When you book with the Reading Blue Coat Holiday Programme, we want you to be completely satisfied with the service we offer from the moment you book, to when you collect your child after their experience.

 

Below are the booking Terms and Conditions which let you know what to expect from the Reading Blue Coat Holiday Programme and what we expect from you.

 

Please read these Terms and Conditions thoroughly. When making a booking with us you acknowledge that you have read, understood, and agree to be bound by these Terms and Conditions. You will be asked to tick a box to confirm you understand the agreements with us.

 

This document constitutes a legally binding agreement between you, the Parent/Guardian, and Reading Blue Coat. 

 

If you have any questions about our Terms and Conditions, please call the Designated Safeguarding Lead (“DSL”) Rob Cook on 0118 933 5895 (charged at standard local rate) or email rdc@rbcs.org.uk

 

 

 

·        “Reading Blue Coat Holiday Programme” will be referred to as “RBCHP”

·        "Reading Blue Coat" will be referred to as “RBC” and refers to the childcare provider.

·        "Service": Refers to the childcare, activities, and associated provisions offered by RBCHP for the participants on the programme.

·        “Purchaser”: refers to the person making the booking which may or may not be the Parent/Guardian.

·        "Parent/Guardian": Refers to the individual(s) holding legal parental responsibility for the child(ren) booked into the RBCHP' service.

·        "Child": Refers to any child(ren) for whom a booking has been made for the Service.

·        "Booking": A confirmed reservation for a Child to attend a specific RBCHP session, managed via the Enrolmy Platform.

·        "Session": A scheduled period of childcare provided by RBCHP.

·        "Enrolmy Platform": The designated online system utilised by Reading Blue Coat Holiday Programme for managing bookings, Parent/Guardian accounts, and Child information.

·        "Policies and Protocols": Refers to all supplementary operational policies, procedures, and guidelines published by RBC, including but not limited to the Safeguarding Policy, Complaints Policy, and Health & Safety Policy, available on the RBC website.

 

2.1. All Bookings, account management, and necessary information updates must be managed directly by the Parent/Guardian via the designated Enrolmy Platform.

2.2. All bookings must be secured in advance of the Session start time by the account holder through the Enrolmy Platform. RBC cannot process Bookings on behalf of Parents/Guardians.

2.3. A comprehensive Child Information and Safety Form, requiring true, accurate, and complete details, must be submitted via the Enrolmy Platform before the Child's initial attendance. Failure to provide complete or accurate information may result in the refusal of service or cancellation of existing bookings. 

 

3.1. Current Session fees are published on the Enrolmy Platform and confirmed at the point of booking.

3.2. Payment for bookings must be made in full, as detailed and managed through the Enrolmy Platform.

3.3. If your account falls into arrears, RBC reserves the right to suspend or cancel any current or future Bookings until all outstanding balances are settled. Persistent arrears may result in the termination of the Service agreement.

3.3.1.  An initial notification will be issued to the Parent/Guardian one (1) day following the agreed payment due date if payment has not been received.

3.3.2.  A follow-up reminder will be dispatched between three (3) and five (5) days into the arrears period.

3.3.3.  A formal warning, detailing the imminent consequence of non-payment, will be sent between seven (7) and ten (10) days following the initial payment due date.

3.3.4.  If full payment or a satisfactory payment arrangement has not been confirmed by the deadline stipulated in the formal warning, all associated bookings may be suspended or cancelled without further notice.

3.3.5.  Should the account remain in arrears after thirty (30) days from the original due date, or following repeated instances of arrears, RBC Coat reserves the right to terminate the Service agreement for the Child(ren) concerned. 

 

 

 

4.1. Cancellations or modifications to bookings must be made by the Parent/Guardian via the Enrolmy Platform at least seven (7) calendar days prior to the scheduled start of the Session to avoid forfeiture of the full Session fee.

4.2. Bookings cancelled or modified within seven (7) calendar days of the scheduled Session start time will be subject to the full Session fee, with no refund or credit provided. 

4.3. Bookings cancelled due to illness or unavailability, will only qualify for a refund if your child’s place on a course can be filled by someone on our waiting list. If we are unable to fill your child’s place on a course, then no refund or credit will be provided.

 

5.1. Children must be collected promptly by the designated end time of their booked Session.

5.2. Late collections, beyond the scheduled end of Session time, will incur a late collection fee of £10 for the initial 15 minutes, followed by an additional charge of £1 per minute thereafter. 

 

6.1. In circumstances where RBC is compelled to close due to events beyond its reasonable control (including, but not limited to, adverse weather conditions, utility failures, industrial action/teacher strikes, or directives from local/national authorities), full fees remain payable. RBC will endeavour to provide as much notice as possible and minimise disruption where feasible.

6.2. RBC reserves the right to modify planned activities without prior notice due to operational necessities, staffing availability, or unforeseen circumstances. Such modifications will not entitle the Parent/Guardian to a refund or compensation. 

 

7.1. RBC accepts no liability for loss or damage to personal belongings brought onto the premises. Parents/Guardians are strongly advised to ensure that valuable or sentimental items are not brought to the club.

7.2. The use of mobile phones and other personal smart devices by Children is strictly prohibited during RBCHP hours. These devices should not be brought to the sessions or must be stored securely and switched off if unavoidable. 

 

8.1. RBC provides a hot lunch in the middle of the day for all paying customers.

8.2. It is the sole responsibility of the Parent/Guardian to inform RBC of all specific dietary requirements, allergies, or intolerances via the Child Information and Safety Form before attendance.

8.3. While RBC implements a strict "no nuts" policy and takes all reasonable precautions to manage allergens, we cannot guarantee a completely allergen-free environment due to the nature of a shared setting. 

 

9.1. RBC is committed to fostering a positive, inclusive, and safe environment for all Children, collaborating with Parents/Guardians and schools to effectively manage challenging behaviour in accordance with our school Behaviour Policy.

9.2. Should a Child's behaviour be deemed persistently disruptive, unsafe to themselves or others, or contrary to the well-being of the group, RBC reserves the right to implement a phased behaviour management plan. This may include, but is not limited to, temporary suspension or, in persistent or severe cases, permanent withdrawal from the Service. This decision will always be made in the best interest of all Children and staff. 

 

10.1 Children will only be released into the care of individuals who have been explicitly authorised by the Parent/Guardian and are listed on the Child Information and Safety Form.

10.2 Valid photographic identification may be requested from any collector upon pick-up for verification purposes. 

 

11.1RBC has a statutory and moral obligation to safeguard and promote the welfare of all Children entrusted to its care.

11.2 Any safeguarding concerns will be responded to and investigated in strict accordance with its comprehensive Safeguarding Policy. This may involve the sharing of information with relevant external agencies and professionals, as legally required and where it is deemed necessary to protect a Child from harm.

11.3 Further detailed Policies and Protocols, including the Safeguarding and Child Protection Policy, Behaviour Policy, and Health & Safety Policy, are available for review on the RBC website.  

12.1. It is the responsibility of the Parent/Guardian to disclose any medical conditions, allergies, or health requirements for the Child on the Child Information and Safety Form and to ensure this information remains up to date.

12.2. Procedures for the administration of prescribed medication are outlined in our Medical Policy, available on our website. Medication will only be administered with explicit written consent from the Parent/Guardian and in strict adherence to RBC procedures. 

 

13.1. RBC collects and processes personal data in compliance with the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

13.2. Details regarding how Reading Blue Coat collects, uses, stores, and protects personal data, as well as Parent/Guardian rights concerning their data, are set out in the comprehensive data Policies, available on our website. 

 

14.1. RBC may, at times, capture photographs or videos of Children participating in activities for promotional, educational, or record-keeping purposes.

14.2. Consent for photography and media use will be sought separately via the Child Information and Safety Form.. Parents/Guardians have the right to withdraw this consent at any time in writing. RBC will respect all consent preferences and will not use images of children without explicit permission. 

 

15.1. Informal Resolution: In the first instance, Parents/Guardians are encouraged to raise any concerns directly with the relevant session staff or the on-site manager. Many issues can be resolved quickly and informally through direct communication.

15.2. Formal Complaint Submission: Should an informal resolution not be achieved, or if the nature of the concern warrants a formal process, Parents/Guardians may submit a formal complaint in writing (via email or letter) to the DSL. The complaint must include:  * Your full name and contact details.  * Your Child's name.  * The date(s) and time(s) of the incident(s) or concern.  * A clear and factual description of the complaint.  * Details of any previous informal attempts to resolve the issue.  * Your desired outcome or resolution.

15.3. Complaint Handling Process:

15.3.1. Acknowledgement: Upon receipt of a formal complaint, RBC will issue a written acknowledgement within three (3) working days.

15.3.2. Investigation: A thorough and impartial investigation will be conducted by the DSL or a designated senior representative. This may involve gathering further information from relevant staff, witnesses, or reviewing records.

15.3.3. Response: A formal written response outlining the findings of the investigation and proposed resolution will be provided within fifteen (15) working days of the complaint acknowledgement. If more time is required for the investigation, you will be informed of the delay and the new expected response date.

15.4. Confidentiality and Information Sharing: All complaints will be handled with discretion and confidentiality. However, it is understood that information pertinent to the complaint may need to be shared with relevant staff members, external agencies (e.g., safeguarding authorities where applicable), or legal advisors to facilitate a full and proper investigation and resolution.

15.5. No Prejudice: Raising a complaint will not, under any circumstances, negatively impact the care provided to your Child or affect their continued participation in the RBC Service.

15.6. External Escalation: If, following the completion of RBC's internal complaints procedure, the Parent/Guardian remains dissatisfied with the outcome, information on how to escalate the complaint to the relevant external regulatory body (e.g., Ofsted or equivalent regulatory body in England) will be provided in the final response letter.

15.7. Full Complaints Policy: For a comprehensive outline of RBC’s full Complaints Policy, including detailed procedures and escalation paths, please refer to our website at www.rbcs.org.uk . 

 

16.1. To the maximum extent permitted by law, RBC shall not be liable for any direct, indirect, incidental, special, consequential, or punitive damages, or any loss of profits, revenues, data, use, goodwill, or other intangible losses, whether incurred directly or indirectly, arising from (a) your access to or use of or inability to access or use the Service; (b) any conduct or content of any third party on the Service; (c) any content obtained from the Service; and (d) unauthorised access, use, or alteration of your transmissions or content. 

 

17.1. RBC reserves the right to update or modify these Terms and Conditions at any time. Any changes will be posted on our website and, where significant, communicated directly to Parents/Guardians. Your continued use of the service after such changes constitutes your acceptance of the revised Terms and Conditions. 

 

18.1. These Terms and Conditions, together with the relevant booking confirmations and any referenced Policies and Protocols, constitute the entire agreement between the Parent/Guardian and RBC concerning the Service and supersede all prior or contemporaneous communications, understandings, and agreements, whether oral or written. 

 

 

19.1. If any provision or part-provision of these Terms and Conditions is or becomes invalid, illegal, or unenforceable, it shall be deemed modified to the minimum extent necessary to make it valid, legal, and enforceable. If such modification is not possible, the relevant provision or part-provision shall be deemed deleted. Any modification or deletion of a provision or part-provision shall not affect the validity and enforceability of the rest of these Terms and Conditions. 

 

20.1. These Terms and Conditions shall be governed by and construed in accordance with the laws of England and Wales. Any disputes arising in connection with these Terms and Conditions shall be subject to the exclusive jurisdiction of the courts of England and Wales.

 

 

[hr]