Privacy and Terms of Service
Privacy and Terms of Service Policy for Hit Play
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CONDITIONS OF ENROLMENT
- All enrolments are to be made online using Enrolmy. We are unable to accept verbal bookings.
- After making an online booking, your booking is confirmed, and you will receive an email outlining the dates you have booked.
- If you have booked sessions which show waitlisted in red these are not confirmed and a team member will need to review your booking for those sessions.
- A prepayment invoice may be issued that is required to be paid before the start of the booking.
- If you are missing any information, a Safety Form notification will be emailed to you. If this is not completed, then your booking may be transferred to a waitlist until completed. Delays in updating the safety information will impact our ability to guarantee space or save space at the venue.
- You can book up until 12pm the night before, for last minute/emergency bookings you will need to contact the HitPlay office.
- All changes to your contact details need to be made via your Enrolmy profile. It is crucial we have up-to-date information, especially in the case of an emergency situation. Further information is available below under payment Terms and Conditions.
[li]Confirmation of any booking is at the sole discretion of HITPLAY.[/li]
[li]A stand-down period of exclusion from a programme is at the sole discretion of HITPLAY.[/li]
[li]HITPLAY Head Office staff or Programme Managers may confidentially contact relevant school staff to discuss a child. Parents/caregivers may be notified that this contact has or will be made.[/li]
[li]You understand that it is your responsibility to ensure that the contact information, emergency contacts, medical contacts and allergy information kept on file by HITPLAY is current and accurate.
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Enrolments During Term Time
Bookings are either regular or casual
- Regular Booking
- A regular booking is defined as a recurring booking with a repetitive pattern for a minimum of a term. If a Public Holiday falls into your repetitive pattern you will be charged for this day.
- Regular bookings automatically roll over from one year to the next.
- For shared care or shiftworker bookings, parents/caregivers are to make a regular booking for the days required, then email the HITPLAY Office on bookings@hitplay.co.nz and provide information on your situation. Head Office will then edit the booking to reflect the individual needs.
- Three weeks notice, in writing, must be provided for any permanent cancellation of an enrolment or if a single day for the rest of the term is to be cancelled, e.g. every Monday. The notice period will begin from the date of formal, written notification via email to the HITPLAY Head Office. Failure to provide this notice period will result in full charges being applied for three weeks from either the childs last day of attendance or the date of formal notification being received by Head Office.
- You understand that if we have to follow up on an absent child, follow up fees may apply. Programme staff are not responsible for administrative issues like this, and do not take responsibility for this information being passed on. Absences can be text to 0212227770 or emailed absent@hitplay.co.nz
- Any individual sessions or days are unable to be cancelled. If you are going to be away or your child has an event on, these bookings will be treated as an absence and fees will apply accordingly, i.e. family holidays, school camps, group events, play date etc.
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[li]Casual Booking[/li]
- A casual booking is a booking that does not have a repetitive pattern for a term. A casual booking has random dates, weeks throughout the term or the odd day throughout the term. Casual bookings do depend on venue ratios and staffing ratios
- A casual booking can be cancelled if 48 hours notice is given in writing by emailing the HITPLAY office info@hitplay.co.nz prior to the commencement of the After School Care or Before School Care.
- Special circumstances may apply for short notice bookings. Programme staff are not responsible for administrative issues like this, and do not take responsibility for this information being passed on.
[li]Multi Child Discounts[/li]
- HITPLAY offers a multi child discount of 10% to families of two or more children. This discount is subject to the following conditions
- The family is not eligible for the WINZ subsidy
- The discount is only applied on sessions where both or all children are booked
- HITPLAY reserves the right to withdraw this discount where invoice's for care are in arrears and past the due date.
[li]Early Bird Booking Discounts[/li]
- HITPLAY offers an early bird booking discount where bookings are made by a specified date.
- HITPLAY reserves the right to withdraw this discount where invoice's for care are in arrears and past the due date.
- HITPLAY offers this discount on Holiday and Special Day bookings only
- The family is not eligible for the WINZ subsidy
[li]Prompt Payment Discount[/li]
- HITPLAY offers a prompt payment discount
- HITPLAY offers this discount with 5% off if care is paid for at the time of booking by credit/debit card
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- Absence From the Programmes
- Please report all absence directly to the HITPLAY Office by email to absent@hitplay.co.nz before 1pm on the day for After School or text 021 222 7770 before the commencement of the After School Care or Before School Care.
- If a child has not turned up to the HITPLAY programme by 3.20pm then the follow up process will commence and Follow up fees will apply.
- Session swaps/changing of days are not available. Extra days can be added if space is available.
- Full fees may be charged for any school closure due to unforeseen circumstances, eg an Act of God, pandemic, etc.
- Where we need to contact a parent via phone call to locate a child an administration fee will be charged of $20.
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- Enrolments for Special Days
- Special days are Full day or Half day programmes we may operate during term time for Teachers only Days or early finishes
- A special booking can be made for unique sessions that fall outside the normal session times. This may include but is not limited to
- Teacher Only Days
- School Early Finishes
- School Late Starts
[li]A Special booking can be cancelled at no charge, 72 hours prior to the time of the booking upon Head Office receiving written notification[/li]
[li]If a Teacher Only Day falls on a day in which a regular/recurring booking has been made, Before & After School fees will be removed if a full day booking is made or if HITPLAY is unable to provide a programme.[/li]
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[li]Rakaia Enrolments for Special Days[/li]
- This site is closed!
- If a Special Day falls on a day in which a regular/recurring booking has been made, Before & After School fees will be removed where a client has a booking.
- An administration fee of $10 will be charged to subsidy families to help cover the time and cost of adjusting subsidies for each change, per child.
[li]Enrolments for Holiday Programmes[/li]
- During the Holiday Programme all absences are to be reported directly to the HITPLAY programmes via text 021 222 7770 or via email to absent@hitplay.co.nz If your child is absent for any reason during the holiday programme, full fees will apply.
- Any changes or cancellations can be made up until the cut-off date at no charge, This can be done by modifying your booking in Enrolmy.
- After the cut off date full fees will be required for any changes or cancellations. The cut-off date is 5pm on the Friday two weeks prior to the commencement of the Holiday Programme. (Commencement date is the first day of operation). Programme staff are not responsible for administrative issues and do not take responsibility for this information being passed on.
- No cancellations are available for any reason including sickness, change of circumstances, shy children, play date etc. Full fees are payable if the child is absent from the holiday programme, for whatever reason.
- Full fees are payable if HITPLAY is closed due to unforeseen circumstances beyond our control, eg an earthquake, pandemic.
- Session swaps/changing of days are not available. Extra days can be added if space is available.
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- Enrolments for transport
- This is a free service for regular bookings
- There is a charge of $5 per ride for casual bookings
- Where accounts are in arrears and without payment plan, the family may not be able to use the transport service. Where a seat has been removed, the family may get waitlisted for another seat if booked by another family.
- Where a child has unacceptable behaviour in a vehicle that has been communicated to a family and not resolved may see the family lose the seat due to safety reasons for the other passengers and driver.
- Unacceptable behaviour in a vehicle described but not limited to
- Throwing items in the vehicle
- Taking off the seatbelt
- Jumping out of the seat while the vehicle is not parked.
- Screaming
- Hurting or constantly interfering with other children
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Signing your Child In and Out
- Each day when you collect your child, it is essential that you sign your child out of the HITPLAY venue using the Enrolmy app on the programme tablet.
- For Before School programmes or Full Day programmes, you will also be asked to sign your child in when you arrive.
[li]You agree that you, or an authorised person, will go on site to sign your child in or/and out of the enrolled programme.[/li]
- If you sign your child out late or sign your child in early to a programme, then you acknowledge that you will be charged extra $2 per minute
- An additional fee of $20 will be applied where we need to contact you to arrange collection of your child.
- It is your responsibility as parent/caregiver to sign your child in and/or out at the appropriate times.
[li]You acknowledge that if you do not sign your child in or out, that the programme staff will do so on your behalf and fees will be charged according to the sign in/out time.
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Collecting your Child
- If a person arrives to collect your child who has not been authorised, then we are obliged (for your child's safety) to keep your child in our care until you have been contacted for consent. To save embarrassment for all concerned, we would appreciate prior notification from you on this matter. This can be done by adding them into your Enrolmy profile as an authorised collection person.
- Please remember that the After School Care and Holiday Programmes close at 6.00pm. The programme staff will start the contact process 5 minutes before the venue is due to close, if they are unable to contact the first guardian, then the second guardian will be contacted and then the Emergency contacts.
- Parents who pick their children up any later than 6.00pm will be charged a fee of $2 for each minute late.
DAMAGE TO RESOURCES/PROPERTY
- If a child causes damage to any resources and/or any property/ belonging to others or to any venue that HITPLAY operates from or that venues resources and/or property, all costs of repair or replacement will be met by the parent/caregiver and will be added to the parent/caregivers account.
- Children are asked not to bring valuable belongings to HITPLAY such as toys, electronic devices, phones etc. HITPLAY will not accept responsibility for loss or damage of any items including but not limited to scooters, bikes etc.
HEALTH AND SAFETY
- Minor health & safety accidents/incidents will be treated by appropriately First Aid trained and certified staff members. Serious health & safety accidents/incidents will be dealt with according to HITPLAY Policies & Procedures. (Minor health & safety accidents/incidents may include but are not limited to; minor cuts, abrasions, soft tissue bumps and bruises.)
- HITPLAY staff may apply sun block as appropriate.
- HITPLAY staff may administer medically prescribed medication to children when/if required. Full information on dosages will be provided by the parent/caregiver, together with the medication. HITPLAY staff will formally record each time a medication is administered.
- You acknowledge that you hereby give permission to the HITPLAY Team to administer medically prescribed medication to your child. All Medication must be in labelled containers/bottles with the childs details on the label. You understand that HITPLAY will formally record each time a medication is administered. You agree to provide full details of the medication to be administered by completing the Medication Authority Form and to ensure that all medical information regarding your child is up to date and accurate on your childs Enrolmy profile.
- Our staff are trained to deal with emergencies. In the case of a serious accident involving your child, you acknowledge that you hereby give permission for HITPLAY to either call an ambulance or take my child to the nearest medical facility first, then you will be notified. You agree that you will cover any costs. In a civil emergency the Team will remain at the centres until all children are collected.
OFF SITE EXCURSIONS
- HITPLAY programmes will at times have special trips and activities that occur away from the main site. The trips are undertaken in accordance with the Excursions/Experience Outside the Venue and Transport section of the HITPLAY Policy and Procedure document. You hereby give HITPLAY permission to transport your child/ren from a designated HITPLAY site of operation if and when required i.e. evacuation, group trip etc.
- A chartered or company vehicle will be used for all transportation. Occasionally trips are altered due to bad weather or circumstances beyond our control. HITPLAY accepts no responsibility for this, but alternative activities will be arranged if possible.
- Vehicles, will have suitable restraints and booter seats, hold current WOF and REGO
- I hereby give HITPLAY permission to transport your child/ren from a designated HITPLAY site of operation if and when required i.e. evacuation, group walk trip to a park, visit another HITPLAY programme.
PHOTOGRAPHS OF CHILDREN / CHILDRENS WORK
You acknowledge that photographs of your child or items of your childs work completed at HITPLAY may be used at a later date for training, marketing and/or promotional purposes. You hereby give consent for this unless, during the enrolment process, you have indicated otherwise.
FEES & PAYMENTS
Fees are as advertised but are subject to change. Fees are our main source of income. To operate efficiently we require that our fees be paid promptly
- You agree to pay the fees as stipulated in the fee structure policy found within the HITPLAY Policy and Procedure document.
- Full fees are charged for all absences, including sickness, change of circumstances, shy child etc.
- A Follow Up fee of $20 is charged for any unnotified absences or in situations in which phone calls are made to determine the whereabouts of an unnotified absence.
- All public holidays are charged at the applicable rate for bookings normally required on that day.
- A $20 administration fee will be charged in the situation a child arrives at HITPLAY without an enrolment and phone calls to a parent/caregiver have to be made to clarify enrolment status.
- Extra fees are charged for dropping off before or picking up after the booked session times at $2.00 per minute (or the fee for the extended session, whichever is less)
- Invoices are emailed to the email address kept on the Enrolmy parent data base on a weekly basis, due on receipt. Statements are emailed on request only. To view your invoices/payments or any enrolment information, log in to your ENROLMY account.
- You can make payments via Direct Credit to HITPLAY Ltd, 03-0835-0374238-018. Please use your child's first and last name and invoice number as the reference. There is no charge for Direct Credit payments.
- You understand that by making a payment via Enrolmy or Ezidebit that you will be charged administrative fees. HITPLAY has no control over these fees. Details of full fees are available on the Ezidebit payment page or the Enrolmy Payment Screen.
- No cancellations are available for any reason including sickness, shy children etc. Full fees are payable if the child is absent from the Before School, After School and Holiday programme, for whatever reason.
- Full fees are payable if HITPLAY is closed due to unforeseen circumstances beyond our control, eg pandemic, earthquake, civil emergency.
- Session swaps/changing of days are not available. Extra days can be added if space is available.
- Interest on overdue invoices shall accrue daily from the date when payment becomes due, until the date of payment, at a rate of ten percent (10%) per calendar month (and at HITPLAYs sole discretion such interest shall compound monthly at such a rate) after as well as before any judgement.
- In the event that your payment is dishonoured for any reason then you shall be liable for any dishonour fees incurred by HITPLAY.
- If you default in payment of any invoice when due, you shall indemnify HITPLAY from and against all costs and disbursements incurred by HITPLAY in pursuing the debt including legal costs on a solicitor and own client basis and Hitplays collection agency costs.
- If any account remains overdue after thirty (30) days then an amount of the greater of twenty dollars ($20.00) or ten percent (10%) of the amount overdue shall be levied for administration fees which sum shall become immediately due and payable. Your child may be removed from the programme until payment has been received and the debt may be referred to our Debt Collection Agency and all collection costs will be added to the amount outstanding.
- Without prejudice to any other remedies HITPLAY may, if at any time you are in breach of any obligation (including those relating to payment) suspend or terminate the enrolment and is absolved of its other obligations under the terms and conditions. HITPLAY will not be liable to you for any loss or damage that you may suffer because HITPLAY has exercised its rights under this clause.
- You acknowledge that HITPLAY does not give credit refunds. Any credit on your account will remain on your account to be used for future bookings at any of our programmes.
- By agreeing to these Terms and Conditions you authorise HITPLAY to:
- Collect, retain and use any information about you for the purpose of assessing your creditworthiness or marketing products and services to You; and
- Disclose information about you, whether collected by HITPLAY from you directly or obtained by HITPLAY from any other source, to any other credit provider or any credit reporting agency for the purposes of providing or obtaining a credit reference, debt collection or notifying a default by you.
- Bookings may be cancelled or waitlisted by HITPLAY if an account is in arrears. Where bookings are cancelled or waitlisted fees are still charged up to the equivalent of the notice period for days where the child can’t attend. After which time a referral for collection will be made unless payment or a payment plan is in place..
ALL HOLIDAY & SPECIAL DAY BOOKINGS REQUIRE THE CUSTOMER TO PAY IN ADVANCE.
- Clients ordering lunch or purchasing special items must pay for items prior to receiving the goods.
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WINZ SUBSIDY
- WINZ forms are to be sent or scanned to the HITPLAY Head Office WINZ@hitplay.co.nz or can be dropped into your nearest HITPLAY programme.
- HITPLAY holds no responsibility for non-payment of WINZ Subsidies if forms are not provided to us for completion and/or returned to the relevant WINZ Office. Liability for payment of fees remains the responsibility of parents/caregivers in all circumstances.
- You acknowledge that you are responsible for ensuring any WINZ forms are emailed or scanned to the HITPLAY Head Office
- You acknowledge and understand that full account fees while resolving WINZ payment issues are your responsibility to pay.
- Late payment fees will be applied to unpaid WINZ accounts
PRIVACY AND CONFIDENTIALITY
- For individuals, the authorizations and consents mentioned here comply with the Privacy Act 2020.
- You have the right to request a copy of your personal information held by HITPLAY.
- You also have the right to request corrections to any inaccurate information HITPLAY holds about you.
- You understand that this information is confidential and, as required by the Privacy Act, HITPLAY will use it solely for the effective care of your child/ren. It will not be used or shared for any other reason.
- Representatives from the Ministry of Social Development OSCAR Approvals team may access this information for auditing purposes.
- Baycorp Advantage may where accounts have been referred for collection have access to some information we hold for the purpose of recovering outstanding funds.
APPLICATIONS WE USE
All client information is stored in the following platforms;
- Enrolmy - Child management system and bookings
- Connecteam - Communication and form processing system
- Xero - Financial management system
- PDFfiller - Winz Subsidy form processing
POLICIES & PROCEDURES
- Please see the Programme staff if you wish to view our full Policies and Procedures. It contains detailed information on all HITPLAY Policy and Procedures, including but not limited to the following, Health & Safety, making complaints, employment practices, etc.
- You agree to adhere to the policies and procedures that are set out in the HITPLAYs policy and procedures document.
- HITPLAY where possible will give 2 weeks notice for any changes to the above Terms and Conditions. All changes will be communicated via email.
