Terms & Conditions

1. Safeguarding, Staff & Training

  • All TeachSport staff hold an Enhanced DBS check (renewed every 3 years) and receive regular training in First Aid and Safeguarding & Protecting Children.
  • Any safeguarding concerns must be reported immediately to: 📧 southwest@teachsport.org | 📞 07530 767190

2. Booking & Confirmation

  • All bookings must be made online via Class4Kids. This is the safest and most efficient way of collecting essential information.
  • Once your booking is complete, you will receive a confirmation email. Your child’s name will be added to the register automatically. No additional confirmation will be sent. If you are unsure whether your booking has been received, please contact us at southwestbookings@teachsport.org or 07530 767190.

3. Payments

Payment can be made by:

  1. Debit/Credit Card
  2. Childcare Vouchers
  3. Government Tax-Free Childcare Account

We do not accept debit or credit card payments over the phone or at venues.

Payments via Government Tax-Free Childcare Accounts:

To organise payments through the Government Tax-Free Childcare scheme, you can book using a discount code and then pay via your online account.

📧 Please contact southwestbookings@teachsport.org for your discount code.

Childcare Vouchers: We are registered with all major providers (see list at the end of this document). Refunds cannot be issued against childcare voucher payments; instead, a credit will be held on your account. To organise payments via Childcare Vouchers, you can book using a discount code and then pay via your online account.

📧 Please contact southwestbookings@teachsport.org for your discount code.

4. Changes to Days and Cancelling Your Place

  • Refunds cannot be given for sickness, cancellations, or changes made with less than 48 hours’ notice prior to the session start time.
  • Cancellations made with more than 48 hours’ notice are eligible for a 90% refund.
  • We will always do our best to accommodate changes, with the best interests of all parents, carers, and children in mind.
  • Refunds cannot be issued against childcare voucher payments; however, credit will be applied to your account.

5. Behaviour & Inclusion

  • TeachSport reserves the right to refuse or exclude any child prior to or during a session if their behaviour is deemed incompatible with the wellbeing and safety of others. In such cases, no refund will be given, and any costs incurred (including damage) will be passed onto the parent/carer.
  • Removal from a session is a last resort. Wherever possible, we will work with parents/carers to resolve issues before exclusion.
  • TeachSport is fully committed to inclusion and welcomes children with special educational needs and disabilities (SEND).

6. Parent/Carer Responsibilities

  • Parents/carers must inform us of any medical, behavioural, or additional needs at the time of booking.
  • Children must be able to use the toilet independently. Please provide spare clothes if needed.
  • Parents/carers are responsible for providing:
  • A refillable water bottle
  • Appropriate sports clothing, plus waterproofs/sun protection depending on the weather
  • Suitable lunch and snacks at our holiday camps (all sites are NUT-FREE)
  • Sun protection: Children should arrive with sunscreen already applied and be able to reapply it themselves during the day. Our staff can provide verbal reminders but cannot apply sunscreen physically.

7. Arrival & Collection

  • Duty of care begins once children are signed in at the session entrance or collected from a school class. Parents/carers must accompany children to the sign-in point during our Holiday Camps or Extra Time wraparound care.
  • Children should not be dropped off in car parks or left to walk in alone.
  • At collection, parents/carers must notify our team before taking their child and sign their child out, if applicable. Children will not be released unless staff can see the authorised adult.
  • If someone else is collecting your child, please inform us in advance via the Class4Kids registration question. If this can not be completed parents/carers must email/phone, or notify the team at the earliest convenience.
  • Children may only travel home alone with written permission from the parent/carer.

8. Late Collection Policy

  • Collection later than the scheduled finish time (without prior communication) will incur additional charges:
  • £5 per 15 minutes (up to 1 hour maximum). For example, if the session finishes at 5pm and collection is made at 5.16pm a £10 charge will be made.
  • If no contact can be made within 30 minutes of the end of the day, Social Services and/or local police may be contacted in line with our Uncollected Child Policy.
  • Consistent lateness may result in bookings being cancelled. Any unused future bookings will be refunded in full.

9. Personal Belongings

  • TeachSport does not accept responsibility for lost or damaged belongings.
  • We strongly advise that children do not bring valuables (e.g. phones, tablets, toys).
  • Mobile phones/devices must not be used during sessions. Children may carry a phone for travel safety, but it must remain in their bag during activities.

10. Complaints & Communication

  • For booking and payment queries, please contact:
  • 📧 southwestbookings@teachsport.org | 📞 07530 767190
  • Please do not raise payment or booking queries with on-site staff.
  • For concerns about your child’s experience, please first contact southwestbookings@teachsport.org.
  • If you are not satisfied with the response, please escalate to southwest@teachsport.org for further investigation.

11. Data Protection (GDPR)

  • Personal information collected via Class4Kids is required for safe and professional childcare.
  • Information is not shared with third parties outside TeachSport.
  • Parents/carers are responsible for keeping their details up to date (addresses, phone numbers, medical information).
  • All systems used are GDPR compliant.

Childcare Voucher Providers

Please see the Childcare Voucher provider name and the reference to quote below...

CARE4 – 08514527; COMPUTERSHARE – 0026471003; EDENRED - P21277517; SODEXO – 266667; KIDDI VOUCHERS – 2555990; ENJOY BENEFITS - 2555990

If your Childcare Voucher provider is not stated, please get in touch at southwestbookings@teachsport.org. Refunds cannot be made against voucher payments. Cancelled bookings will be credited to your account.

Last updated: September 2025