Terms and Conditions
1.1. In these Terms and Conditions (“these Conditions”), the following terms shall have the following meanings:
‘Booking Form’ the booking form by which details of the Camper and the Camp he/she wishes to attend are submitted to Aktiva Camps Ltd via an online booking system hosted by Aktiva Camps Ltd.
‘Camp’ the camp that the Camper is attending, as set out in the Booking Form;
‘Camper’ the child or children who will be attending the Camp as specified in the Booking Form;
‘Aktiva Camps Ltd’ of the registered office of 6 Orchard Close, West End, Surrey, GU24 9NS;
‘Extras’ any and all extra services provided by Aktiva Camps Ltd, including but not limited to swimming, extra time and transport;
‘Fees’ the fees shown in Aktiva Camps Ltd’ brochure or other published literature including online publications relating to the Services from time to time;
‘Location’ the location of the Camp (including excursions and travelling to and from the Camp);
‘Services’ the provision of the Camp and any Extras for the Camper by Aktiva Camps Ltd;
‘you’ and ‘your’ the Camper’s parent(s) or guardian(s) as specified in “Your Details” Booking Form and/or electronic online registration system.
1.2. The headings in these Conditions are for convenience only and shall not affect their interpretation.
2. Supply of Services
2.1. Aktiva Camps Ltd shall provide the Services to the Camper subject to these Conditions. By booking via electronic online booking system or any other form of communication to Aktiva Camps Ltd, by making payment, you agree on behalf of yourself and the Camper to be bound by these Conditions. These Conditions constitute the entire agreement between Aktiva Camps Ltd and you/the Camper and may not be varied except in writing by a director or senior leadership team member of Aktiva Camps Ltd.
2.2. Bookings are accepted at the discretion of Aktiva Camps Ltd and are not transferable.
2.3. You shall fully complete the booking form via the online booking system and at your own expense, supply Aktiva Camps Ltd with all necessary information required by Aktiva Camps Ltd in connection with the Services.
2.4. Aktiva Camps Ltd may correct any typographical or other errors or omissions in any Aktiva Camps Ltd material relating to the provision of the Services without incurring any liability to you.
3. Payment of Fees
3.1. You shall pay Aktiva Camps Ltd the Fees and any additional sums which are agreed between you and Aktiva Camps Ltd for the provision of the Services.
3.2.1 For ad hoc services, holiday camps and co-curricular activity bookings, the full Fees must be sent to Aktiva Camps Ltd at point of booking. No booking is valid until payment has been received by Aktiva Camps Ltd, whether childcare vouchers, bank transfer or card. The Camper will not be accepted to attend any of the Aktiva Camps Ltd services should payment not be received in full.
3.2.2 For Aktiva Camps Breakfast Club and After School Club; the first month or complete booking payment (whichever is greater) is due at the point of booking. Subsequent fees are due monthly, in advance of each month’s start on or before the first day of each month.
3.3. Aktiva Camps Ltd does not accept cash payments.
3.4. Aktiva Camps Ltd does not accept cheque payments.
3.5. On acceptance of your booking, Aktiva Camps Ltd will issue a confirmation. It is important you check this carefully and alert Aktiva Camps Ltd of any changes that need to be made. In the event of any changes to your booking being necessary, you may be charged.
3.6 Failure to make timely payments may result in:
- The loss of your child’s space.
- Late payment fees of £20 per child. This fee will be added to the campers account in the event of the payment not reaching Aktiva Camps Ltd by the end of the preceding month.
4. Rules, Regulations and your Liability
4.1. You agree to be wholly liable for any and all actions and/or omissions of the Camper. Without prejudice to the generality of the foregoing, you shall be liable for any liability, financial or otherwise, or injury or damage to property caused by the Camper whilst at the Location, and shall fully indemnify Aktiva Camps Ltd, their agents, customers, contractors and/or employees for any loss, damage, costs or expenses resulting from such liability, injury or damage.
4.2. Please observe the times when services close, as well as the time booked for the Camper. If you do not collect your child on or before the expiry time of your booking, a charge of £1 per minute will be applied until the child is collected.
4.3 Persistent late collections will result in Aktiva Camps Ltd proceeding with its robust child protection and safeguarding policies and result in referrals being made to the relevant authorities.
4.4. Aktiva Camps Ltd reserves the right to make rules and regulations relating to the Camper’s participation in the Camp (“the Rules”). The Rules form part of these Conditions and will be notified to the Camper at the Location or earlier.
4.5. Any failure by the Camper to adhere to the Rules may result in his/her participation at the Camp being terminated forthwith without refund and in such event the Camper may be sent home at your expense.
4.6. Without prejudice to paragraph 4.5 above, Aktiva Camps Ltd reserves the right to withdraw the Camper from any activity at any time on the grounds of safety or unsuitability.
4.7. Aktiva Camps endeavours to be a nut free zone, but we are unable to guarantee it. We are sensitive that some of our campers have allergies and request parents and carers refrain from sending items which may contain nuts to camp.
5.1. In the event of cancellation by you, a refund will only be payable if such cancellation is notified in writing to Aktiva Camps Ltd in writing to firstname.lastname@example.org. This must be received at least fourteen (14) days before the commencement of the Camp. An administration charge of £20 per child will be deducted from the refund.
5.2. If, for any reason, the Camp is cancelled by Aktiva Camps Ltd, Aktiva will move the camper to the next closest of our Location. If this is not possible, the total liability of Aktiva Camps Ltd will not exceed the value of the payment made for the period cancelled.
Breakfast & After School Clubs
5.3. 6 weeks’ notice is required to cancel or amend a booking. This must be delivered in writing to email@example.com.
5.4. There will be no refund, transfer or credit provided in the event of closure as a result of cancellation by the school e.g. strike days, snow days or adverse weather conditions.
5.5. Once the period has commenced, there is no option for refund or transfer of services to an alternative activity.
5.6. Aktiva Camps Ltd reserves the right to postpone or cancel sessions to fit into the schools changing calendar of events. Aktiva Camps Ltd will endeavour to reschedule any cancelled sessions.
6.1. Except in respect of death or personal injury caused by Aktiva Camps Ltd’s negligence, Aktiva Camps Ltd shall not be liable to you or the Camper by reason of any representation (unless fraudulent) or any implied warranty, condition or other term or any duty at common law or under the express terms of this Agreement for any loss of profit or any indirect, special or consequential loss, damage, costs, expenses or other claims (whether caused by or negligent or the negligence of our servants, or agents or otherwise) which arise out of or in connection with the provision of the Services or their use by you or the Camper, and our entire liability under or in connection with this Agreement shall not exceed the amount of our Fees for the provision of the Services.
6.2. Where Aktiva Camps Ltd provides, in connection with the provision of the Services, any goods or equipment or services supplied by a third party, Aktiva Camps Ltd does not give any warranty, guarantee or other terms as to their quality, fitness for purpose, performance or otherwise.
6.3. Aktiva Camps Ltd shall have no liability to the Camper for any loss, damage, costs, expenses or other claims for compensation arising from any instructions supplied by you which are incomplete, incorrect, inaccurate or illegible, or arising from the Camper’s late arrival or non-arrival, or any other fault of you or the Camper.
6.4. Aktiva Camps Ltd shall not be liable to you or be deemed to be in breach of the contract by reason of any delay in performing, or any failure to perform, any of Aktiva Camps Ltd’s obligations in relation to the Services, if the delay or failure was due to any cause beyond Aktiva Camps Ltd’s reasonable control.
6.5. We advise you to take out travel insurance covering you against cancellation, curtailment, personal liability, personal accident and lost property.
6.6. Aktiva Camps Ltd reserve the right to alter programmes, activities, itineraries, excursions, age brackets, premises and personnel as it thinks fit and without notice.
6.7. Aktiva Camps Ltd will not be bound by any statement unless it is in writing and authorised by a Director of Aktiva Camps Ltd.
7. Medical and Behavioural
7.1. Any medical, educational, physical or other additional needs (including behavioural/emotional) of the Camper known to you must be notified to Aktiva Camps Ltd in writing via the electronic online booking system, and in any event prior to the commencement of the Camp at its Location. Aktiva Camps Ltd reserve the right not to accept your Booking on the grounds that any such medical or behavioural problems are not conducive to the Camper’s or other campers’ participation in the Camp.
7.2. In the event that the Camper becomes ill or incapacitated during the Camp, you agree to medical treatment being given to the Camper if required in accordance with the recommendations of a qualified medical practitioner, including the administration of a general anaesthetic and to surgical operations in case of emergency. Such action shall be taken at your expense.
7.3. If the Camper becomes ill or comes into contact with any contagious or infectious disease during the 21 days prior to the commencement of the Camp, you must immediately notify Aktiva Camps Ltd in writing and provide a medical certificate from the Camper’s doctor giving approval for the Camper to participate in the Camp.
7.4. It is your and the camper’s responsibility to help Aktiva Camps Ltd prevent the spread of infectious diseases.
7.5. On request, you will provide a doctor’s letter stating a camper’s suitability to participate in camp.
7.6 It is your responsibility to ensure that Aktiva Camps Ltd are informed prior to Camp of any issue or condition that may affect their stay at Camp. These include, but are not limited to SEND medical or allergy needs, physical challenges, behavioural, social or emotional needs, communication and languages, child/family history to include safeguarding and child protection this is to ensure that Aktiva Camps Ltd can make an informed decision about their ability to meet the needs of the camper.
8. Jewellery, Valuables and Lost Property
8.1. Aktiva Camps Ltd will not be liable for any item of jewellery or valuable property brought to the Location by the Camper.
8.2. Campers must not wear jewellery whilst taking part in physical activities. If a Camper is instructed to remove jewellery at any time, Aktiva Camps Ltd will not be responsible for its safekeeping.
8.3. Aktiva Camps Ltd will not be responsible for any property left at the Location (by the Camper or otherwise), and may dispose of any such property if not claimed and collected by you within seven days of the end of the Camp.
9. Personal Searches
9.1. Aktiva Camps Ltd reserves the right to search the bags and other personal property of all Campers in appropriate circumstances.
10. Smoking and Alcohol
10.1. Possession and consumption of alcohol, tobacco or drugs by the Camper at Camp are NOT PERMITTED UNDER ANY CIRCUMSTANCES. Please note that if the Camper does not adhere to this condition, he/she will be removed from Camp in accordance with paragraph 4.5 of these Conditions.
11.1. You acknowledge that Aktiva Camps Ltd may use for publicity purposes and without prior notification any photograph or video taken of the Camper at the Location, and any statement (whether written or oral) made by you or the Camper.
12. Child Protection/Safeguarding
12.1. Aktiva Camps Ltd will contact Local Safeguarding Children’s board if we have concerns or in an event of a disclosure.
12.2. It is your responsibility to give Aktiva Camps Ltd information (name, address and other contact details) of every person who is a parent and/or carer and/or has parental responsibility for the camper. It is also your responsibility to tell us who the camper normally lives with.
13. Force Majeure
13.1. Aktiva Camps Ltd shall not be liable for any delay in performing or failure to perform any obligation (including to action any alteration or cancelation) due to any case beyond our reasonable control including lock-outs, strikes, shortages of personnel, labour disputes, war, riot, act of God, civil commotion, terrorism, malicious damage, threats to safety, compliance with any law or governmental order, rule, regulation or direction, accident, environmental contamination, pandemic outbreak of disease, breakdown of plant or machinery, fire, flood, storm, difficulty or increased expense in obtaining workmen, materials, goods or raw materials in connection with the performance of this agreement.
14.1. See the Aktiva Camps Ltd Policies and Procedures document for all the company policies including but not limited to complaints, equal opportunities, safeguarding and Health & Safety.
14.2. If any provision of these Conditions is held by any competent authority to be invalid or unenforceable in whole or in part, the validity of the other provisions of these Conditions and the remainder of the provision in question shall not be affected.
14.3. This agreement is governed by the laws of England and the parties submit to the exclusive jurisdiction of the English Courts.