Coast Activity Programme

Terms and Conditions of Booking

Please read these Terms and Conditions carefully before completing your booking. By booking a place on our programme, you confirm that you have read, understood, and agreed to these terms on behalf of yourself and your child.

1. Making a Booking

All bookings must be made via our booking platform, Bookiphy. Places are offered on a first-come, first-served basis and are only confirmed once full payment has been received (or a funded place has been approved).

If you need help with your booking, please contact us:

• Phone: 07939863010
• Email: contact@coastactivityprogramme.com

2. Child Information & Additional Needs

We are committed to providing an inclusive environment and will always do our best to support every child attending our programme. In line with the Equality Act 2010, we will make reasonable adjustments wherever possible.

To help us prepare, we ask that all parents and guardians are honest and transparent about any additional support needs or SEND requirements at the point of booking. This is especially important where a child may require a higher level of supervision than our standard staffing ratios allow, or where their behaviour could affect the welfare of other children.

If your child requires additional support, please do not book online — contact us directly at contact@coastactivityprogramme.com so we can discuss your child's needs before any place is confirmed. Our team will review the information provided and work with you to determine whether our programme is suitable and what reasonable adjustments we can make.

Please note that we are unable to provide 1:1 support within our standard staffing ratios. Where a child requires this level of care, families have two options:

• Fund and source an additional staff member through us (subject to oavailability)
• Arrange their own 1:1 supporting adult, who must be over 18, hold an enhanced DBS, and have completed safeguarding training. Supporting adults will have visitor status and must sign in and out and wear a visitor lanyard at all times.

Supporting adults are there solely for the named child and will not be responsible for, or left alone with, any other children.

We reserve the right to decline a booking or ask a child to leave a session if we feel we are unable to safely meet their needs, or if incomplete information was provided at the time of booking.

3. Payment

Full payment is due at the time of booking. Payment can be made securely through Bookiphy at the time of booking.

4. Cancellations & Refunds

We understand that plans can change. Our cancellation policy is as follows:

Cancellations made more than 7 days before the activity:

• A refund will be issued, minus a 5% booking fee to cover platform costs.
• Refunds will be returned to the original payment method.
• To cancel, please do so via your Bookiphy account or contact us directly.

Cancellations made 7 days or less before the activity:

• A coupon of the value of the session will be provided. To be used within a year of date provided. 

Cancellations made within 24 hours of the activity starting:

• No refund will be issued.
• In exceptional circumstances — such as serious illness or a family emergency — a partial refund may be considered at the manager's discretion.

Changing your booking:

You may change your booking at any time, subject to availability. Please contact us directly so we can help with this and avoid any duplicate charges.

5. Absence & Non-Attendance

If your child is unable to attend due to illness or another unexpected reason, please let us know as soon as possible by email or phone. This allows us to offer the place to a child on our waiting list.

6. Cancellation by Coast Activity Programme

In exceptional circumstances beyond our control (for example, severe weather, site issues, or other unforeseen events), we reserve the right to cancel activities at any time and with any notice period.

In such cases, we will contact you as soon as possible. Our refund policy in these circumstances will be reviewed and communicated at the time.

7. Behaviour & Exclusions

We are committed to providing a safe, positive environment for all children and staff. We expect all children attending our programme to:

• Treat staff, other children, and visitors with respect
• Follow club rules, which are discussed at each session
• Behave in a way that does not compromise the safety or welfare of others

Where persistent or serious behaviour concerns arise, and after consultation with parents, we reserve the right to move a child to a different group or ask them not to return on a particular day. In serious cases, we reserve the right to exclude a child from the programme entirely, and in such circumstances no refund will be given.

8. Health, Medical Needs & Medication

Please ensure your child is fit and well on the days they attend. Children who are unwell should not be brought to campChildren who have experienced vomiting or diarrhoea must remain at home for at least 48 hours from their last episode before returning to camp.

If your child requires medication during the session, a completed Permission to Administer Medicine form must be provided in advance. We are unable to administer medication without written consent.

For children with long-term medical conditions, we may request a medical care plan from your child's GP.

9. Photography & Personal Data

We may take photographs and videos of children during sessions for use on our website and social media. We will only do this with your prior consent, which is collected at the point of registration.

Personal data collected at booking is used solely for the care and administration of your child's place. All data is held securely and in accordance with UK GDPR. For full details, please refer to our Privacy Policy, available on our website.

10. Collection & Uncollected Children

Children must be collected promptly at the end of each session by a named adult. If you are going to be late, please contact us immediately.

If a child has not been collected and we are unable to reach a parent or carer within 30 minutes of the session ending, we will contact the local Social Care team for guidance.

Persistent late collection may result in a late fee being applied and, in repeated cases, loss of your child's place.

11. Liability

Coast Activity Programme holds appropriate public liability and employer's liability insurance. We take all reasonable steps to ensure the safety of children in our care.

We are not responsible for loss or damage to personal items, including mobile phones or electronic devices, brought to camp by children.

12. Complaints & Contact

We want every child and family to have a positive experience with us. If you have a concern or complaint, please contact us:

• Phone: 07939863010
• Email: contact@coastactivityprogramme.com

We will acknowledge any written complaint within 7 days and provide a full response within 28 days. A copy of our full Complaints Policy is available on request and on our website.

Coast Activity Programme Ltd  | contact@coastactivityprogramme.com |  07939863010