1. Registration and Bookings
- All children must be registered through the Practically Family online system.
- Information provided will be treated as confidential and handled in accordance with our data protection policy.
- Bookings are allocated on a first-come, first-served basis.
- Once your booking is confirmed, you will receive a confirmation email.
2. Payments and Refunds
- Full payment is required at the time of booking.
- A 5-day grace period is permitted for payments made via Tax-Free Childcare or Childcare Vouchers.
- Cancellations must be made by 12:00 noon on the Friday prior to the start of the Holiday Club to receive a refund.
- No refunds will be issued for cancellations made after this deadline, or for missed sessions due to illness or other absences.
3. Drop-off and Collection
- Children must be dropped off and collected by a parent or an authorised adult.
- If an unfamiliar adult arrives to collect a child, they must provide the pre-agreed password set via our online system.
- If no password is available, we will contact the registered parent or guardian for confirmation.
- A 10-minute grace period applies for early drop-offs and late collections. After this period, an additional charge will be applied to your account.
4. Behaviour and Conduct
- Practically Family encourages positive behaviour and mutual respect among all children, staff, and parents.
- Aggressive behaviour, bullying, or ongoing disruptive conduct may result in permanent removal from the club.
- Our staff use a clear set of "golden rules" to guide children's behaviour.
5. Medical and Emergency Information
- Parents must inform us of any medical conditions, allergies, or additional needs prior to attendance.
- This information can be submitted through our online system or by contacting: hc@practicallyfamily.co.uk.
- In the event of a medical emergency, we will contact you immediately and may seek professional medical help if necessary.
6. Photographs and Social Media
- Photographs and videos may be taken during sessions to share with parents and promote activities.
- Consent is requested through our Practically Family registration system.
- If you do not wish for your child to be included in any media, please indicate this on the consent form.
7. Safeguarding and Staffing
- All staff undergo DBS checks and are trained in safeguarding procedures.
- We follow safer recruitment guidelines at all times.
- Each crew includes at least one qualified first aider.
8. Programme Changes and Cancellations
- Practically Family reserves the right to cancel or reschedule sessions due to unforeseen circumstances.
- Parents will be notified as early as possible in the event of changes.
- If this occurs, a full refund or the option to transfer to an alternative session will be offered.
9. Complaints
- We aim to ensure every child has a safe, enjoyable experience.
- If you are dissatisfied, please raise your concern with the Holiday Club Manager immediately.
- If unresolved, please email hc@practicallyfamily.co.uk within 14 days of attendance. We will handle your complaint with care and urgency.
10. Staff-to-Child Ratio
- Our staff-to-child ratio is 1:8, in full compliance with statutory requirements.
11. Child Protection
- Our staff have a legal and ethical obligation to report any safeguarding concerns.
- Disclosures or suspicions of abuse will be reported to the Designated Safeguarding Leads (DSLs): Sophie McCumskey and Grant Travis.
- DSLs can be contacted at: 07581 156684 or 07939 942334
12. Health and Safety
- We are committed to maintaining a safe, secure, and healthy environment.
- Our practices comply with all relevant health and safety laws, including the Health and Safety at Work Act.
- Daily risk assessments are conducted, and all equipment and areas are regularly cleaned and sanitised.
- One qualified first aider is always present in each crew.
- Parents must inform us of any medications, allergies, or health conditions in advance.
- Medications must be handed to staff on arrival with a completed medication form.
- Unwell or contagious children should not attend. If a child becomes ill during the day, parents will be contacted to collect them immediately.
- Practically Family is a nut-free environment.
- Regular fire & lockdown drills are conducted; all staff are trained in emergency procedures.
- Health and safety policies may be updated to reflect new legislation or best practice.
13. Liability and Personal Belongings
- Practically Family accepts no liability for personal injury or death unless caused by proven negligence by our staff or organisation.
- Our liability insurance covers up to £5 million.
- We are not responsible for loss or damage to personal belongings brought to the club.
14. Data Protection
- Practically Family is a registered Data Controller under GDPR.
- We collect and process personal data to deliver our services. It is your responsibility to ensure you are authorised to share this information.
- With your consent, we may also use your information for marketing communications (e.g., newsletters). Consent is requested during registration.
15. Parental Responsibilities
It is the parent’s responsibility to ensure that all personal and medical information provided is accurate and kept up to date.
16. Policies and Procedures
- A copy of our full policies and procedures is available at every Holiday Club location and at Practically Family headquarters.
- These documents are available upon request.
17. Agreement
By registering with Practically Family and accepting these Terms and Conditions through our online booking system, you confirm that you have read, understood, and agreed to abide by them.
Practically Family
07939 942334 (during Holiday Club weeks only)
