TERMS & CONDITIONS (INCLUDES OUR PRIVACY NOTICE)
Terms & Conditions
When booking with Komplete Genius Programmes/Clubs a contract is formed between us. We are obliged to set out the ‘Terms & Conditions’ of that agreement and our Privacy Notice below. We have very high expectations of our programmes and if for any reason we do not meet your expectations our staff will use their best judgement and work hard to put them right.
Komplete Genius Programme admissions policy is that when places are limited children will be admitted in the following order of preference:
- Children will be admitted in chronological order of first application
- If there are siblings
Payment is required in full to confirm your booking. It also confirms the acceptance of the booking “Terms and Conditions” Payment is by BACS transactions details provided upon registration.
Your confirmation invoice will detail your children’s details, dates and amount due to Komplete Genius Camps. Please check it and let us know within 14 days if the details are incorrect.
Cancellations must be made in writing at least one week prior to your child’s booking and can result in loss of your payment if not enough notice is given. Komplete Genius Camps regret that you will be charged for children unable to attend through sickness. This is because we would have already made provisions for them attending camp and may have turned custom away.
Depending on the severity of a child’s behaviour and if the problem cannot be resolved, staff will have no choice but to call the child’s parent or guardian and exclude the child from camp. In the event of exclusion, the fee will be refunded.
Parents and guardians are responsible for ensuring that they or an authorised person collect their children before the programme closes at 4.30pm. For the protection of your children, no child will be released to an unauthorised person. Each parent will be given a security number or password, and when collecting children, the authorised person should sign the attendance book, and be prepared to quote the security number/password? An additional charge of £5.00 per quarter hour will be made for any child who has not been collected by an authorised person by the time they are due to be collected.
Health and Safety:
When registering your child, you must specify any medical information to enable us to act appropriately and professionally. In order for us to maintain high standards of health and safety, children with certain medical or physical conditions may not be allowed to participate in some activities. We will work hard in providing alternative activities. All information given will be treated in complete confidence.
Komplete Genius staff have a duty to respond if they suspect a child in their care may be suffering from abuse, or if a child makes a disclosure about abuse. In this event staff will follow Komplete Genius Camps Child Protection Policy and contact the local area Child Protection Committee and act on their advice.
Komplete Genius Programmes ratio of staff to children is 1:15. There will always be two members of staff with children at all times to comply with our health and safety standards.
At Komplete Genius Programme we need to collect some personal details from you and your children on your registration so we can process your booking, such as names, ages, date of birth, addresses and any medical or dietary restrictions. All records will be kept in the strictest of confidence and filed appropriately. See additional information in the privacy notice section below.
Komplete Genius Programmes are covered by public liability insurance; however, we do not accept liability for loss or damage of personal items. It is the child/ parents’ responsibility for personal items brought on to the camp.
Komplete Genius Programme reserves the rights to change advertised activities in the event of:
- Unsuitable weather conditions
- Failure of equipment
- Building faults/ maintenance
- Adapting for children with special needs
It is of high importance to us that every child that attends our camp enjoys their time. We will carry out customer evaluation questionnaires to ensure that we maintain our high standards. If you or your child are not entirely satisfied with the service we provide then we want to be the first to know. The Programme manager will deal with any complaint promptly and efficiently. All complaints will be recorded in our ‘complaints book’ along with our action plan to rectify the complaint. Please be assured your complaint will be taken very seriously.
Privacy Notice: At Komplete Genius we respect the privacy of the children attending the Club and the privacy of their parents or carers. The personal information that we collect about you and your child is used only to provide appropriate care for them, maintain our service to you, and communicate with you effectively. Our lawful basis for processing the personal information relating to you and your child is so that we can fulfill our contract with you. Our legal condition for processing any health-related information that you provide about your child is so that we can provide appropriate care for that child.
Any information that you provide is kept secure. Data that is no longer required* is erased after your child has ceased attending our Club.
We will use the contact details you give us to contact you via phone, email, social media and post, so that we can send you information about your child, our Club and other relevant news, and so that we can communicate with you regarding payment of our fees.
- We will only share personal information about you or your child with another organisation if we:
- have a safeguarding concern about your child
- are required to by government bodies or law enforcement agencies
- engage a supplier to process data on our behalf (e.g. to take online bookings, or to issue invoices)
- have obtained your prior permission.
You have the right to ask to see the data that we have about yourself or your child, and to ask for any errors to be corrected. We will respond to all such requests within one month. You can also ask for the data to be deleted, but note that:
- we will not be able to continue to care for your child if we do not have sufficient information about them
- even after your child has left our care, we have a statutory duty to retain some types of data for specific periods of time* so can’t delete everything immediately.
If you have a complaint about how we have kept your information secure, or how we have responded to a request to access, update or erase your data, you can refer us to the Information Commissioner’s Office (ICO).
Please tick the box next to our terms and condition to confirm that you have read and accept our terms and conditions which includes our Privacy Notice.