Welcome to Southsea Crafty Club! By enrolling your child and using our services, you agree to the following terms and conditions. Please read them carefully.
1. Club Registration
- All children must be registered before attending any session.
- Registration forms must be completed accurately online, including emergency contacts and medical/allergy information.
- Places are subject to availability and offered on a first-come, first-served basis.
2. Payment
- Fees are to be paid in advance via the club’s website.
- Refunds are not available for missed sessions unless cancelled by the club in which case, a credit will be issued for the next block of sessions.
- Late payment may result in your child’s place being suspended until the balance is cleared.
3. Cancellations and Absences
- If your child can’t attend a session, please notify us as soon as possible.
- We are unable to refund any missed sessions by your child due to resource and staffing commitments.
- The club reserves the right to cancel or reschedule sessions in the event of unforeseen circumstances (e.g. severe weather or illness).
4. Drop-Off and Collection
- Children must be signed in and out of the club by an authorised adult.
- If someone else is due to collect your child, please inform us in advance. They may be asked to show ID on arrival.
- A late collection fee may be charged for pickups after the scheduled time.
5. Health and Safety
- We are committed to providing a safe, secure, and welcoming environment.
- Any medical conditions or allergies must be disclosed upon registration.
- We reserve the right to contact emergency services in the event of a serious incident.
6. Behaviour Policy
- Positive behaviour is encouraged and expected from all children.
- We reserve the right to remove a child from the club temporarily or permanently if their behaviour consistently disrupts the group or puts others at risk.
7. Photographs and Social Media
- We may occasionally take photographs of children engaged in activities to promote the club (e.g. on our website or social media).
- No images will be used without parental consent.
8. Privacy
- All personal data is stored securely and handled in accordance with GDPR.
- We do not share personal information with third parties without your consent.
9. Changes to Terms
- We reserve the right to update these terms and conditions at any time.
- Any changes will be posted on our website and communicated to parents.
10. Lone Working Policy
In some cases, staff may be working alone with children during club sessions (e.g. small groups, early drop-offs, or late pick-ups).
We follow clear safeguarding procedures to ensure children’s safety at all times, including:
- Maintaining visibility of lone working spaces whenever possible.
- Keeping communication devices on hand to contact parents or emergency services if needed.
- Ensuring that parents are aware of lone working arrangements when applicable.
- All staff are DBS checked and trained in safeguarding practices as well as paediatric First Aid.
- We encourage open communication with parents/guardians and welcome any concerns or questions regarding lone working arrangements.
11. Respect for our Staff
- We are committed to creating a safe, welcoming, and respectful environment for everyone—including our team members.
- All staff deserve to be treated with courtesy and respect by parents, carers, and children at all times.
- We have a zero-tolerance policy for abusive, aggressive, or inappropriate behaviour toward staff. This includes verbal or written communication (in person, via phone, email, or social media).
- In cases of unacceptable behaviour, we reserve the right to terminate a child’s place at the club without refund.
12. Data Protection & GDPR
- We take your privacy seriously and are fully compliant with the UK General Data Protection Regulation (GDPR).
- Personal information provided during registration (including names, contact details, medical information, and emergency contacts) is collected solely for the purpose of providing safe and effective care for your child.
- This data is stored securely and only accessed by authorised staff.
- We will never share your personal data with third parties without your consent, unless legally required to do so (e.g. in a safeguarding or emergency situation).
You have the right to:
- Request access to the data we hold about you and your child
- Ask for corrections to any inaccurate or incomplete data
- Request deletion of your data (where applicable)
If you would like to exercise any of these rights or have questions about how we handle your information, please contact us at southseacraftyclub@gmail.com.
A full copy of our Terms and Conditions is available on request.
