TERMS AND CONDITIONS
By booking with us you are agreeing to the following terms and conditions.
ATTENDANCE AT SITES
Your child’s attendance at a The SHAC is contingent upon you signing them in with us. You are responsible for ensuring that you have signed your child(ren) in at the beginning of every day and out at the end of every day.
No adults may accompany children on our holiday courses without prior arrangement with us. We require a current DBS check before allowing adults to accompany holiday club groups, and this is at our discretion. This does not apply to birthday parties.
We encourage positive behaviour. In the (very unlikely) event that your child behaves in some way that even we cannot deal with, we’ll ask you to remove them from the activity. If this does happen, you’ll be charged for any additional costs incurred by us, for example extra supervision or transport and you won’t be offered a refund. We also reserve the right to withdraw your child from any future bookings without refund.
BOOKINGS AND PAYMENT
Payment is taken when you book a place. You will be sent an confirmation email on receipt of your booking. If you haven’t paid or if you don’t receive the email your child has not been allocated a place, so please check. If you have not paid 72 hours before the day your child is due to attend we reserve the right to cancel your place.
We Believe in the ethos “No such thing as bad weather, only the wrong clothes.”
Children turning up with the wrong clothing is the biggest problem we have. Having the right clothes and shoes can make the difference between your child having a great time and being miserable. It’s up to you to make sure they come properly equipped, so please follow these guidelines.
You need to provide your child with appropriate foot- and outer-wear – stout shoes or boots are essential, plus warm clothes and a waterproof outer layer (top and bottom) – so WATERPROOF COAT AND TROUSERS. Long sleeves and long trousers also.
Please note that The SHAC accept no liability for dirty or torn clothing. All clothing should obviously be clearly marked with your child’s name.
For their own protection, we reserve the right to refuse entry to any child who is improperly dressed. Sorry, no refund if you send them in inappropriate clothes.
Our handling of all information provided to us during booking will comply with the Data Protection Act 1998. We will not sell or disclose your personal details to any other agencies. We will not contact you other than about other SHAC activities.
Activities which advertise “children must be accompanied by an adult” means a responsible person over the age over 18 years old. Any person attending our activities/events must adhere to our health and safety guidelines and follow the instructions of the activity/event leader. Such adults must not be under the influence of drugs or alcohol. Adults must be responsible for the behaviour of themselves and the children they are accompanying. They will be asked to leave if their behaviour is affecting the safety or enjoyment of the activity/event for other people attending.
You need to feed them! We expect you to provide your child with food for the day, which should include:
a mid-morning snack
a mid-afternoon snack
Drink for the day
Please bear in mind that your children will be outside all day, and active for a good part of that day, and pack their lunchboxes accordingly. Being hungry in the woods is even less fun than being cold.
Again, please note that we reserve the right to refuse entry to any child who arrives without adequate food or drink for the day. No, no money back in this case either.
Please ensure that your child is well enough to come to our activities. In particular if your child has a fever or has suffered from vomiting or diarrhoea within 48 hours then please tell us and remove your child from the day. In these circumstances we will offer you another date in lieu, provided you inform us before 8.00 am on the day they are due to attend. You can let us know about an ill child by calling the office number (01306 73204) and either speaking to someone or leaving a voicemail, or by email. If your child becomes ill with any of these symptoms during a session we’ll contact you and we’ll expect you to make arrangements to take them home.
We do not offer refunds in the case of illness.
LATE COLLECTION/UNCOLLECTED CHILDREN
Please tell us if you will be late in picking up your child, that is more than, say, a quarter of an hour. If you are more than 15 minutes late in collecting your child, without having agreed this with us previously, we will call the emergency contact details you have provided to find out the cause for the delay, and how long it is likely to last. We’ll do our best to contact you and always leave a message if we can.
Please note that if you are more than 15 minutes late to pick up you will be charged an additional £15 for every half hour, or part thereof.
While waiting to be collected, we’ll look after your child and give them as much support and reassurance as necessary. Try to keep us informed though – it’s scary for them (and us) if you don’t turn up when we think you should.
We charge for extra time spent looking after children over and above the times you booked for, (and for the costs of getting them back to you).
We do try to repatriate lost property at the end of every session. However, it is your (and your child’s) responsibility to ensure that they leave with everything they turned up with. If you do find that something has been left behind then please let us know by calling the office number and we will do our best to find it and get it back to you. Needless to say, it’s a lot easier for us to identify and return lost property if you have written your child’s name in it. We don’t offer replacements or compensation for lost items.
Please don’t send children with pocket, pen or sheath knives without discussing with us first so we can manage them appropriately and so the children can be advised on where and when they can be used. We will ask for knives to be handed to SHAC staff on arrival and we will keep them with out other tools until they are wishing to use them within an appropriate and and organised activity.
MEDICATION AND MEDICAL INFORMATION
The Session leader holds a current outdoor first aid certificate, specialising in first aid in the outdoors. However, it is up to you to ensure that we have your child’s current medical information at the beginning of the session, and that they also have any medication (i.e. epi-pens and inhalers) with your child’s, name, medication and time of last dose/incident written clearly on the outside.
You are also responsible for telling us of any behavioural issues your child may have (for example whether they have a Statement of Educational Needs, or have been diagnosed with behaviour on the autistic spectrum)
Any information you give us will be treated in strict confidence, and will not prejudice the inclusion of your child in any activity. It is in the interests of your child that you give us full and accurate information. However, if we feel that our staff will not be able to keep your child or the group safe in the woods with the behavioural issues that you describe then we reserve the right to decline the booking.
If your child requires medication (for example, an asthma inhaler or an epipen) then it is your repsonsibilty to ensure they have their medication with them when they arrive and that we are aware of it. In the case of epipens we will expect you to provide two epipens. We will refuse to accept children requiring medication who do not have their medicine with them. You will not get a refund in these circumstances.
Please apply any sun protection cream and insect repellent before the session starts where appropriate.
We do not allow children to have mobile phones, tablets or any other form of device during our sessions unless this has been agreed in advance by parents and SHAC management. (see below under PHOTOGRAPHS). If your child brings a phone without permission then the leader will confiscate it and return it to you at the end of the session.
With your permission, photographs and video footage may be taken of the children during activities, for use solely by The Surrey Hills Adventure Company for promotional purposes, i.e. use on websites/leaflets/press releases etc.
When images are used for promotional purposes, only the image will be used, and no personal information will be issued.
We do not allow children to take photographs on site. Please do not send your child with a camera or a camera phone. If you do wish your child to have a phone with them for security purposes, please let us know and we will look after them throughout the session unless they are needed.
We do not store credit card details nor do we share customer details with any 3rd parties.
REFUNDS AND CANCELLATIONS
If we cancel an event we’ll book your child onto another day of your choice in lieu. This will only happen in the event of extreme weather conditions, lack of take up, or other events beyond our control. See WEATHER.
If you cancel your booking more than 15 days before you’re due to come to us then we’ll either refund your money or offer you a day in lieu. Cancellations made with 15 days or less notice will not qualify for either a refund or a day in lieue. If you cancel because of illness then see ILLNESS above
In the event that a decision is made to cancel an activity all participants and parents/guardians will be informed at the earliest opportunity.
If you have not paid 72 hours before the day your child is due to attend we reserve the right to cancel your place.
We believe that everyone who works for The SHAC has the right to be treated with respect, and to work free from fear of intimidation or harm. We will not tolerate physical or verbal abuse towards any member of the team for any reason. We reserve the right to cancel bookings without notice or refund if we feel that our staff have been subject to abuse from parents or children.
Courses will not run if the Met office weather forecast shows a predicted wind speed (gust or continual speed) of 30mph or above for any part of the day. In these circumstances we will make a decision to cancel the session giving as much notice as possible. We will inform parents/guardians by email using the information you supply at booking. We will also put a note on the home page of our website. If we cancel because of adverse weather you will be offered a day in lieu.
If unpredictable high winds, lightning or the likelihood of either develops over one of our sites during a session then we will evacuate the site immediately. In that instance we will contact you via the emergency numbers you give at booking and ask you to arrange to collect your child from the drop-off point. We do not offer refunds or days in lieue for cancellations due to lightning/high winds developing during the day.