Terms & Conditions

Primary Stars Parent Services: Terms and Conditions

1. About These Terms

These Terms and Conditions apply to all parent and carer bookings made with Primary Stars Sports Provision Ltd, including:

• Mega Stars Holiday Clubs and Camps
• KiddiActiv Sessions
• MummyActiv Sessions
• After School Clubs
• Sports Events and Parent Services delivered by Primary Stars

Separate terms apply to schools and educational settings.

By making a booking, you agree to these Terms and Conditions.

2. About Us

Primary Stars Sports Provision Ltd is a Sports & Enrichment provider based in Ashbourne, Derbyshire.

We deliver:

• Curriculum PE & targeted support
• Extra-curricular sports & enrichment activities
• Holiday clubs and camps
• Preschool activity programmes
• Family activity sessions
• Sporting events and competitions

Registered Address:

Primary Stars Sports Provision Ltd

52A St John Street

Market Place

Ashbourne

Derbyshire

DE6 1GH

Website: www.primarystars.co.uk

3. Contacting Us

You can contact us via:

Email

• team@primarystars.co.uk
• megastarsteam@gmail.com

Telephone

• 07975 910711

Post

• 52A St John Street, Market Place, Ashbourne, Derbyshire, DE6 1GH

Where we need to contact you, we will do so using the contact details provided during the booking process.

References to "written" or "in writing" include email communication.

4. Bookings

All bookings are subject to availability.

We reserve the right to refuse or cancel a booking where:

• Places are no longer available
• Safe staffing ratios cannot be maintained
• Incorrect booking information has been supplied
• Pricing or administrative errors occur
• There are safeguarding or health and safety concerns

If we cannot accept your booking, any payments received will be refunded.

5. Changes to Bookings

Changes Requested by Parents/Carers

If you wish to amend a booking, please contact us as soon as possible.

Changes may be possible subject to:

• Availability
• Staffing requirements
• Operational considerations

Additional charges may apply where appropriate.

Changes Made by Primary Stars

We may occasionally need to make changes to:

• Activity programmes
• Venues
• Dates
• Session times

Where significant changes are required, we will provide reasonable notice and offer an alternative session or refund for services not received.

6. Information We Require

To safely deliver our services, parents/carers must provide accurate and up-to-date information including:

• Parent/carer contact details
• Emergency contact details
• Child's full name
• Date of birth
• Medical information
• Allergies and dietary requirements
• Medication requirements
• GP details
• Additional support requirements or SEND information
• Collection arrangements

You must inform us immediately if any information changes.

Failure to provide accurate information may result in us refusing or cancelling a booking where we cannot safely provide our services.

7. Additional Needs and Support

Primary Stars operates within established staff-to-child ratios.

We are unable to provide:

• One-to-one support
• Additional staffing above standard operational ratios

Where a child requires additional support, parents/carers must discuss their child's needs with us before booking so that suitability can be assessed.

8. Attendance, Drop-Off and Collection

Drop-Off

Children should not arrive before the advertised start time unless prior arrangements have been agreed.

Collection

Children must be collected by the advertised finish time.

If you are delayed, please contact us immediately.

Late Collection Charges

Where a child remains uncollected more than 10 minutes after the session ends, a charge of £5 per 15-minute period may be applied to cover additional staffing costs.

9. Absences

If your child cannot attend a session, please notify us as soon as possible.

Absence due to:

• Illness
• Family circumstances
• Holidays
• Personal reasons

does not automatically qualify for a refund.

Where capacity allows, we may offer an alternative session, but this cannot be guaranteed.

10. Illness, Accidents and Medical Treatment

Attendance During Illness

Children must not attend if they are unwell.

Children experiencing sickness, diarrhoea, or other infectious illnesses should remain away from sessions until:

• Symptoms have ceased for at least 48 hours; and
• Any current NHS or public health guidance has been followed.

Accidents and Injuries

All accidents and incidents will be appropriately recorded.

Parents/carers will be informed of any significant accident, illness or injury occurring during a session.

In serious situations we may:

• Administer first aid
• Contact emergency services
• Seek urgent medical treatment
• Contact parents/carers and emergency contacts immediately

A member of staff may accompany a child to hospital where necessary.

Medication

Prescribed medication will only be administered where appropriate information and consent have been provided.

Sun Protection

Parents/carers should apply sun protection before arrival when required.

Staff may assist younger children with reapplication where necessary to ensure their safety.

11. Equipment and Items Required

For Mega Stars Holiday Clubs and similar sessions, children should bring:

• Suitable clothing and footwear for physical activity
• Weather-appropriate clothing
• A refillable water bottle
• A packed lunch
• Snacks
• A rucksack
• Sunscreen
• Any additional items specified before the session

Nut-Free Policy

Primary Stars operates a strict No Nuts Policy across all services.

Parents/carers must not send any food containing nuts.

12. Personal Belongings

Personal belongings are brought at the owner's risk.

Primary Stars accepts no responsibility for loss, theft or damage to personal property except where caused by our negligence.

Prohibited Items

Children must not bring:

• Mobile phones
• Smart watches
• Recording devices
• Electronic devices capable of taking photos, videos, calls or messages

Any prohibited items may be confiscated and returned to a parent/carer at collection.

Lost Property

Lost property will be retained for a reasonable period. Unclaimed items may be disposed of or donated after this time.

13. Activities and Participation

Our holiday clubs and activity programmes include a wide variety of:

• Sports
• Physical activities
• Team-building challenges
• Outdoor and adventurous activities
• Creative and seasonal activities
• Supervised use of playground and sports equipment

Activities may take place indoors, outdoors or elsewhere within the approved venue grounds.

Off-Site Activities: As part of our programme, children may take part in supervised walks and activities away from the main site. Appropriate risk assessments, staffing ratios, supervision procedures and safeguarding measures will be in place at all times. By booking a place, parents/carers acknowledge that participation in such off-site activities forms part of the normal delivery of the provision and is not offered on an individual opt-in or opt-out basis.

14. Cancellations and Refunds

Cancellation by Primary Stars

If we are required to cancel a session or programme due to circumstances beyond our control or operational necessity, we will:

• Offer an alternative session where possible; or
• Provide an appropriate refund for services not delivered

Parent/Carer Cancellation

Refunds are generally not available for cancellations made by parents/carers.

Requests for transfers to alternative dates will be considered subject to availability and operational requirements.

15. Failure to Follow These Terms

Primary Stars reserves the right to suspend or terminate services immediately if:

• Payment is not received
• Required information is not provided
• A parent, carer or child behaves in an abusive, threatening or unsafe manner
• A child's behaviour poses a significant risk to themselves or others
• Persistent late collection occurs

In such circumstances, refunds may not be provided.

16. Health and Safety

The welfare and safety of children is our highest priority.

Whilst every reasonable measure is taken to provide a safe environment, participation in physical activities carries an element of managed risk.

Children are expected to:

• Follow staff instructions
• Behave safely
• Respect other participants and staff

Primary Stars cannot guarantee a completely risk-free environment.

All children attending our services are covered by our Public Liability Insurance.

17. Behaviour and Respect

Primary Stars operates a zero-tolerance approach to violence, aggression, abusive behaviour, discrimination, harassment or threatening conduct towards:

• Staff
• Children
• Parents/carers
• Visitors

Any such behaviour may result in immediate removal from the service and termination of bookings.

18. Photography and Media Consent

Photographs and videos may be taken during activities for:

• Marketing materials
• Social media
• Website content
• Promotional publications

Parents/carers can opt out of photography during the booking process.

We will always use images responsibly and in accordance with our Privacy Notice.

19. Personal Data and Privacy

Primary Stars Sports Provision Ltd is committed to protecting personal information and complying with UK data protection legislation, including the UK GDPR and Data Protection Act 2018.

We collect and process personal information to:

• Deliver services safely
• Meet safeguarding responsibilities
• Manage bookings and payments
• Communicate with families
• Fulfil legal obligations

Personal information is stored securely and accessed only by authorised individuals.

We retain information only for as long as necessary for operational, safeguarding, legal and regulatory requirements.

Further information about how we collect, use and protect data can be found in our Privacy Notice.

20. Payments

Payment must be made in full before attendance unless otherwise agreed in writing.

We accept payment via:

• Class4Kids
• Debit card
• Credit card
• Bank transfer (BACS)
• Cash (by prior arrangement)

Any third-party transaction fees charged by payment providers are not retained by Primary Stars.

If payment is not received by the stated deadline, we reserve the right to cancel the booking.

21. Discount Codes

Discounts, promotional offers and discount codes must be used correctly and in accordance with any stated conditions.

Where a discount has been applied incorrectly, we reserve the right to:

• Request the outstanding balance; or
• Cancel the booking if the balance is not paid.

22. Complaints Procedure

We aim to provide a high-quality service at all times.

Stage 1: Informal Resolution

Please raise any concerns with a member of staff or the relevant manager at the earliest opportunity.

Stage 2: Formal Complaint

If the matter is not resolved, complaints should be submitted in writing to management.

We will acknowledge your complaint and investigate the matter fairly and promptly.

23. Events Beyond Our Control

Primary Stars will not be liable for delays, interruptions or cancellations caused by circumstances outside our reasonable control, including but not limited to:

• Severe weather
• Government restrictions
• Public health emergencies
• Venue closures
• Utility failures
• Industrial action

Where possible, we will offer alternative arrangements or refunds for services not delivered.

By completing a booking with Primary Stars Sports Provision Ltd, you confirm that you have read, understood and accepted these Terms and Conditions.