Terms & Conditions

Coach KT Active Kids

Terms & Conditions

1)  All staff have an Enhanced DBS check undertaken every 3 years and are regularly trained in First Aid and Safeguarding & Protecting Children.

2) We only accept online bookings. These are the most efficient and safe way of receiving you and your child’s personal details, relevant to your booking.

3)  On completion of your online booking your child’s name will be added to the Club register. No additional communication will be made to confirm your booking. If you are unsure as to whether your online booking has been received, please email coachkatiehenry@gmail.com.

4)  Payment to be made by Direct Bank Transfer. We do not accept payment over the phone or by direct payment at our venue.

5) Your booking is not confirmed until payment has been received. Paid for spaces will be given priority.

6) You must refrain from bringing your child to class if they have had any form of illness within 48 hours of the class.

7)  Cancellations & Refunds - To cancel a booking, you must notify Coach KT by emailing coachkatiehenry@gmail.com prior to the Club date that you have booked for. Failure to do so may result in you being refused a refund.

You will receive a 50% refund for cancellations made on pre-paid bookings, which are cancelled with at least 5 full days' notice. This is to ensure that unwanted places are offered to other children with enough notice time.

Cancellations made with less than 5 full days' notice will NOT be refunded.

Cancellation by parents/guardians due to poor weather will not be refunded.

Cancellation by Coach KT due to extreme weather will be refunded.

Cancellation due to changes in Covid-19 government guidelines will NOT be refunded.

8) Coach KT reserves the right to refuse or exclude any person at any time prior to or during a Club if, in their opinion, that person is incompatible with the general wellbeing and safe running of the Club. In this instance, no refund will be given, and any costs incurred, including any damages, will be passed onto the parents/carers who will also be responsible for the collection of the child from the Club. Coach KT always aims to be fully inclusive. Removal from our Club is our last resort and wherever possible, we will work with parents/carers to resolve any issues prior to taking the above action.

9)  Booking and payment questions and queries are to be made directly to Coachkatiehenry@gmail.com. Alternatively, you can call Coach KT (Owner) on 07876 567 570. Please do not direct any payment or booking queries/questions to our on-site Club staff.

10)  When children are booked on to and attend a Club, it is automatically assumed that they are permitted to participate in our activities and have the parent/guardian permission to do so.

 11) Coach KT Active Kids does not accept any liability for the loss or damage of any property belonging to children attending our Club. Coach KT strongly advises that no personal belongings, other than lunch and clothing, are brought to a Club. All clothing, lunch equipment and other personal possessions should be clearly named. 

12) For any damage caused by a child whilst at a Coach KT Active Kids Club, which leads to financial repairs, the parent/guardian will be responsible for 100% of the cost.

13) Children should wear appropriate comfortable sports clothing to Coach KT Active Kids Clubs and strongly advise that outdoor/waterproof clothing is also brought to every Club, regardless of the time of year.

14) Parents/carers are responsible for providing suitable sun protection for their children when the weather is fine/forecast to be fine. This includes a t-shirt covering their shoulders, a sun hat and sunscreen with an appropriate sun protection factor in it. Parents/carers must ensure children have had sunscreen applied before they arrive to the Club and that their children are able to re-apply during the day if necessary. Staff can verbally assist children in the application of sunscreen but are unable to physically apply it for them. Our full ‘Sun Protection Policy’ is available for you to read at our Coach KT Active Kids venue.

15) Parents/carers are responsible for providing a suitable lunch, snacks and drinks for their children when they attend a Coach KT Active Kids Club. We ask that they bring a refillable water bottle to all Clubs. Please note that the school venue is NUT-FREE due to fellow attendees who may have severe allergies.

 16) It is the responsibility of parents/carers to inform Coach KT Active Kids staff of any medical or behavioural needs for their child at the time of booking. We are an inclusive organisation and will endeavour to cater for your child’s needs. We can only do this, however, if we are fully informed of needs and requirements in advance of the Club day.

17) All children attending Coach KT Active Kids Clubs must be able to toilet independently and be continent. We understand that accidents happen, but regular wetting/soiling is embarrassing for the child, and time-consuming for staff to deal with. If you suspect an accident may happen, please pack spare clothes and underwear for your child, and inform coaching staff on arrival.

18) Parents/carers are advised that dropping off their child(ren) before Coach KT ‘Early drop’ hours will not be accepted. Our insurance and venue lettings agreements do not permit us to allow children on site outside of our working hours. Parents/guardians should remain with their children until the Academy start time of 9.30am. Children dropped off before 9.30am will not be allowed on site unless supervised by their parent/guardian.

19) All children are required to sign in and out of Coach KT Active Kids each day i.e. please be visible as you arrive and inform our staff that you have arrived. There may be a queue for registration. This is due to the high number of attendees and our safeguarding policy. Our staff will endeavour to register all children as quickly and efficiently as possible, but the safety and wellbeing of every child arriving is always our number 1 priority, hence the slight waiting time. Parents/carers MUST escort their child(ren) Coach KT Active Kids entrance and be present when signing in. Coach KT only has duty of care of your child(ren) once they are signed in.

We strongly advise that children are not dropped off at the venue car park or school gates and left to walk in unattended.

20) At the end of each Coach KT Active Kids day, parents/carers must notify Coach KT that they are taking their child(ren), so that they can be signed out accordingly. Parents/carers must be visible to our staff before we allow children to leave the Club premises i.e. parents/carers should not wait for their children in their vehicles or outside of the venue gates.

21) To notify us that another person other than those mentioned on your booking form are collecting your child(ren), please email coachkatiehenry@gmail.com or verbally inform the ‘lead coach' at the Club.

 22) If you give permission for your child(ren) to travel home on their own (without an authorised adult), then you must give us written permission (handwritten or emailed to coachkatiehenry@gmail.com) prior to the relevant day. Without SIGNED written permission from a parent/carer, we will not allow your child(ren) to leave the Club premises. Telephone, text and WhatsApp permission will not be accepted.

23) For any children uncollected after the scheduled finish time of the Club without communication from a parent/carer, the following actions will be applied:

·   For non-collection for the ‘Club Day’ hours (maximum 15 minutes waiting time), you will be charged £5 (to be paid on the same day).

·   For non-collection after the ‘Extended Day’ hours or Club finish time, parents/carers and any emergency contacts detailed on your Class4kids account will be telephoned. Our staff will stay with your child(ren) until an authorised adult arrives to collect them. On arrival, you (or the authorised adult) will be charged £5 for the first 15 minutes of lateness and then £10 per 15 minutes after that (to a maximum of 1 additional hour after the scheduled finish time).

·   If we fail to make communication with any of your emergency contacts and your child(ren) have not been collected 1 hour after the end of the Club day scheduled finish time, Social Services and/or the local police will be contacted. At this point, the responsibility of your child(ren) will no longer be that of Coach KT Active Kids.

·   Failure to notify Coach KT Active Kids of your lateness may result in additional administration, venue hire and staff fees. You will be notified of this in writing and the fee must be paid in full before you will be allowed to re-book on to one of our Coach KT Active Kids Clubs.

·   Consistent lateness may result in your remaining booking dates being terminated. If this does occur, you will be given a full refund for any remaining dates, minus a £25 ‘administration fee’.

24) Should you have any concerns regarding your child’s time at any of our Coach KT Active Kids Club days, please in the first instance email coachkatiehenry@gmail.com. Your concerns will be investigated and responded to as quickly as possible. If you are not satisfied with the action taken and/or reply given, please call Katie Henry on 07876 567 570, explaining why you are not satisfied, and your complaint will be investigated further.

25) The personal information requested on our Class4kids booking form is required to allow our employees to provide professional school holiday clubs. This information will not be divulged to persons unconnected with Coach KT Active Kids. It is the parent’s/guardian’s responsibility to update Coach KT with any changes in personal information including home address, email address, contact telephone numbers and medical information for their child(ren). Coach KT and Class4kids all use systems that are fully GDPR compliant.

If you have any questions or concerns regarding any of our booking and payment Terms & Conditions, please email coachkatiehenry@gmail.com, your email will be replied to within 3-5 working days.

Thanks for booking with Coach KT Active Kids