Registration and Booking Procedure

To register go to our website, www.athenaactivities.co.uk. Once your account is set up and children registered you will then be able to book sessions with Athena Activities Limited.  Bookings will not be secured without full payment prior to the day of attendance.

Payment & Agreement

The agreement between you and Athena Activities Limited begins at the point where a payment is made, whether in part or full, and is when these booking conditions apply from. This agreement is with you, as the person who made the booking, and you are responsible for ensuring any parent/carer relating to this booking is aware of and accepts these booking conditions.

Athena Activities Limited accepts payment by credit card, debit card, and childcare vouchers – or a mix of these. A booking is only confirmed once we’ve received full payment or confirmation of childcare voucher payment from your childcare voucher provider. Full and final payment for all bookings must be in our account before your first day at camp / after-school club or before the end of the offer period. If full payment has not been received by this deadline, the booking may be cancelled, or price adjusted to the new offer rate. If payment is not received by the first day of your booking Athena Activities Limited retains the right to refuse access to camp until full payment is made and confirmation of this payment is given to the relevant camp or after-school club staff by our head office.

Bookings that qualify for our ‘early bird’ rate or any other promotional offers, need to be paid in full at the time of booking, by credit/debit card, childcare vouchers or a mix of both. If choosing to pay using childcare vouchers, your childcare voucher funds must clear in Athena Activities Limited bank account prior to the promotion deadline. We recommend allowing at least 5 working days for your childcare voucher provider to process the payment to the Athena Activities Limited bank account to ensure we receive the funds in time. We may ask for a credit transfer payment if it is too close to your day at camp / after-school club, then we can refund your payment once the childcare voucher payment has been received.  Fees will be charged for booked sessions whether the child attends or not.  If the fees are unpaid Athena Activities Limited retains the right to take legal action.

Payment with Childcare Vouchers

Athena Activities Limited accepts all childcare vouchers (CCVs) as a form of payment for bookings. Your booking will not be confirmed until we receive and process your CCVs. After receiving your booking confirmation email, please contact your childcare voucher provider and quote your booking reference number.  Your childcare provider will then contact us to arrange payment.  

Confirmation

Your Booking Confirmation confirms what you have booked. Please check it, including dates, location and child details. Responsibility for all booking details lies with the person who made the booking. Consumer Rights – as you’re booking a service with specific dates, the 14-day cooling off period does not apply, however, if your confirmation is not what you expected please tell us within 5 working days, we’ll change it if we can, or refund you if we can’t. After 5 working days our normal cancellation and booking amendment terms will apply.

Booking Amendments

Bookings can be moved within the same season/term (e.g., summer) subject to availability, provided you do so more than 7 days in advance of the booking date.  When moving days if the current day price is greater than the original price paid (e.g., if you originally booked on an offer price) you will be charged the difference. If less than 7 days’ notice we will try to change your dates within the same camp or club, subject to availability, on payment of a £5 amendment fee.

We can take bookings for after-school clubs or camps on the day, however there will be a £5 administration charge added to the booking.

Booking Cancellations

Bookings can be cancelled up to 28 days before the first date of your booking, we will refund all monies paid minus a 25% cancellation fee. If cancellation is less than 28 days before the first date of the booking no refund is available.

If you cannot attend camp due to medical reasons, upon receipt of a valid medical note, we will offer you a credit for the duration of the camp to be used within 12 months of your original booking.

We will process any refund due to you as soon as possible onto the original payment method and, in any event, within 30 days of the day you have given notice of your cancellation.

Discounts and Offers

Discounts cannot be used in conjunction with each other. If you have multiple discount codes, the best rate will be offered to you. Athena Activities Limited cannot apply discounts retrospectively and discounts must be applied at the time of booking. Discounts will end at midnight on the day advertised. Our pricing policy generally works on the basis that the earlier you book the better the price although occasionally we may promote a special offer that will make prices cheaper than you paid.

Venue Cancellation

In exceptional circumstances we may have to cancel dates or venues. If this happens, we will endeavour to give those booked at least 14 days’ notice and will offer a suitable alternative if one is available, or refund all monies paid for the dates affected.

Adverse Weather Conditions

If we are unable to run a camp or after-school club due to adverse weather conditions, we will offer a credit or a full refund.  We will advise customers of any closure as soon as possible and by any means possible.  If customers are unable to attend during bad weather but the camp is open no refund will be available. Amber or Red weather warnings by the Met Office will be used to determine adverse weather conditions.  Parents are responsible for ensuring children have the appropriate clothing and sun protection.

Health and Safety

At the time of booking, it is the responsibility of the parent/guardian to supply us with full information relating to the child’s physical and mental health, including an EHCP if the child has one. To maintain appropriate standards of health and safety, if your child has additional needs you will need to discuss these with us in advance of booking to ensure our staff can fully support your child. Children with certain medical, physical, or behavioural conditions or those who cannot demonstrate the required skill to take part safely may not be able to participate in some activities.

We have a duty of care to ensure we always keep children safe, so where English is not their first language, they must have a suitable level of understanding to ensure they can follow instructions from staff to keep themselves and others safe and communicate if they are unwell/injured.

To help prevent the spread of illness/disease, children must not attend camp if they are ill or infectious or have been in contact with someone who has recently been diagnosed with an infectious illness/disease.

Athena Activities ratio of staff to children exceeds all statutory requirements. The actual ratio varies between activities, age groups and camps and does not offer any higher staff/child ratio than 1:8, irrespective of any child’s specific needs.

Children who have fallen ill prior to a camp or after-school club should not be brought or attend so that infection is restricted.

An appropriate factor sunscreen is recommended for all children during warm weather. It is advised that each child brings a water-based drink in a clearly named drinks bottle as they will be involved in physical activity.

Athena Activities Limited facilities operate on a no-nut policy and reserve the right to confiscate foods which are brought into camp with any nut ingredients.

Special Requirements

Athena Activities Limited recognises that the needs of individual children vary and will endeavour to accommodate children with specific needs and/or medical conditions within the camp environment.  It is our policy not to exclude any child due to specific needs and/or medical conditions wherever possible.

It is the responsibility of the parent/carer to inform us of any medical conditions and special educational needs or disabilities, whether booking online or over the phone, so we can discuss how best to accommodate the child, and consider whether any reasonable adjustments can be made to ensure they are able to fully participate and enjoy the activities at camp or after school clubs within the staffing ratios provided for their age group. The needs of each child vary so decisions are made on a case-by-case basis and depend upon the level of support each individual child may require.

We are not able to provide additional staff to support a child above our standard ratios of 1:8 or 2:16 for 4 to 5-year-olds, 1:14 for 6-7-year-olds and 1:15 for 8 years old and over, irrespective of any specific needs or medical conditions.  Where we feel that a child is not coping within these ratios, we reserve the right to ask the parent/carer to come and collect their child.  No refund will be available.

We are happy to accommodate a child with specific needs on a paid trial basis and reserve the right to review further bookings.

First Aid

In the event of an accident or illness, which requires medical attention while at a camp or after-school club, we will provide first aid on-site and make every attempt to contact you. You acknowledge and consent to our taking the child offsite to obtain medical attention when we deem this is required, if necessary, in an emergency.

Essential medication must be handed to each Childs Coach/Group Leader for safekeeping along with written instructions for any special situations.

Your Child’s Information

At the time of booking full and accurate information about the child’s DOB, medical, physical or behavioural needs, or any other additional needs, must be provided. Failure to do so may result in the child being excluded from certain activities. In some circumstances, we may have to cancel the booking and no refund will be paid. All information given will be treated in complete confidence.

Child Protection

Athena Activities Limited staff have a safeguarding duty to respond if they suspect a child may be suffering from or makes a disclosure about abuse. In this event, staff will contact the relevant local authority and act on their advice.

Incompatibility

We reserve the right to exclude or refuse any child at any time for any reason at our absolute discretion if the behaviour of that child is incompatible with the general well-being of Athena Activities Limited e.g., bullying, dangerous, inappropriate, disruptive, or aggressive behaviour. Any additional costs incurred, such as transportation home will be at the parent/guardians’ expense and no refund will be made for days missed and no compensation made for any other costs or losses incurred as a result. Athena Activities Limited reserves the right to exclude any child for this reason.

Please note exclusion may also result due to persistent late collection. Where children are collected after the booked time, we will apply a ‘Late fee’ of £5 per 15 minutes to your account and invoice accordingly.

Programme changes

The timetables for certain activities are subject to alteration in the event of wet weather conditions or other factors which are beyond our control. The Head Coach/Group Leader may choose to alter a programme due to the ability or energy levels of a group. We reserve the right to cancel a booking due to low numbers; we will offer an alternative or refund any payment.

Personal Property

Athena Activities Limited will not take responsibility for the loss or damage of any items of personal property brought into the camp or after-school club. Please remember to clearly label all items as our camp staff can contact you if they’re found at camp or after school club. We won’t be able to contact you if items aren’t labelled. Lost property items will be displayed in the registration area. Please check this area at drop off/pick up time. If your child misplaces any personal items, please speak directly to the camp or after-school club manager who can try to locate the item for you. On the last day of each camp or after-school club, any unclaimed lost property will be taken to a local charity shop by our camp staff. We are not responsible for any items left at camps or after-school clubs.

We do not accept responsibility for events that are outside of our direct control. These include (but not exclusively) events such as strikes, bad weather, disasters, war, acts of terrorism, quarantine, or sickness etc.

Photography

Please be aware that Athena Activities Limited Leaders may take photographs and use them for promotional purposes for example photos in brochures, advertising material and resources and social media. Please ensure your permissions options are correct on your child’s profile on Athena Activities website at the time of booking if you have any objections.

Surcharge

Athena Activities Limited reserves the right to surcharge published prices if there is an increase in the rate of VAT above 20% prior to the commencement of the camp/after school club.

Policies and Procedures

For our full policies and procedures documents, please email our Customer Services Team at enquiries@athenaactivities.co.uk.

Complaints

Athena Activities Limited is committed to ensuring every child has a great experience and they can’t wait to come back. If you or your child are not entirely satisfied with the service provided, then we want to be the first to know. If there’s a problem while your child is still at the after-school club or camp, we can almost always resolve it. We cannot change the situation after the event, so please talk to the After School Club/Camp Manager promptly if you have any complaints. If your child is still at after school club or camp and the problem persists, please contact our Customer Services Team at enquiries@athenaactivities.co.uk. You can be assured that your complaint will be taken very seriously. In the unlikely event, your complaint is still unresolved, you may wish to contact Ofsted at 03001234666 or enquiries@ofsted.gov.uk

Limitation of Liability

Our liability for losses you suffer as a result of us breaking this agreement including deliberate breaches is strictly limited to the purchase price of the camp you booked and any losses that are a foreseeable consequence of us breaking the agreement. Losses are foreseeable where they could be contemplated by you and us at the time your booking is accepted by us.

This clause does not include or limit in any way our liability for:

• Death or personal injury caused by our negligence; or
• Fraud or fraudulent misrepresentation; or
• Any breach of the obligations implied by section 2 of the Supply of Goods and Services Act 1982; or
• Losses for which it is prohibited by section 7 of the Consumer Protection Act 1987 to limit liability; or
• Any other matter for which it would be illegal or unlawful for us to exclude or attempt to exclude our liability.

We are not responsible for indirect losses which happen as a side effect of the main loss or damage and which are not foreseeable by you and us, including but not limited to:

• Loss of income or revenue;
• Loss of profits or contracts;
• Loss of anticipated savings; or
• Loss of data

Disclaimer

By accepting these terms and conditions, you understand and agree that:

1. The activities of the camp(s) on which any Participants are enrolled involve an inherent risk of injury.
2. You are responsible for the Participant’s safety and accept this inherent risk in order for your child to participate in the camp.
3. You will ensure that the Participant acts and behaves appropriately and always complies with our safety rules and procedures in order to minimise risk.
4. You will ensure that the Participant immediately ceases the performance of the activities if you are concerned about the safety of the activities or the health of the Participant.
5. In the event of an accident or any damage, loss, injury, or death, we will not be liable for any direct or indirect loss, damage or injury arising from or in connection with the activities undertaken on the camp.
6. You accept that we will undertake all necessary risk assessments and deliver the camp(s) and after-school clubs in as safe as possible a manner, but that this does not remove all risk of injury to the Participant.
7. You hereby waive all and any claims against us in respect of clause (5) above.

Data Protection Act

Athena Activities Limited acts as a Data Controller for the purposes of the GDPR. To process your booking, we need to collect personal details about you and all the children on your booking. It is your responsibility to ensure that you have permission to pass on these details. Additionally, we’d like to hold and use some of your details for future marketing purposes, we’ll ask for your consent to this when you register your details with us. We comply with the requirements of the Data Protection Act 1998, regarding obtaining, storing, and using personal data.

We will use your details to mail and/or email you with future information about our services and products; you may opt out of our mailing list when booking or afterwards at any stage.

We are registered with the Information Commissioner’s Office.

This policy was adopted by: Athena Activities Limited on the 26th of June 2023.

This policy is to be reviewed on the 26th of June 2024.

Signed: Rosemary Saunders – Director