data Protection, Media & Consent

Personal data is processed in accordance with our Privacy Policy and applicable UK data protection laws (GDPR/Data Protection Act).
Photographs/videos may be taken for promotional or internal use. If you do not consent, please inform us at booking.

Liability

We carry appropriate public liability insurance.
We will exercise reasonable skill and care; however, we are not liable for injury, damage or loss caused by the child’s own negligence or for events outside our control (force majeure).
Nothing in these terms limits liability for death or personal injury caused by our negligence.

Governing Law & Jurisdiction
These Terms & Conditions are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.