Terms & Conditions

Bishop’s Stortford College – College Camp Terms and Conditions

1 Introduction

The School organises a variety of activities for children aged 4 ½ to 13 years during the holidays (the College Camp). Details of the activities are set out on the school’s website at www.bishopsstortfordcollege.org and on the College Camp Online Booking Portal https://bishop-s-stortford-college.classforkids.io/

1.1 Terms and Conditions: These terms and conditions together with the completed College Camp Online Booking Portal are the basis of a legally binding contract between the Parent and the School for the provision of educational services.

2 Terminology

2.1 College Camp Online Booking Portal: means the College Camp Online Booking Portal https://bishop-s-stortford-college.classforkids.io/ for parents to use when booking an activity for their child.

2.2 The School or We or Us: means Bishop’s Stortford College as now or in the future constituted (and any successor). The School is constituted as a charitable company limited by guarantee.

2.3 Activity: means the activity to be undertaken by the Child including any additional services requested on the College Camp Online Booking Portal as confirmed by the School.

2.4 The Activity Fees: means the Fees for the activity as set out on the College Camp Online Booking Portal.

2.5 The Parent or You: means the parent or legal guardian of the Child and who has submitted the completed College Camp Online Booking Portal.

2.6 The Operations and Commercial Manager: means the Operations and Commercial Manager of the School.

2.7 Child: means the person named on the College Camp Online Booking Portal for whom a place on an activity has been confirmed by the School.

3 Reservation and Consent for a Place on an Activity

3.1 Reservation and Consent: The Parent may book a place on the activity for the child by completing the College Camp Online Booking Portal and submitting this to the school together with payment of the Activity Fees.

3.2 Consideration of booking: A booking will only be considered by the school if the College Camp Online Booking Portal is fully completed.

3.3 Availability: Places on the activity are subject to availability. The Child's place on the activity is booked when the School confirms to the Parent that the booking has been accepted.

3.4 Equality: The School welcomes children from many different ethnic groups, backgrounds and creeds. We will do all that is reasonable to ensure that the School's culture, policies and procedures are made accessible to children who have disabilities and to comply with our legal and moral responsibilities under equality legislation in order to accommodate the needs of applicants and children who have disabilities for which, after reasonable adjustments, we can cater adequately. The School’s polices can be accessed on its website https://www.bishopsstortfordcollege.org/181/policies-reports-and-college-publications

4 Fees and Cancellation

4.1 Payment of the Activity Fees: The Activity Fees are payable on completion of the College Camp Online Booking Portal and can be paid by childcare vouchers or card.

4.2 Refund or Waiver: Subject to 4.5 below, fees will not be refunded or waived:

4.2.1 if the Child does not attend or complete the activity; or

4.2.2 if the activity duration is shortened; or

4.2.3 save as set out below, for any reason other than exceptionally and at the sole discretion of the Operations and Commercial Manager.

4.3 Cancellation: means the cancellation of the Child's place on the activity in writing to the Operations and Commercial Manager which occurs after submission of the College Camp Online Booking Portal and before the start of the activity.

4.4 Cancellation Rights: You may cancel this agreement at any time 28 days prior to the start date of the activity. In such circumstances the Activity Fees will be refunded. (Activity Fees will be pro-rated if any part of the activity has been delivered).

4.5 Cancellation or Alteration of the Activity: The School reserves the right to cancel or alter an activity at any time. If the School cancels an activity, the Activity Fees will be refunded (subject to clause 4.7 and pro-rated if any part of the activity has been delivered). Where possible, the School will offer an alternative activity. The Parent may reject the alternative activity and receive a refund in full or in part of Activity Fees or they may accept the alternative activity. If the Parent accepts the alternative activity for which the Activity Fees are less, the balance of the Activity Fees will be refunded (subject to clause 4.6). If the Child attends an alternative activity for which the Activity Fees are greater, the Parents will be required to pay the balance immediately.

4.6 Childcare Vouchers: If the Parent has paid the Activity Fees using childcare vouchers and is entitled to a refund in accordance with these terms and conditions, the school will:

4.6.1 refund the Activity Fees paid by childcare vouchers to the provider; or if this is not possible.

4.6.2 retain the Activity Fees paid by childcare vouchers as a credit on the Parent's account.

4.7 Activity Fees on Cancellation: If notice of Cancellation is received by the school there will be no refund of the Activity Fees paid, other than as provided for in clauses 4.4 to 4.5 or where notice of Cancellation is received before the date set out on the College Camp Online Booking Portal.

4.8 Communication: The School reserves the right to send information about the activity to you by email or by post. The Parent will inform the School of any changes to the personal details provided on the College Camp Online Booking Portal by email to the Operations & Commercial Manager (emma.tumelty@bishopsstortfordcollege.org)

5 Education and Welfare

5.1 Provision of Education: The School will exercise reasonable care and skill in providing educational services for the Child.

5.2 Organisation of the Activity: We reserve the right to organise the activity and its delivery in a way, which, in the professional judgement of the Operations and Commercial Manager, is most appropriate to the activity as a whole. We will endeavour to inform you of changes and the reasons for them as soon as practicable.

5.3 Medical Care: The Parent must comply with the First Aider on duty School Nurse's recommendations which may include a reasonable decision to send the Child home if he / she is unwell and unable to continue on the Activity.

5.4 Confidentiality: The Parent authorises the Bursar to override his / her rights and (so far as they are entitled to do so) the Child's rights to confidentiality, and to impart confidential information on a "need to know" basis where necessary to safeguard the Child's welfare or to avert a perceived risk of serious harm to the Child or to another person at the School or to inform members of staff about the Child's particular needs.

5.5 Child's Personal Property: The Child is responsible for the security and safe use of all his / her personal property including money, mobile phones or devices, watches, computers, and for property lent to them by the school.

5.6 Insurance: The School maintains those insurances as required by law. The Parent is responsible for any other insurance including insurance of the Childs personal property whilst at School or on the way to and from School or any activity away from School premises organised by the school.

5.7 Liability: Unless negligent or guilty of some other wrongdoing causing injury, loss or damage, the school does not accept responsibility for accidental injury or other loss caused to the Child or for loss or damage to property.

6 Child Behaviour

6.1 Behaviour and Conduct: The Parent accepts that the Child will be subject to the School’s rules and regulation and policies on behaviour and conduct while attending the Activity or associated with the School. The School's policies can be accessed on its website https://www.bishopsstortfordcollege.org/181/policies-reports-and-college-publications

7 General Contractual Matters

7.1 Data Protection: We use the information collected about you and the Child to provide the activity and to fulfil our statutory duties. Our privacy notice, which contains further information about how we use personal data can be found here: https://www.bishopsstortfordcollege.org/181/policies-reports-and-college-publications Please read this carefully. If the Child is aged 12 or over then you must ensure that s/he has read this as well.

7.2 Consumer Rights: Care has been taken to use plain language in these terms and conditions and to explain its provisions. If any words alone or in combination infringe the consumer rights laws or any other provision of law, they shall be treated as severable and shall be replaced with words which give as near the original meaning as may be fair.

7.3 Information for Parents: We provide parents of children with information about the School, the Activity and the educational services we provide in good faith. This information may be contained on the College Camp online portal, website or other promotional literature or in statements made by staff. If the Parent wishes to take account of the information provided to them when deciding whether to enter into this agreement he / she should seek specific confirmation from the Operations and Commercial Manager that the information is accurate before submitting a completed College Camp Online Booking Portal.

7.4 Third Party Rights: Only the School and the Parent are parties to this agreement. The Child or any third party is not a party to it. No person other than a party to this agreement shall have any rights to enforce any term of this agreement.

7.5 Interpretation: These terms and conditions supersede those previously in force and will be construed as a whole. Headings, unless required to make sense of the immediate context, are for ease of reading only and are not otherwise part of the terms and conditions.

7.6 Jurisdiction: This agreement was made at the School and it, together with each matter relating to the provision of educational services by the School, is governed exclusively by the law of England and Wales and the parties submit to the exclusive jurisdiction of the Courts of England and Wales.

8. Photography / Video Footage: We may take photographs and video footage at camp to use for training and promotional purposes. Where possible, we will post photos to our social media platforms for you to view, but please note we cannot guarantee your child will appear on these. To exclude your child, we must be informed via the Child Registration form before your child begins at camp.

9. Health and Safety: At the time of booking, it is the responsibility of the parent/guardian to supply us with full information relating to the child’s physical and mental health, including an EHCP if the child has one. In order to maintain appropriate standards of health and safety, if your child has additional needs you will need to discuss these with us in advance of booking to ensure our staff can fully support your child. (See also Clause 15 re: staff ratios). Children with certain medical, physical or behavioural conditions or those who cannot demonstrate the required skill to take part safely may not be able to participate in some activities. College Camp will provide all standard equipment required for the activity sessions. On the rare occasion the equipment provided does not meet the needs of an individual child, they may not be able to partake in that activity on safety grounds. In this instance, we will try to adapt the activity and if that is not possible, we will offer a suitable alternative activity.

We have a duty of care to ensure we can keep children safe at all times, so where English is not the child’s first language, they must have a suitable level of understanding to ensure they can follow instructions from staff to keep themselves and others safe and communicate if they are unwell/injured. To help prevent the spread of illness/disease, children must not attend camp if they are ill or infectious or been in contact with someone who has recently been diagnosed with an infectious illness/disease.

10. Your Child’s Information: At the time of booking full and accurate information about the child’s DOB, medical, physical or behavioural needs, or any other additional needs, must be provided. Failure to do so may result in the child being excluded from certain activities. In some circumstances we may have to cancel the booking and no refund will be paid.

Before your child’s first day at camp each season a Child Registration form must be completed online via your account. We cannot accept children onto camp if this form is not completed. All information given will be treated in complete confidence.

11. Child Protection: College Camp staff have a duty to respond if they suspect a child may be suffering from or makes a disclosure about abuse. In this event staff will contact the relevant local authority and act on their advice.

12. Staff Ratio: College Camps’ ratio of staff to children exceeds all statutory requirements. The actual ratio varies between activities, age groups and camps. College Camp does not offer any higher staff:child ratio than 1:8, irrespective of any child’s specific needs.

13. Liability and Personal Property: College Camp does not accept liability for personal injury or the death of any person unless directly caused by the proven negligence of the company or its servants, in this event our liability insurance provides cover of up to £10 million. College Camp will not take responsibility for the loss or damage of any items of personal property brought onto the camp and neither the ‘Flex’ booking option nor our insurance covers personal items. Our Parent Guide contains further information about what should/not be brought to camp (including mobile phones) and details our Lost Property Policy.

14. Exclusions and Late Collection: College Camp reserves the right to decline/cancel a booking or exclude any child for any reason at its absolute discretion if the behaviour of the child is considered to be dangerous or inappropriate. No refund will be made for days missed and no compensation will be made for any other costs or losses incurred as a result. Please note: exclusion may also result due to persistent late collection. (We are only registered to have children on site until 5pm.) Where children are collected after 5pm we will automatically apply a ‘Late’ fee of £5 per 5 minutes to your account.

15. Programme and Activities: From time to time, we may need to amend our activities, services, dates, and venues for reasons within or outside our control, for example, (but not limited to) fire, natural disaster, health outbreak, infection management, pandemic restrictions, staff shortages, strike, riots, acts/threats of terrorism, war, etc. In these circumstances, parents may choose to transfer to alternative dates as advertised at that time by College Camp, subject to other conditions contained herein. If no suitable alternative can be found, a credit note or refund will be offered. Compensation will not be offered under any circumstances.

Please note that not all activities appear on the timetable daily, therefore if you are booking individual days, we cannot guarantee specific activities on specific days.

16. Policies and Procedures: Copies of College Camp’ approved policies and procedures are held at camp and Bishop’s Stortford College and are available on request.

17. Complaints: College Camp is committed to ensuring every child has such an amazing experience they can’t wait to come back. If you or your child are not entirely satisfied with the service we provide, then we want to be the first to know. If there’s a problem while your child is still at the camp, we can almost always resolve it. We cannot change the situation after the event, so please talk to the Camp Manager promptly if you have any complaint. If your child is still at camp and the problem persists, please contact the Operations and Commercial Manager at Bishop’s Stortford College.

If the problem is still not resolved, please write to the Bursar at Bishop’s Stortford College within 10 days of your child’s last day with us. You can be assured that your complaint will be taken very seriously.

Refunds and compensation will only be made if College Camp is proven to have been in breach of these terms and conditions, and it is proven further that they were not capable of remedying that breach and as a result the child was withdrawn from the camp. Please note verbal abuse of office or camp staff will not be tolerated and bookings cancelled with immediate effect.

18. Data Protection: College Camp acts as a Data Controller for the purposes of the GDPR. To process your booking, we need to collect personal details about you and all the children on your booking. It is your responsibility to ensure that you have permission to pass on these details. Additionally, we would like to hold and use some of your details for future marketing purposes (full details of how we may use your data are available in our Privacy Policy); we will ask for your consent to this when you register your details with us.