TERMS AND CONDITIONS – HI 5 KIDS
1. Introduction
1.1 Purpose These Terms and Conditions govern the enrolment and participation in the before and after school care and holiday programmes offered by Hi 5 Kids ("the Club"), which is designed to provide a safe and structured care environment for children. By registering and enrolling with Hi 5 Kids, you confirm that you have read, understood, and agree to abide by these Terms and Conditions.
1.2 Definitions For the purposes of these Terms and Conditions, "Caregiver" refers to any parent, guardian, or person who has legal responsibility for the child enrolled in our programmes. "We", "us", and "our" refer to Hi 5 Kids.
1.3 Venue All programmes operated by Hi 5 Kids take place at Cornwall Park District School, located at the corner of Greenlane West and Wheturangi Road, Greenlane, Auckland and Wakaaranga School, located on 18 Butley Drive, Farm Cove, Auckland.
2. Personal Details Collection and Use
2.1 Information Collection We collect personal details necessary to fulfil our obligations under our contract with you and to comply with our legal duties as a service provider. This includes, but is not limited to, child and family names, contact information, and any relevant health information that impacts care.
2.2 Compliance with Legislation All collected information will be managed in accordance with the Privacy Act 2020 and other relevant child protection legislations. Access to this data may be provided to authorised government departments and audit organisations as required by law.
2.3 Access and Correction Rights You may access your and your child’s personal information at any time through your account on our website at www.enrolmy.com/hi5kids You have the right to update or correct your details directly through the Enrolmy interface.
3. Account and Booking Procedures
3.1 Account Creation To book our services, you must first create an account where you will provide current and accurate personal details. It is your responsibility to ensure that all information on your account is kept up-to-date.
3.2 Booking Confirmation All bookings are subject to confirmation by us. You must check and verify your booking details for each programme or activity to ensure their accuracy. Bookings are not considered confirmed until you have received an email verification from us.
4. Communication and Information Use
4.1 Programme Information We will use the contact details provided in your account to send information about upcoming programmes, events, and promotions. We believe in keeping our caregivers well-informed to ensure the best experience for you and your child.
4.2 Feedback Collection To maintain the quality of our services, we may send surveys and request feedback about your experiences and the experiences of your child in our programmes.
4.3 Additional Information Requests For certain activities or special programmes, additional information specific to the activity may be required at the time of booking to meet programme needs.
4.4 Website Access and Use
Access to the Hi 5 Kids website content is provided for enrolled families only. Programme materials, resources, and information on our website are intended solely for personal use by parents/caregivers. Copying, redistribution, or use of programme materials without express permission is strictly prohibited.
5. Health and Safety Policies
5.1 General Policy The safety and health of your child are paramount. We adhere to strict health and safety protocols, which include detailed policies on illness, medication administration, and emergency procedures.
5.2 Emergency Medical Care In the event of an emergency where your child requires medical attention, our staff will make every effort to contact parents, caregivers, or emergency contacts promptly. If these attempts are unsuccessful, I authorise the staff and employees of Hi 5 Kids to act on my behalf and take all necessary steps, as advised by a qualified and registered medical practitioner, to ensure the proper treatment and care of my child in the case of an accident or illness.
5.3 Unwell children While our senior staff are trained in first aid, we are not equipped to care for sick children. If a child arrives at the programme visibly unwell, we reserve the right to decline their attendance. If a child becomes unwell during the programme, we will notify caregivers immediately and request that the child be picked up as soon as possible. In the meantime, we will do our best to ensure the child is comfortable until a caregiver arrives.
5.4 Medication and Health Information Allergies, chronic illnesses, or injuries must be disclosed in the child’s personal details section. We only administer medication as authorised through an approved Medical Consent Form provided by the caregiver.
5.5 Special Needs Children with disabilities or special needs are welcome in our programs provided we can reasonably accommodate their needs without compromising the safety of the programme. We will work collaboratively with caregivers, a Special Needs Assessment Form must be completed, and a trial period may be conducted to ensure that we can meet these needs adequately.
5.6 Belongings Disclaimer
Hi 5 Kids is not responsible for any personal belongings that may be lost, stolen, or damaged during programme activities. We recommend that children do not bring valuable or sentimental items to the programme.
5.7 General Consent for Activities
Enrolment in Hi 5 Kids provides general consent for your child to participate in all scheduled programme activities, both onsite and offsite (with specific notification provided for offsite outings). Hi 5 Kids prioritises safe and enriching activities and ensures that all programmes adhere to relevant safety protocols.
5.8 Child Protection Hi 5 Kids operates under a comprehensive Child protection policy, which includes the mandatory reporting of any suspected child abuse to Oranga Tamariki and/or the police. A copy of the child protection policy is prominently readily available at our venues.
5.9 Custody Arrangements and protection orders If there are any custody or safety concerns affecting your child’s wellbeing, including Protection Orders or Custody Arrangements, please provide a PDF copy of the relevant legal documents at the time of enrolment. You may also include clear instructions on the actions you would like our staff to take if an unauthorised individual attempts to collect your child. These measures help us ensure your child’s safety and security at all times.
6. Drop-off, Collection, and Release Policies
6.1 You or an authorised pick-up person are required to sign your child(ren) in at the beginning of each Before School Care session, and sign them out at the end of each programme session. This must be done either through our digital system (using the PIN code assigned to you) or, if unavailable, on a manual sign-in/out sheet. With prior agreement, and once a completed sign-in/out permission form has been returned, we may sign Year 3 and older children in and out of the programme on your behalf.
6.2 Authorised Pickup Your child will not be released to any person not listed as an authorised pickup individual on your child's account. It is your responsibility to keep this list updated.
6.3 Identification Verification We reserve the right to request photo ID from any person picking up your child to verify that they are authorised to do so.
6.4 Non-Release Situations We will refuse to release a child to any person who is visibly under the influence of drugs or alcohol, or who poses a reasonable threat to the safety of the child. In such cases, police assistance may be sought.
6.5 Late Pickup Fees
Late pickups after the programme end time will incur a fee of $2 per minute, applied from the programme's scheduled end. These fees cover additional staffing and operational costs.
7. Absences, Booking Changes, and Cancellations
7.1 Absences
For safety you must notify the Programme Lead directly via the designated site phone or email if your child will be absent prior to the session beginning. We see absences as a team effort and ask you to let us know as soon as possible to assist our staffing and resource planning. To ensure we don’t need to charge for the missed session you must let us know before the times below:
- Before School Care: Changes should be made online before 11:59pm, the night before, to avoid charges.
- After School Care: By 12:00 PM on the day of your booking to avoid charges. Credits for same-day cancellations are offered as a goodwill flexibility and are subject to fair use. Where same-day cancellations become frequent or habitual, we reserve the right to decline further credits.
- Holiday Programme: At least 24 hours in advance to avoid charges.
If notification is not received by these times, full charges for the missed session will apply.
7.2 Booking Changes and Late Additions
We encourage you to make any booking changes as early as possible through Enrolmy. If you miss the online cut-off for changes (midnight the night before the day of your booking), please contact us via text or email, and we will do our best to accommodate. All children must be pre-booked to ensure adequate staffing and safety. Walk-ins cannot be accommodated unless approved in advance by our Programme Lead.
- Late change requests (outside of the times detailed above in 7.1) may incur full charges for the original booking and/or an administration fee, calculated at our discretion.
- Early drop-off or late collection outside of booked times will incur additional charges. Late collections after 6pm (or closing time for the day) will be charged at $2 per minute.
- If a child is dropped off or collected outside the scheduled time of a shorter session, the booking will automatically be upgraded to the longer session, with additional fees applied accordingly.
- Fees, including those for bookings and additional services, will be reviewed annually or as required. We will provide clients with at least one month's notice of any changes whenever possible.
7.3 Booking Cancellations
Cancellations that can't be made online must be communicated by texting the venue phone or sending an email to: hello@hi5kids.co.nz
- Before School Care: By midnight the night before.
- After School Care: By 12:00 PM on the day of the booking.
- Holiday Programme: At least 24 hours before the session start.
Failure to provide notice within these times will result in full charges for the booked session.
Venue Phone: Cornwall Park District School - 021 288 0731
Venue Phone: Wakaaranga School - 028 8510 2958
8. Fees and Payments
8.1 Fees
All programme fees will be detailed during the booking process and are subject to change based on programme requirements and periodic reviews.
8.2 Payment Terms
For Holiday Programme bookings, confirmation will only be granted once the invoice is paid in full, either at the time of booking or before the first day of attendance at the holiday programme. Before and After School Care (BSC/ASC) invoices are due by the date specified on the invoice, typically in arrears.
8.3 Payment Methods
Payments can be made online at the time of booking, directly into our bank account, or by credit card. Please note, payments made by credit card will include additional merchant fees, which will be disclosed before payment completion.
8.4 Late Payments
Failure to settle fees by the due date may result in cancellation of the booking and refusal of future bookings until outstanding balances are settled or a payment plan is agreed upon. Additional fees may be charged to overdue accounts to cover administration costs incurred, or as otherwise detailed on your invoice.
8.5 Indemnity Clause
The Caregiver agrees to indemnify and hold Hi 5 Kids harmless against any costs, including debt collection fees and legal expenses, incurred due to unpaid fees or breach of these Terms and Conditions.
8.6 Work and Income (WINZ) Subsidies
Caregivers are responsible for applying for any Work and Income subsidies they may be eligible for and we strongly recommend that families applying for an OSCAR Subsidy make their permanent term bookings as early as possible to ensure all required forms are submitted on time. All fees must be paid in full if subsidy applications are delayed, declined, or do not fully cover the programme costs. It is also the caregiver's responsibility to notify Hi 5 Kids of any changes affecting subsidy eligibility or payment..
For the school holiday period, a 25% deposit is required before WINZ forms can be provided. Once WINZ payments are received, we will reconcile your account. Any overpayments will be credited or refunded, while any underpayments will be invoiced and must be settled promptly.
8.7 Annual Programme Fee Reviews
Programme fees are reviewed annually, or as needed, to reflect operational costs and regulatory requirements. Whenever possible, Hi 5 Kids will provide one month's notice to caregivers before any fee adjustments take effect.
8.8 PCI Compliance and Payment Security
Hi 5 Kids uses Enrolmy for managing bookings and payments. Enrolmy utilises a trusted third-party payment provider that complies with all Payment Card Industry (PCI) security standards. This ensures that credit card information is securely stored, encrypted, and processed with the highest levels of data protection. The facility allows both you and Hi 5 Kids to authorise payments securely for bookings, maintaining your privacy and safeguarding your payment details.
9. Programme Adjustments and Cancellations
9.1 Adjustments by the Club We reserve the right to modify, cancel, or merge programmes as necessary, based on enrolment numbers, staffing, or other operational needs:
- In the event of a cancellation by us, we will offer the option for a credit or full refund.
9.2 Force Majeure In cases of unforeseen events beyond our control (e.g., natural disasters), we will endeavour to notify you at the earliest opportunity and provide alternatives or refunds where applicable.
9.3 Travel Permissions
Where necessary for offsite activities, children may be transported by private or public transport. Caregivers are responsible for ensuring that children who require booster seats are provided with appropriate seating arrangements. Hi 5 Kids adheres to safe travel policies in compliance with relevant transportation guidelines.
10. Exclusion and Behaviour Policies
10.1 Behaviour Management Our programme supports positive behaviour. If a child’s behaviour threatens the safety or well-being of others, we reserve the right, in line with our behaviour management policy, to suspend or terminate their enrolment.
10.2 Special Plans For children on a Behaviour Management Plan, failure to meet plan requirements may result in suspension until issues are resolved.
10.3 Safety Concerns In events where a child’s behaviour or an authorised person’s actions compromise the safety or operation of the programme, immediate collection of the child may be required, and enrolment may be terminated at our discretion.
11. Photographic and Video Policies
11.1 Use of Images We may take photographs and videos during our programmes for training, marketing, and promotional purposes unless expressly denied permission during the enrolment process and an email follow up to hello@hi5kids.co.nz
11.2 Image Rights Consent for the use of images in digital and printed media can be withdrawn by notifying us in writing at any time.
11.3 Private Facebook Group We maintain a private Facebook page accessible only to parents of enrolled children and programme staff. If you would like any photos of your child removed from this group, please notify us via email specifying the images to be removed, and we will action your request promptly.
12. Emergency and Public Health Measures
12.1 Emergency Procedures Our staff are trained to respond to emergencies promptly and effectively, including administering first aid or contacting emergency services as needed.
12.2 Public Health Emergencies We adhere to all public health directives from health authorities, including measures in response to infectious diseases. Programme adjustments or cancellations may occur based on public health mandates.
12.3 Physical Address for Deliveries
Any necessary deliveries or physical correspondence should be directed to our programme location:
Cornwall Park District School, Corner of Greenlane West and Wheturangi Road, Greenlane, Auckland.
Wakaaranga School, 18 Butley Drive, Farm Cove, Auckland
13. Complaints and Feedback
13.1 Feedback Encouraged We welcome feedback from caregivers about all aspects of our programmes. Positive feedback helps us reinforce good practices, while constructive criticism guides our improvement efforts.
13.2 Complaint Procedure If you have a complaint, please follow our procedure:
- Step 1: Address the issue directly with the Programme Lead.
- Step 2: If unresolved, escalate the complaint by writing to our Director at scott@hi5kids.co.nz
- Step 3: We will respond within five working days and work diligently to resolve the matter to your satisfaction. A full copy of our complaint procedure is available in our policy manual located at each site for review.
14. Social Media and Promotions
14.1 Social Media Competitions We may occasionally run competitions and promotions on social media platforms such as Facebook and Instagram. These are fun opportunities for engagement and are not sponsored or managed by the platforms themselves.
14.2 Eligibility and Participation Participation in these competitions is voluntary and open to all registered caregivers, subject to the specific terms set out for each competition. Winners are chosen based on criteria outlined at the start of the competition and will be notified through the platform used.
15. Legal and Regulatory Compliance
15.1 Compliance with Laws Our operations comply with all applicable local, state, and national laws and regulations. We commit to maintaining the highest standards of compliance and ethics in our programmes.
15.2 Amendments We reserve the right to amend these terms and conditions at any time. Any changes will be communicated through our website and via email to registered users. Continued enrolment in our programmes after such notifications will constitute acceptance of the new terms.
16. Contact Information
For any enquiries, support needs, or legal notices, please contact us at:
- Email: hello@hi5kids.co.nz
All official correspondence should be directed to these points of contact. Our dedicated team is available to assist you during regular business hours.
