Terms and Conditions

Terms & Conditions

Cancellation Policy:

Warwick Schools Foundation reserves the right to cancel any session, term, or program if the minimum number of bookings is not met. In such cases, a full refund will be provided to the parent/guardian.

Changes to Program:

Warwick Schools Foundation reserves the right to modify the program, schedule, or activities as necessary for logistical, safety, or educational reasons. Any changes will be communicated promptly.

Booking Changes:

Changes to bookings are only permitted if space allows and staffing ratios can be maintained. Requests must be made in writing.

Cancellation and Refund Policy:

Cancellations made within 14 days of the original booking are eligible for a refund or credit note.
Cancellations within 2 working days of a session will not be eligible for a refund or credit note unless due to medical reasons, supported by a valid doctor's note.
Credit notes must be used within 12 months of the issue date.

Responsibilities of Parents/Guardians:

Parents/guardians must disclose any medical conditions, disabilities, illnesses, or behavioural concerns when booking.
Children are expected to behave respectfully towards others and adhere to safety and behavioural guidelines.
Parents/guardians must be present throughout all sessions for children of all ages (Cub Clubs only) to provide support and ensure adherence to safety guidelines.
Warwick Schools Foundation is not responsible for loss, theft, or damage of personal belongings. It is recommended that children do not bring valuables.

Mobile Phones:

Mobile phones are permitted for children in Year 6 and above (Sports Camps), but they must remain in bags during activity sessions, drop-off, registration, and pick-up.
Phones are allowed only during break times and lunchtimes under staff supervision.
Children are not permitted to:
Access social media platforms (Facebook, Instagram, TikTok, etc.)
Take or share photos/videos
Make calls or send messages (all calls to parents must be made by the Sports Camp or Cub Club Coordinator)
Play music
Use school Wi-Fi
Any inappropriate phone use will be reported to management.

Jewellery Policy:

Health and Safety:

Parents must provide and label any medical aids (e.g., EpiPens, asthma pumps) and hand them over to the Sports Camp or Cub Club Coordinator at the start of the session.
A signed Permission to Administer Medication form is required if a child needs medication during the session.
Sun cream should be applied before arriving. If re-application is needed, children will apply it themselves under staff supervision.

Dietary Requirements and Food Allergies:

Parents/guardians must inform staff of any dietary requirements or allergies at the time of booking.
No food containing nuts is allowed on-site.
Parents can refer to the Food Standards Agency website for details on allergens.

What to Bring (SPORTS CAMPS):

Age Groups & Bookings:

Parents/guardians must ensure the camp booked is for the correct age group. If an incorrect booking is made, we will attempt to accommodate a change but cannot guarantee availability.
Bookings are first-come, first-served, and confirmation will be sent via email upon payment.

Photography & Media Consent:

Warwick Schools Foundation may take photographs/videos during sessions for promotional purposes.
If you do not consent to this, please inform us in writing at the time of booking and complete the opt-out form sent before the session.

Behaviour Policy:

Bullying, prejudice, or any behaviour that disrupts the program will not be tolerated.
Children whose behaviour negatively impacts others may be excluded from sessions without refund.
Parents must treat staff respectfully—verbal or physical abuse will result in immediate termination of the child’s enrolment without refund.

Complaints Procedure:

Warwick Schools Foundation follows a formal complaints procedure. If you would like a copy, please email sportscamps@warwickschools.co.uk.

Payments & Stripe Charges:

Payments are processed via Stripe. Stripe retains a 1.5% processing fee, which is non-refundable in the event of a refund.

Additional Information & Contact Details:

Liability:

While staff will ensure every child’s safety and well-being, Warwick Schools Foundation is not liable for accidents or injuries resulting from non-compliance with program rules or unforeseen circumstances.