Southampton Sport's holiday camp terms and conditions
1. Bookings
1.1. After making your booking, you will be sent your pre-course information and will be asked to fill out 2 online forms with medical conditions and contact details for your children. Please ensure that you fill in all areas of the forms to better facilitate the processing of your application. These forms are vital. Anyone not filling out the entirety of the forms will not be accepted at the start of any day of the kid’s camps.
1.2. Following ratio guidelines is a key part of our service to you. If we are at capacity, we are sorry we will not be able to accept any further bookings.
1.3. If you want to know more about how we hold your data, please refer to our privacy notice. Our updated copy of our privacy notice can be found via our website.
2. Payment and confirmation
2.1. How you can pay: Payment for Kids Camps can be made via reception at Jubilee Sports Centre.
2.2. When you should pay: Payment must be made during the booking process. We run a procedure that if payment is not received at the time of your booking, this booking will not be confirmed.
2.3. If you are paying by childcare vouchers, all vouchers must be paid and with us, with proof of transaction, by Friday 3rd July. Anyone who has who has not presented us with proof of voucher payment by this date will be removed. No exceptions.
3. Cancellation and force majeure
3.1. Should you wish to cancel after booking a course, you may do so by contacting us in writing or by email. Please take note of points 7 (Consumer Rights), 11 (Cancellation and Refunds of Goods) and 12 (Cancellations and Refund of Event and Services).
- Cancellation within 6 weeks of start date of Kids Camp period: 100% refund
- Cancellation within 1 week of start date of Kids Camp period: No refund
3.2. If it becomes necessary for us cancel, we will look to process a full refund.
3.3. In the case where we must close due to unforeseen circumstances or an incident outside of our control, no refund or replacement session will be offered.
3.3.1. Such Force Majeure circumstances might include (but are not limited to) damage to the pool, severe weather conditions, power failures, industrial action, civil unrest and other events that Southampton Sport has no reasonable control over or prior knowledge of.
4. Attendance
4.1. If your child is sick, we would not be able to process a refund due to pre-planning of our Kids Camps and knock-on-effects. Please ensure you contact us via email southamptonsport@soton.ac.uk or via phone 023 8059 2119 to let us know that your child will not be attending due to sickness.
4.2. Late arrivals: Parents are asked to ensure their child is dropped off at the correct location at the time of their child’s course. Our team will not wait for any late children, so we highly recommend that children arrive on time. Parents are asked to inform the team of any planned late arrivals in advance.
5. Changes
5.1. If you wish to make changes, changes can only be made up to 4 weeks of the start date of the Kids Camp period. Please note that any additional requests will incur a charge of £5.00 per change.
6. Illness and medical conditions
6.1. If your child has a pre-existing medical condition, we ask the parent/guardian to ensure they make the team aware at Southampton Sport by completing their medical form to the best of their knowledge. All medical forms should be with Southampton Sport at least one week before the start of your booking.
6.2. Children with disabilities: it is recommended that a meeting is requested with the team at Southampton Sport to ensure that accessibility requirements can be reviewed.
6.3. If your child has contracted an illness while at Kids Camp, we ask that you contact the Southampton Sport team immediately to discuss this further.
6.4. Refunds are only offered on proof of medical condition, from local health care services.
7. Behaviour
7.1. Zero tolerance policy on bullying and continued poor behaviour, in more serious cases, we reserve the right to ask parents and guardians to remove children from our Kids Camp for the rest of their bookings. No refund for any remaining days booked will be given.
7.2. In such an event of late collection, parents will be asked to pay a further £5 per 15 minutes after 5.00pm to cover the additional staffing cost. If we have no contact from a guardian by 6.00pm, we will look to contact Social Services to advise them of an uncollected child.
7.3. Safeguarding: The Southampton Sport team have a legal obligation to report any sign of child abuse or neglect to our Principal Safeguarding and Local Safeguarding Lead. The MASH for children and young people will be contacted. Our Safeguarding Children Policy can be found on our website.
8. Complaints
8.1. We pride ourselves in delivering an enjoyable and safe experience. If you have either negative or positive feedback, please tell us. All feedback will be used in order to enhance our offerings, please email southamptonsport@soton.ac.uk. Our Complaints Procedure can be found on our website.
9. Valuables
9.1. Southampton Sport will not accept liability for lost or damaged property. If you believe that your child has left an item, please contact southamptonsport@soton.ac.uk or speak to a member of the team in person. We ask that valuables are not brought to our Kids Camp sessions.
10. Watersports and outdoor facilities
10.1 We are committed to ensuring the utmost safety and well-being of your child during their time under our supervision. Every possible effort has been and will continue to be exercised to maintain a secure environment. It is important to acknowledge, however, that certain outdoor activities inherently hold variables beyond our immediate influence. While measures are performed to prevent and minimise potential hazards, it is imperative to recognise that Southampton Sport cannot assume liability for circumstances that lie beyond our control.
Such factors include, yet are not restricted to, the following: abrupt and adverse weather, the presence of contaminated waterways such as lakes, rivers, or seas, the dynamics of tidal currents, unforeseen and excessive rainfall or runoff, erosion leading to the instability of riverbanks or terrain integrity, and shifts within naturally evolving ecosystems, such as river systems, sea beds, or shorelines.