1) Bookings
a. Bookings in relation to all Tayplay Activity Camps services are to be made
through the Class4Kids booking system by a parent/guardian.
b. Bookings can be amended by Tayplay Activity Camps staff at the request of
the individual who made the booking, in accordance with the policy
outlined below.
c. Bookings are accepted on the same day as the service starting, subject to
availability, though this is also subject to points made under the payments
heading (section 2)
d. Bookings made via an external provider, such as a school, council or
governing body, then a member of the Tayplay Activity Camps team will aim
to action the request and invoice for the services appropriately.
e. On-site camp staff are unable to authorize or override any changes to your
booking. Any amendment or cancellation request must be made in writing
to Tayplay Head Office and can only be made in accordance with the other
points within this policy.
f. Dates can be swapped, subject to availability and staff ratios, via phone
call or email to Tayplay Head Office.
g. All bookings are considered as ‘provisional’ until full settlement is received,
and as such no services will be provided to the client by Tayplay Activity
Camps until any outstanding funds are paid in full. Payments via childcare
vouchers that are pending is not considered full settlement and alternative
means of payment should be sought.
h. Should you arrive before an outstanding balance has been paid, TayPlay
has the right to deny services, unless previously authorised by a member of
Head Office.
i. Should a booking be made and not honored by the client, i.e.
non-payment/no show, Tayplay utilizes a strike system. Repeat offenders will
be prohibited from making any further bookings with Tayplay Activity
Camps.
j. Sibling discounts and discount codes cannot be added retrospectively to
bookings and can only be accepted at the time of booking. Sibling
discount is automatically applied on the Class4Kids website when booking
for multiple children. It is the responsibility of the person making the
booking to provide the correct information and input this correctly at the
time of booking.
k. In accordance with our Ofsted registration and for us to comply, children
are able to attend a TayPlay Activity Camp from the September following
their 5th birthday. Non-Ofsted registered venues the child must be age 5.
Children between the age of 4.5-5 may attend for half days only - half days
at selected venues are subject to availability and can be arranged by
contacting us via phone or email. By submitting a booking, you understand
and agree that your child meets this criteria.
l. During some activity camps at selected venues, TayPlay offers a ‘Young
Leaders’ programme. This programme is strictly for children aged 12-14
ONLY. It is the responsibility of the parent/carer to book the correct camp
for their childs age as of the day of the camp. Should the incorrect camp
be booked for an underage child, the parent/carer will be contacted to
resolve. More information regarding Young Leaders can be found on our
website.
m. At selected venues we can offer half a day - these are subject to
arrangement with the TayPlay team - the cost of this can be advised by
request.
n. Due to the nature of TayPlay and the differing activities we offer each day,
no two days are the same. We appreciate that some children may find this
difficult and we would always recommend booking a day at a time when
new to the TayPlay experience. This gives children the opportunity to adjust
to the way our activity camps are run. Our standard cancellation policy
applies for all bookings.
o. We reserve the right to cancel any scheduled children's activity camp if a
minimum number of participants is not met. In the event that a camp is
cancelled due to insufficient numbers, we will provide as much notice as
possible and offer affected participants the choice of a full refund/credit
or transfer to an alternative venue. We may send out a pre-warning email if
numbers are low in the days prior, however the cancellation
options/refunds will only be given if Tayplay confirms cancellation in
writing. We are not liable for any additional costs incurred by participants
due to such cancellations. Minimum numbers per day will be displayed on
the camp pages where possible.
2) Payments
a. Payments can be made via Debit/Credit Card (subject to a transaction fee
applied by Class4Kids), Bank Transfer, Childcare Voucher and Government
Tax Free Childcare Account. Please note, card processing fees are applied
and retained by Class4Kids and Stripe, not Tayplay.
b. Payment for bookings must be made in full, and cleared into our account 4
days prior to the service starting.
c. Payments for last minute bookings must only be made by Bank transfer,
debit/credit card through the Class4Kids system and gov tax free payments
if actioned for same-day payment. Due to processing times, we are unable
to accept childcare vouchers as a form of payment for late bookings. As
well as bookings that have not been settled 4 days prior to commencement
of the service.
d. If a booking is from an external provider, school, council or governing body,
a sales invoice will be issued prior to the service taking place. This will be
due for payment at the clients earliest convenience or within 4 weeks of
invoice date.
e. Should cleared payment not be received following a provided service, this
will be passed onto our legal recovery team to be dealt with accordingly.
f. Tayplay Activity Camps can also support parents/guardians in receipt of
Universal Credit, and once settlement has been received for the booking,
can provide an itemised invoice with our Ofsted details present so that a
claim for childcare support can be made. Invoices will not be issued until
payment has been received in full and are manually generated by the team
following a request. Tayplay Activity Camps cannot be held responsible for
declined claims, the decision made by Universal Credit is final.
g. Should the parent/guardian be in receipt of student finance, Tayplay
Activity Camps can request partial settlement via CCG - please ask the
team for more information on how to get this set up and link your
child/children to our account. The remaining balance would be payable
directly to Tayplay Activity Camps, prior to the camp date as per our
booking terms.
h. Under no circumstances are we able to refund a payment made, so that an
alternative payment method can be used. This includes refunding
debit/credit card or BACS payments, so that a payment can be made via
gov tax free.
3) Refunds, Changes & Cancellations
Tayplay Activity Camps is a service provider, and therefore experiences
substantial loss as a result of last minute client cancellations where the
place/service is not rebooked.
Following a booking and subsequent payment, our policy applies;
i. Up to 14 days prior to booking commencing (Full Refund*)
ii. 13-8 days prior to booking commencing (Full Value Held as Credit)
iii. 7-4 days prior to booking commencing (50% Value Held as Credit)
iv. 3-0 days prior to booking commencement (No Refund or Credit)
a. Should the client wish to cancel their booking more than 14 days prior to
the commencement date, we will offer a refund to the original payment
method, with the exception of childcare vouchers and government tax free
payments - in this instance, the full value will be held on account as credit
for the full value for any future bookings.
b. If Tayplay Activity Camps must cancel a holiday camp (such as low
participant numbers/staff shortage) parents/guardians will receive at least
3 days’ notice where possible, and a full refund will be given if cleared
payment has been received.
c. If a child/children are unable to attend due to illness, a full credit note will
be given. This must be proven with a doctors/appointment
communication/letter/suitable medical evidence.
d. Any last minute cancellations that are made for any other reason may be
offered a partial credit note, at the discretion of the TayPlay Team on a
case-by-case basis.
e. Any request to cancel or amend a booking, whether due to illness, a
change in circumstances, an error when booking or otherwise, must be
received by TayPlay Activity Camps Head Office in writing before the
booked session date. Requests made verbally, or to staff at any camp
venue, cannot be accepted, as on-site staff are unable to process booking
amendments or cancellations. Once the booked session date has passed,
we are unable to offer a refund, credit, transfer or any other remedy under
any circumstances.
f. Extended hours can be added onto a booking at the last minute if
required, however settlement for the additional cost must be made by bank
transfer or via debit/credit card through the class4kids platform
immediately.
g. We regret that extended hours cannot be removed from a booking and
therefore not eligible to be refunded at any stage.
h. Should the client drop off a child early, or pick up a child late without prior
booking of early birds or evening eagles, the additional charge for the hour
will be added to the booking, and payment will be required immediately. We
act upon a 15 minute grace period. ‘Early’ is defined as dropping off pre
9:15am. ‘Late’ is defined as collected after 4:45pm. The charge is dependent
upon venue, please refer to our Class4Kids timetable for more information.
i. Should the client be late to collect a child from any venue after 5:30pm, a
charge of £5 per 5 minutes will be added to cover staff expenses for their
additional time. Time will be rounded up per 5 minutes (i.e. 7 minutes = 2 x
£5). The additional charge is applied per child. We allow a 5 minute grace
period and charges will apply from 5:35pm. This cost will be due
immediately with no exceptions.
j. We are unable to accept any children into our care prior to 8:30am under
any circumstances. Staff may be present/on site setting up for the day,
however cannot provide care until 8:30am onwards. Parents/carers should
not leave the venue until the child has been signed in, and an ITN card
given.
k. Should a duplicate payment be made, regretfully this cannot be refunded if
made by childcare vouchers or gov tax free. In this instance it will be held
on file as a credit to be used against a future booking. Bank transfers can
be refunded when appropriate details are provided to us in order for us to
action accordingly.
l. Parents/carers are eligible to change one booking, per child, per week free
of charge. Any further changes will incur a £2 admin fee per occasion.
m. Bookings cannot be transferred between siblings/friends for
non-attendance - bookings are strictly for the child in which it has been
booked and are non-transferable.
n. In line with other childcare providers, we are not able to swap booked days
as and when at the parents discretion, particularly at late notice - this is for
the most part due to our requirement to align with Ofsted guidelines for
ratios and for us to effectively manage the day to day running of the camp.
We reserve the right to refuse entry for children who are not booked in with
us for that day.
4) Behaviour
Certain behaviours may lead to immediate exclusion, depending on the
circumstances. This is at the discretion of TayPlay Head Office. These behaviours
include, but are not limited to;
- Physical/verbal abuse towards staff and/or other children
- Intentional discriminatory and/or racist behaviours towards staff and/or
other children
- Behaviour choices which compromise the safety of the child, staff members
and/or other children
- Intentional damage to facilities
In the event of immediate exclusion, no refund will be permitted.
5) Medical
a. Parents/carers agree to Tayplay administering first aid to their child, if and
when necessary. It is the responsibility of the parents/carers to inform
Tayplay of any allergies to plasters/antiseptic wipes etc.
b. It is the responsibility of parents/carers to ensure that the medical and
additional needs information regarding a child is correct and up to date.
This must be submitted at the time of booking, and any changes must be
communicated in writing via email to info@tayplayactivitycamps.co.uk, or
via the form on our website.
c. TayPlay are unable to provide care for children who are unwell.
Parents/carers accept that they must arrange to collect their child
immediately, should an episode of sickness (physical vomit) and/or
diarrhoea, or high temperature occur whilst at our provision. No refunds
will be permitted.
d. We operate a strict 48-hour exclusion, for sickness and/or diarrhoea from
the last episode and until the child has made a full recovery. Should
TayPlay feel this point has not been reached or if the child is unwell in
themselves, we reserve the right to ask for the child to be collected
immediately/refuse entry to the camp, without refund or credit of any
monies paid.
6) Creditors
a. Tayplay Activity Camps will endeavor to pay all invoices in a timely manner,
within a maximum of 4 weeks after the invoice has been received with the
exception of those invoices we deem to be in query. Should an invoice be
specified with a due date, Tayplay Activity Camps will seek to settle in full by
the due date.
b. All queried invoices will be investigated internally, and only settled once
suitably resolved.
c. All creditors will be paid by BACS as our preferred method of settlement,
unless a Cheque is requested - this can be arranged, please contact the
finance team to request.
