Woodpeckers Childcare Ltd & Solent Sports and Education Ltd

Breakfast & After School Clubs, Holiday Club and Playscheme, Camps and Clubs

Effective from: 15 July 2026 · Version 1.0

These terms cover provision operated by Woodpeckers Childcare Limited (company no. 05071555) and Solent Sports and Education Ltd (company no. 14225042), both registered at 1 Coopers Close, East Wellow, Romsey, Hampshire SO51 6AZ (together "we", "us"). Your contract is with the company operating the provision you book, as shown on your booking confirmation. Woodpeckers Childcare Ltd is registered with Ofsted (registered person RP901706; each setting's URN is displayed at the club). Contact: [email=info@woodpeckerschildcare.co.uk]info@woodpeckerschildcare.co.uk[/email] / 07816 534 879.

Book online at least 2 hours before the session; your booking confirms on payment and our confirmation email, and forms a legal agreement. The booker must be 18 or over, the child's parent or legal guardian, and provide accurate, up-to-date details. Registration (medical, allergy, dietary, SEND, emergency contacts and consents) must be complete before the first session — by booking you consent to us administering any necessary first aid and to supervised holiday club activities including swimming. Breakfast and after school clubs are open to children attending the host schools; the holiday club is open from infant school age to 14 years. Places are subject to availability and staffing ratios. If your child needs additional care support, please book at least 15 working days ahead so we can arrange it; where we cannot safely meet a child's needs despite reasonable efforts, we may decline the booking.

Session times and fees vary by club and are as published for each club at the time of booking. Ongoing term-time places require 4 weeks' written notice to end. Fee changes are notified with 4 weeks' notice.

Full payment is due at booking. We do not charge a booking fee as standard — the price shown at booking is the price you pay. We accept debit and credit cards (not American Express), Tax-Free Childcare and childcare vouchers; cash is not accepted. Childcare scheme payments can take up to 7 days to arrive — use your child's name as the payment reference; the place is not confirmed until funds clear. Universal Credit claimants should pay by card and request a statement from us to reclaim. Overdue balances may lead to loss of the place.

We do not offer refunds, except where the law requires (the two cases below). All bookings are final.

Changes: permitted 48 hours or more before the session, subject to availability, for a £5 admin fee per session. Any price difference is payable.

Statutory 14-day cooling-off: you may cancel within 14 calendar days of your booking confirmation email for a refund under the Consumer Contracts Regulations 2013, less the value of sessions already provided. If you book sessions starting within that 14-day period, you expressly request that we provide them during the cooling-off period, and you must pay for sessions provided before cancellation. Refunds of Tax-Free Childcare or voucher payments are made to the scheme provider, never as cash.

After 14 days: no refunds or credits for cancellation, non-attendance or sickness. You may mark sessions as not attending to keep our registers accurate for safeguarding — this does not cancel the booking and you remain charged for it. Ending an ongoing term-time place on notice stops future billing only; sessions already paid for are not refunded.

Forced closures: if we are forced to close due to an external factor beyond our control — such as school closure, severe weather, infectious disease outbreak, power cut, boiler breakdown, industrial action, or by order of the Local Authority or Environmental Health — you will be offered alternative dates or a different location where suitable. Should these alternatives not be suitable, a full refund will be provided for the affected sessions. Our liability is limited to fees paid for the affected sessions.

Children are signed in by staff and must be physically signed out by the booking parent/guardian, or by another adult with prior written consent who knows the collection password. We may refuse to release a child to any adult we reasonably believe is unfit to collect, and will contact another named adult. If a child is uncollected, we will attempt to call parents/guardians and emergency contacts at least 3 times, then follow our uncollected child procedure, which may include contacting children's services. Late collection incurs a fee of £1 per minute; recurring late collection may result in withdrawal of the place. Please report absences by 9.00am — we follow up unexplained absences as a safeguarding measure.

Children must not attend if unwell or infectious (we follow UKHSA guidance, including 48 hours clear of sickness or diarrhoea); no refund is due for sickness absence. All medical conditions must be disclosed at booking — we are not responsible where an undisclosed condition would have changed our approach. Prescribed medication must be handed to the manager with a completed consent form; children needing medication (including inhalers or EpiPens) will not be admitted without it, and we may decline to administer medication where no suitably trained staff member is present. We provide breakfast and snacks, with drinking water always available; allergen information is available on request. All sites operate a strict no-nut policy. Children must wear clothing appropriate to activities; we may exclude a child not meeting safety requirements. In an emergency we will seek medical treatment for your child and contact you immediately.

We promote positive behaviour based on fun, learning, safety and respect. Behaviour that compromises anyone's safety receives a clear warning; where positive strategies prove ineffective we reserve the right to remove the child from provision without refund. We expect respectful conduct towards our staff at all times.

All staff pass safer recruitment checks including enhanced DBS clearance, and hold safeguarding training and at least an emergency first aid certificate; a trained Designated Safeguarding Lead is on site at all times. We follow Hampshire Safeguarding Children Partnership procedures and will report and share concerns with Ofsted and child protection agencies without consent where a child's welfare requires it. Please do not contact staff privately on social media or arrange private care through the setting.

Children may not use personal devices during sessions. Please label bags and clothing and do not send valuables — we accept no responsibility for loss or damage to personal belongings unless caused by our negligence. To reach your child urgently, call the club mobile. Photos and videos: you can opt in or out at booking, and nothing featuring your child is published without your express consent. Personal data is processed under UK GDPR in line with our privacy policy at woodpeckerschildcare.co.uk/privacy-policy.

Please raise any concern with the club manager first, then in writing to [email=info@woodpeckerschildcare.co.uk]info@woodpeckerschildcare.co.uk[/email] within 7 days of your child's attendance. You may also contact Ofsted on 0300 123 1231. We hold public and employer's liability insurance, displayed at each site. Nothing in these terms excludes our liability for death or personal injury caused by our negligence; otherwise our liability is capped at the fees paid for the relevant booking.

The terms in force at the time of booking apply and form the entire agreement. If any term is found unenforceable, the rest remain in force. These terms are governed by English law and subject to the courts of England (residents of Scotland or Northern Ireland may bring proceedings in their own courts).