Kids Club Wraparound Care

Terms & Conditions

Effective Date: June 2026

These Terms & Conditions apply to all breakfast clubs, after school clubs, wraparound care and associated childcare services operated by Kids Club. By making a booking, parents and carers agree to the following terms.

1. Bookings

All bookings must be made through the Kids Club online booking system.

Places are allocated on a first come, first served basis and are only confirmed once payment has been received or sufficient account credit is available.

Parents are responsible for ensuring that all child information, emergency contacts, medical details and collection arrangements are accurate and kept up to date.

2. Payment

All bookings are payable at the time of booking.

We accept payment by:

  • Debit or Credit Card
  • Tax-Free Childcare (TFC)
  • Childcare Voucher schemes (where supported)

Bookings cannot be confirmed without payment or sufficient account credit.

3. Childcare Vouchers & Tax-Free Childcare

Parents wishing to pay using Childcare Vouchers or Tax-Free Childcare must arrange for funds to be transferred in advance.

Payments should be made with sufficient time for Kids Club to receive and allocate the funds to your account before you attempt to make a booking.

Kids Club cannot guarantee places where sufficient funds have not been received and credited to your account.

4. Cancellations & Refunds

Bookings cancelled with at least 7 days' notice before the scheduled session will receive a full refund to the original payment method.

Cancellation requests should be made through the online booking system or by contacting Kids Club directly.

5. Cancellations with Less Than 7 Days' Notice

Where less than 7 days' notice is provided:

  • No cash or card refund will be issued.
  • The value of the cancelled booking will be credited to your Kids Club account.
  • Credits may be used towards future Kids Club bookings only.
  • Credits are valid for 12 months from the date they are issued.
  • Any unused credit will automatically expire after 12 months and cannot be extended, transferred or exchanged for cash.

6. Child Absence

If your child is unable to attend due to illness, holidays or any other reason, the standard cancellation policy applies.

Unfortunately, refunds cannot be provided for sessions that are missed without the required notice period.

7. Late Collection

Children must be collected promptly at the end of their booked session.

Late collection may result in an additional charge to cover staffing costs. Persistent late collection or unpaid late collection charges may result in future bookings being suspended until the matter is resolved.

8. Medical Information & Additional Needs

Parents must provide accurate information regarding:

  • Medical conditions
  • Allergies
  • Dietary requirements
  • Medication
  • Additional needs or support requirements

This information must be kept up to date within the booking system.

Kids Club reserves the right to refuse attendance where essential medical or safeguarding information has not been provided.

9. Behaviour

Kids Club is committed to providing a safe, inclusive and enjoyable environment for all children.

Where a child's behaviour presents a significant risk to themselves, other children or staff, we will work positively with parents, carers and the host school to identify appropriate support strategies.

If behaviour continues to compromise the safety or wellbeing of others, Kids Club reserves the right to suspend or withdraw a child's place following discussion with parents.

10. Collection of Children

Children will only be released to:

  • A parent or legal guardian; or
  • An adult authorised on the child's account.

Staff may request identification where necessary.

Parents must notify Kids Club in advance if collection arrangements change.

11. Emergency Closures

In exceptional circumstances, including severe weather, school closure, utility failure or other events beyond our reasonable control, Kids Club may need to amend or cancel sessions.

Where possible, parents will be informed as soon as practicable.

Sessions cancelled by Kids Club will be refunded or credited to the parent's account.

12. Safeguarding

The safety and welfare of every child is our highest priority.

Kids Club operates in accordance with UK safeguarding legislation and follows the safeguarding and child protection procedures of the host school together with its own policies and procedures.

All staff receive appropriate safeguarding training and are subject to enhanced DBS checks where required.

13. Data Protection

Personal information is collected and processed for the purposes of providing childcare services, safeguarding children and communicating with parents.

Kids Club processes personal data in accordance with UK GDPR and the Data Protection Act 2018 and will only share information where legally required or necessary to protect the welfare of a child.

14. Changes to these Terms & Conditions

Kids Club reserves the right to amend these Terms & Conditions from time to time.

The latest version will always be available through our booking system and website. Continued use of our services constitutes acceptance of any updated Terms & Conditions.

Parent Summary

  • Bookings are paid for when you book.
  • Tax-Free Childcare and Childcare Voucher payments must be transferred in advance so your account can be credited before booking.
  • Cancel 7 days or more before your session for a full refund.
  • Cancel with less than 7 days' notice and your payment will be added to your Kids Club account as credit.
  • Credits are valid for 12 months from the date they are issued.
  • Credits cannot be transferred or exchanged for cash.

These Terms & Conditions are designed to ensure the smooth operation of Kids Club whilst providing a fair and transparent service for all families.