There will be a range of activities on offer each day as usual and we will spend lots of time outside if the weather permits, so please send your child with suitable clothing and apply suncream. We will keep them hydrated and encourage them to spend time in the shade but a cap or sun hat is recommended.

There are school or longer day sessions available as usual and our sibling and full week booking discounts apply.

Castlewood Primary School | Castlewood Rd, Southwater, Horsham

Walk through the pedestrian gate towards the school playground. There will be a notice board on the gates leading into the playground with a doorbell and the club phone number for you to get the attention of the staff on duty.

Activity Details

What to bring

Clothing and footwear suitable for outdoor play
Water bottle
Sun cream applied and a bottle if reapplication needed
A packed lunch (unless you have paid for lunch provided)
A sun hat or cap is recommended

Booking Selector

Your Booking

Discounts Are Available!

10% OFF with the Earlybird Discount.
Applies if booking is made on or before Monday the 1st of June 2026.
10% OFF with the Identical Booking (Sibling) Discount.
Applies to ALL children, only if parent makes TWO or more identical bookings at the same time.

Important Information

Book by June 1st 2026 and save 10% in addition to our other discounts!

Please remember that payment is due before sessions are attended. If we can help with documentation for student grant or childcare claims, please email us on info@vimcamps.com

Bookings can be swapped or credited up to 48 hours prior to the start of the session. After this point, due to upfront costs we are unable to offer credit for missed or cancelled sessions.

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Tax-Free Childcare (TFC)

I will be paying for this activity by Tax-Free Childcare.

Childcare Grant Payments (CGP)

I will be paying for this activity by Childcare Grant payment.

Childcare or other employer schemes vouchers (VOU)

I will be paying for this activity by Childcare or other employment scheme voucher.

Terms & Conditions

I agree with the Terms & Conditions for VIM Camps Ltd.

Read Our Terms & Conditions

Terms & Conditions for VIM Camps Ltd

Last updated on Monday, 23 February 2026, 11:32pm

Terms and Conditions January 2026

Please read our Terms and Conditions carefully; they enable us to run our clubs to the highest standard and keep children safe and happy, and ensure parents, carers and VIM know and understand their responsibilities.

Regular Breakfast and After School Club Bookings

Regular Breakfast and After School Club sessions can be booked to ensure your child has a place for every day that they need at our Breakfast and After School Club. Additional adhoc days can also be booked providing there are spaces. 10% sibling discount applies to all bookings where siblings are booked for the same session on the same day.

Holiday Club Bookings

Holiday Club sessions can be booked online until 9pm the night before the session starts. For siblings, a 10% discount will automatically be applied when you make a booking for siblings to attend the same session on the same day.

Deadline for booking Sessions Online

Sessions can be booked online up to 24 hours before the session.

Late Booking

If you need to make a booking after the deadline, please call us or send an email to info@vimcamps.com. Please also notify the school that you have booked the session.

Payment

Payment is due in advance of session attendance as we incur up front costs. Outstanding balance may result in your account being suspended which will mean we are unable to take a booking until they are cleared.

Childcare Vouchers & Tax-Free Childcare scheme

We are also registered to accept many different types of childcare vouchers (please check our website for details) and with the Tax-Free Childcare scheme. If your Payment Provider is not listed please email us with the details so we can get an account set up.

Working Tax Credit/Universal Credit

The Club recognises that childcare can be costly, so we encourage eligible parents or carers to claim the childcare element of the Working Tax Credit/Universal Credit and are happy to help with proof of payment.

Cancellations

Once booked, if a child does not attend for any reason, you will still be charged for this place unless you cancel the session online with the correct notice. You can cancel a session or sessions online at any time. If you cancel a session or sessions online before 48 hours prior to the booked session, you will be automatically issued with a credit which you can re-use. After 48 hours prior to the session you can still cancel, but you will not be issued with a credit after this time.

Refunds

We do not automatically issue refunds, however if under exceptional circumstances a refund needs to be issued, a £10 admin fee will be charged, to cover admin costs.

Waiting List

Places will be offered on a first-come first-served basis. When all places have been filled a waiting list will be established, with the following order of priority to ensure fairness to all: Siblings of children already attending the club, those requiring the greatest number of sessions/hours per week. When a space becomes available the person at the top of the list will be contacted first.

Non- Attendance

If your child will not be attending due to illness or other circumstances e.g., you are collecting your child from school on a day that they are booked to attend the club, you must notify us before the start of the session.

Late Collection

If, due to unforeseen circumstances, you are going to be late, please contact the club as soon as possible. If a child is not collected on time, a charge of up to £25.00 per child will be added to your account to cover the costs of the staff who are legally required to supervise the child. If your child is not collected within 30mins of club closing, and the club has been unable to reach you or any of your emergency contacts, VIM will follow its Uncollected Children Policy and contact Social Care.

Arranging someone else to collect your child.

In exceptional circumstances, you may arrange for someone else to collect your child who was not listed as part of the registration process. Parents or carers must inform VIM in advance and provide a full name and contact number for them as well as a description of the person. If the manager has any concerns regarding the person collecting, they will contact the main parent or carer for confirmation.

Club Exclusion

We reserve the right to exclude children from our club if (but not limited to) consistently collected after the club's closing time, in exceptional circumstances i.e., if your child is repeatedly violent, or if their behaviour frequently poses an immediate danger to themselves or others.

Toilet Training

It is important that children who attend the club have been toilet trained. VIM understands that accidents can happen and suggests that younger children bring a change of clothes. By accepting these Terms and Conditions you are confirming that your child is able to go to the toilet independently.

Damage and Loss of Property

Club tries to ensure the safety and security of items but cannot be held responsible for loss or damage to a child’s property whilst at the Club.

Photographs

Photographs can be used to form part of our record of children’s development, a part of Ofsted’s EYFS for children of reception age and younger. We may also take photos for promotional purposes but we will ask for your permission directly prior to using them via our safety form and you are able to request that we do not do so. Club Closure

VIM will make every effort to keep the Club open, but in exceptional circumstances, we may need to close at short notice. Possible reasons for emergency closure include a snow day, serious weather conditions, heating system failure, burst water pipes, fire or bomb scare/explosion, death of a member of staff or child, assault on a staff member or child, Serious accident or illness. VIM will advise parents and carers of any closure by email, text or on Facebook as soon as possible. No refunds or credits will be provided if we are not able to open Breakfast Club, After School Club or Holiday Club due to a reason that is beyond our control.

Insurance

All children in our care are covered by our Public Liability Insurance.

Registration

We require the registration process to be completed for your child before they can attend the club. This information will be treated as confidential and will be stored appropriately. It is your responsibility to keep the club informed of any alterations to the information regarding my child (eg contact details, medical conditions, allergies etc).

Medicines

Ideally children should take their prescribed medication before arriving at the Club. If this is not possible and your child needs to take prescription medicine while attending, then you are required to complete a Permission to administer medicine form in advance. Staff at the Club will not administer any medication without such prior written consent. All medication provided must have the prescription sticker attached which includes the child’s name, the date, the type of medicine and the dosage. If children carry their own medication (e.g. asthma inhalers), the Club staff will keep the medication safe until it is required. See our Administering Medication Policy for more details.

Illness

We are unable to care for children who are unwell. If your child becomes unwell whilst at the Club, we will contact you and ask you to make arrangements for them to be collected.

Please inform the club of any infectious illness your child contracts. If your child has had sickness or diarrhoea, please do not send him or her to the Club for 48 hours after the illness has ceased. See our Illness and Accidents Policy for more details.

Accident

Every precaution is taken to always ensure the safety of the children, and the Club is fully insured. If your child has an accident at the club, he/she will be treated by a qualified first aider and I will be informed as soon as possible. Our staff are trained in first aid and a first aid kit is kept on the premises. If your child has an accident whilst in our care, you will be informed when you collect your child.

By accepting these terms and conditions you are giving permission for a member of staff from VIM to sign any consent forms necessary for treatment on your behalf If your child needs urgent medical treatment and you are unavailable. For full details see our Illness and Accidents Policy.

Lone Working

There may be occasions when it is deemed appropriate due to low booked numbers, that staff will lone work. We have a lone working policy which is available on request. By ticking below, you are confirming acceptance of this arrangement.

Behaviour (Children)

The Club promotes an atmosphere of care, consideration and respect for everyone attending children, staff and visitors. Children and staff create rules for acceptable behaviour whilst at the Club and We have a clear Behaviour Management Policy and procedures for dealing with unacceptable behaviour. We recognise that poor behaviour can occur from time to time for reasons that are not always evident, or because of special needs. We will try to be flexible to accommodate such cases. However, if your child is violent, or if their behaviour poses an immediate danger to themselves or others, we will require you to collect them from the Club immediately and you will still pay for the session and any further missed sessions. In exceptional circumstances, and only when all other attempts at behaviour management have failed, we reserve the right to permanently exclude a child from the Club. See our Suspensions and Exclusions Policy for full details.

Behaviour (adults)

We will not tolerate from any person, whether a parent, carer or visitor: bullying; abusive, aggressive, confrontational or threatening behaviour; or behaviour intended to result in conflict. Our Club is a place of safety and security for the children who attend and the staff who work here, and we reserve the right to ban anyone exhibiting inappropriate behaviour from our premises. See our Aggressive Behaviour Policy for more details.

Child Protection

We are committed to building a ‘culture of safety’ in which the children in our care are protected from abuse and harm. Any suspicion of abuse is promptly and appropriately responded to. We comply with local and national child protection procedures and ensure that all staff are appropriately trained. For more details see our Safeguarding and Child Protection Policy.

Equal Opportunities

Our Club provides a safe and caring environment, free from discrimination, for everyone in our community including children with additional needs. We respect the different racial origins, religions, cultures, and languages in a multi-ethnic society so that each child is valued as an individual without racial or gender stereotyping. We will challenge inappropriate attitudes and practices and we will not tolerate any form of racial harassment. For more details see our Equalities and Inclusion Policy.

Special Needs

We make every effort to accommodate and welcome any child with special needs. We will work in liaison with parents or carers and relevant professionals to fully understand your child’s specific requirements. We will endeavour to accommodate all children of all abilities, whilst working within the Club’s limitations. Each case will be considered individually and risk-assessed to ensure everyone’s safety. For more details see our Equalities and Inclusion Policy.

Communication

As an OFSTED registered childcare provider, we are responsible for each child's welfare therefore club staff may speak to your child’s teacher about their progress or any issues relating to their child’s welfare. EYFS

Part of our obligations of caring for children who are within the Early Years Foundation Stage is to monitor and record your child's progress and interests through observations and photos, identify next steps in the child's development, and liaise with other settings, if applicable.

Data Protection

We hold only the information necessary to provide a childcare service for each child. This includes child registration information, medical information, parent contact information, attendance records, incident and accident records and so forth. Once a child leaves our care we retain only the data required by statutory legislation and industry best practice, and for the prescribed periods of time. Electronic data that is no longer required is deleted and paper records are disposed of securely.

Some limited personal information is disclosed to authorised third parties we have engaged to process it, as part of the normal running of our business, for example in order to take online bookings, for safeguarding reasons daily registers with names and classes are sent to schools, and to manage our payroll and accounts. Any such third parties comply with the strict data protection regulations of the GDPR (General Data Protection Regulation) .

Information held by VIM regarding your child will be treated as confidential and we are registered with the ICO (Information Commissioners Office). However, in certain circumstances, for example if there are child protection concerns, the club has a legal duty to pass certain information on to other agencies, including Police, Social Care and health care professionals.

Please see our Privacy Policy and Data Protection Policy for more details.

Policies and Procedures

By accepting these terms and conditions you and your child/ren agree to abide by VIM’s policies and procedures. VIM’s policies and procedures are available to view at each Club or can be emailed to you at your request.

Complaints Procedure

If you have any queries, comments or need to discuss any matters concerning your child, please feel free to speak to your child’s key person, the Manager, or any other member of staff. Verbal complaints will be brought to the next staff meeting for discussion and action. All written complaints will be acknowledged within five working days of receipt and a full written response will be given within 28 days. A full copy of our Complaints Policy is available on request.

OFSTED Contact Details

Ofsted, Piccadilly Gate, Store Street, Manchester M1 2WD Email enquiries@ofsted.gov.uk

General enquiries tel: 0300 123 1231

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Summer Fun at Castlewood ☀️