Terms & Conditions of booking
When you book with House of Fun, these Terms and Conditions and other information such as our Parents’ Guide and Policies and Procedures define the agreement between us and let you know what to expect from House of Fun and what we expect from you. If you have any questions about our Terms and Conditions, please call us on 07825 870475 or email us at firstname.lastname@example.org
Bookings made online will be confirmed by email. A booking is confirmed when we receive the appropriate payment and / or childcare vouchers and receipt of these constitutes acceptance of these terms and conditions. Once a booking has been made, 50% of the fee is retained in the event of a cancellation not less than 7 days before the course begins. After that time, no refund can be made.
House of Fun accepts payment by credit/debit card and childcare voucher. We do not accept payment by cash, cheque, American Express or PayPal. All bookings must be paid in full at least 7 days before the course start date or your children will not be able to attend the course. In the unlikely event that you have payments outstanding after your child has attended a course, these may be passed to a debt recovery agency.
3. Paying with childcare vouchers
House of Fun accepts all childcare vouchers (CCVs) as a form of payment for bookings. Your booking will not be confirmed until we receive and process your CCVs. Please complete the following steps to pay by CCVs.
1. Go through the normal House of Fun booking process at https://houseoffun.clubsbuddy.net
2. At the payment stage, choose the option to add the amount to your childcare voucher balance
3. Log in to your childcare vouchers provider and make the voucher payment, using the following details/codes:
FOR ALL COURSES - send the vouchers to St Ebbe's Primary School, OX1 4NA, using the House of Fun Ltd Ofsted Unique Reference Number (URN) 2562365
if using the Government tax free childcare scheme, please use the provider reference 2562365
if using Edenred CCVs, please use the provider reference P21265779
if using Sodexo CCVs, please use the provider reference 904537 or 2562365
if using Kiddivouchers, please use the provider reference 2562365
if using Care-4 CCVs, please use the provider reference 2562365
if using Computershare CCVs, please use the provider reference 002650009
if using Co-op CCVS, please use the provider reference 85120504
please use 'House of Fun' or 'HOF', plus your child's name as payment reference
4.Once voucher payment has been made, please email a screenshot of the payment or a confirmation code email to email@example.com. We are unable to process the booking without this information.
5. Once we have received your email with confirmation the payment has been made, we will update your Clubsbuddy bookings account to show payment has been received
CCVs cannot be used to purchase House of Fun merchandise
If you have any queries regarding payments, CCVs or bookings please contact firstname.lastname@example.org
4. Changing your booking
If you give us 7 days or more notice, you can change your dates within the same course, subject to availability, free of charge. If you give us less than 7 days’ notice we will endeavour to change your dates, but cannot guarantee it.
Once a booking has been made, 50% of the fee is retained in the event of a cancellation not less than 7 days before the course begins. After that time, no refund can be made. We regret that in the case of a booking paid for using childcare vouchers, the vouchers cannot be refunded as cash but can be used towards a new House of Fun booking.
6. Your child’s information
It is the responsibility of the person making the booking to ensure that all details provided are accurate, in particular full information about each child, including medical and other special educational needs, and emergency contact information. If we do not have all this information before a course starts, your children will not be allowed to attend.
7. Special requirements
House of Fun recognises that the needs of individual children vary, and will endeavour to accommodate children with specific needs and/or medical conditions within our courses. It is our policy not to exclude any child due to specific needs and/or medical conditions wherever possible.
It is the responsibility of the parent/carer to inform us of any medical conditions and special educational needs or disabilities, whether booking online or over the phone, so we can discuss how best to accommodate the child, and consider whether any reasonable adjustments can be made to ensure they are able to fully participate and enjoy the activities on our courses within the staffing ratios provided for their age group. The needs of each child vary so decisions are made on a case-by-case basis and depend upon the level of support each individual child may require.
We are not able to provide additional staff to support a child above our standard ratios of 1:12 adult to child, irrespective of any specific needs or medical conditions. Where we feel that a child is not coping within these ratios, we reserve the right to ask the parent/carer to come and collect their child. No refund will be available.
Where a child does require one-to-one support, House of Fun will permit parents/carers to attend the course to support their child, providing the House of Fun safer recruitment standards are met. House of Fun does not provide one-to-one support.
We are happy to accommodate a child with specific needs on a paid trial basis and reserve the right to review further bookings.
8. Illness and First Aid
House of Fun requires that all children who are ill or infectious be kept home for the full duration of their ailment, and for 48 hours after the last symptom occurs. House of Fun will only administer medication if it has been prescribed by a doctor or other health professional.
In the event of an accident, first aid will be administered to children in our care, and the emergency services will be called if necessary.
Essential prescribed medication including Epipens must be handed in to the Course Manager for safe-keeping. All House of Fun First Aid policies are in line with current guidelines.
9. Child exclusion
House of Fun has a responsibility for ensuring the well-being and safety of all children in our care and have approved procedures for managing behaviour. The company follows a zero tolerance policy on discrimination, bullying and persistent poor behaviour of any kind, irrespective of any special needs. On rare occasions, and in more serious cases, we reserve the right to ask parents to remove children from a course either for the remainder of the day (part exclusion), or for the rest of the course (full exclusion). No refund will be made for any remaining days booked, and any costs associated with the exclusion will be the parents’ responsibility. We reserve the right to exclude a child at any time prior to or during a session due to illness. The parent/carer will be expected to come and collect their child.
10. Late pick-up
All children MUST be collected by 6pm (unless different timings are otherwise specified at time of booking). If for any reason you are unable to collect by 6pm, we ask that you call the Course Manager as soon as possible. Two members of staff will wait with your child until they are collected. You will be charged a late pick-up fee of £20 for every 15 minutes after 6pm to cover the additional staffing cost. If we have no contact from a parent/guardian by 6.30pm, we will contact Social Services to advise them we have an uncollected child. We reserve the right to refuse future bookings from parents who continually pick up late.
11. Notice of absence
If a child is not attending a scheduled day on one of our courses, parents/carers must telephone the Course Manager to allow us to update our records.
12. Off-site activities
At some courses we may offer optional extra excursions and activities. All our usual standards of care and supervision apply.
13. Programme and activities
From time to time, we may need to change venues, dates, activities and courses for reasons within or outside our control.
Activity programmes are subject to change in the event of unsuitable weather or other circumstances beyond our control. Timetables displayed at our courses are a guide and are subject to change. Specific extra activities such as swimming (where available) are scheduled in as much as possible, however, if you are booking individual days, we cannot guarantee these activities will fall on those particular days.
In exceptional circumstances we may have to cancel particular dates at a venue, and in this event, we will try to give those booked onto the programme at least 14 days’ notice and will offer a suitable alternative if one is available, or refund all monies paid for the dates cancelled, if preferred. Please note that we are unable to refund childcare vouchers so these bookings would have to be postponed to a later course.
14. Personal property
All your child’s personal property is your responsibility and House of Fun cannot be held responsible for the loss or damage to any child’s property, howsoever caused, which may occur whilst they are attending one of our courses. If you believe that your child has left an item on camp, please contact the Course Manager who will do their best to assist you. Lost property will remain on site until the last day of the course and should be collected before the last day. Unclaimed lost property will be kept until the end of the subsequent course and then donated to charity. We are unable to return any items to you from any of our sites.
15. Mobile phones and electronic devices
All mobile phones and electrical devices are prohibited on our courses. If found, children will be asked to place the device in the Course Manager’s box which will be locked and secured at all times. The device will be returned to the authorised parent/carer at the end of the day.
All children in our care are covered by our Public Liability Insurance.
17. Photography / Filming
Please be aware that House of Fun uses photos and videos to capture all the fun for our website, social media galleries, promotional materials and for local press. If parents/carers would not like their child included in this, they must let the Course Manager know as soon as possible.
18. Parent feedback / Complaints
If you have concerns or suggestions, please tell us; we value your feedback and use it to develop and improve our services.
If you have a concern regarding one of our courses, this should be raised with your child’s Course Manager, who will follow the procedures set out in our Complaints Policy (on display at all our sites). In the unlikely event that your complaint cannot be resolved, you may wish to contact Ofsted on 0300 123 1231.
As set out in our Safeguarding Policy, House of Fun has legal obligations in relation to safeguarding and any suggestion of child abuse or neglect will be investigated and reported to the relevant local authorities and agencies.
20. Policies and procedures
All essential policies we are required to have in accordance with our Ofsted registration can be found on the Essential Policies page of our website. For copies of any of our policies and procedures, please email email@example.com.
21. Data protection
House of Fun is registered as a Data Controller under GDPR regulations (ICO registration reference: ZA380221). At House of Fun we respect the privacy of the children attending the course and the privacy of their parents or carers. The personal information that we collect about you and your child is used only to provide appropriate care for them, maintain our service to you, and communicate with you effectively. As a Data Controller, our legal basis for organising and processing the personal information relating to you and your child is so that we can fulfil our contract with you, and provide your child with a safe and enjoyable experience. If you would like to discuss this further, please email firstname.lastname@example.org.