KA CAMPS- TERMS & CONDITIONS

Introduction

The terms and conditions apply to KA CAMPS, provided by Kelvinside Academy. Kelvinside Academy reserves the right to vary these terms and conditions at any time

1. Booking and Payment

i. All bookings should be made in advance via our online booking system.

ii. Full payment is required at the time of booking to secure a place. A booking is only confirmed once payment has been successfully processed.

i. KA CAMPS are managed by Kelvinside Academy and are school led with the exception of the Sewing Camps which are run by our partner organisation, Stich the Gap.

ii. The dates and times of each individual camp are detailed on the online booking system.

iii. Holiday Camp start and finish times vary. A detailed schedule will be issued prior to the start of each individual camp.

iv. All information on our booking site is correct at the time of publishing.

v. Changes may occur and, if so, we will inform customer as soon as possible.

vi. Activity programmes are subject to change in the event of unsuitable weather or other circumstances beyond our control.

vii. All KA CAMPS are subject to minimum participant numbers.

viii. If KA CAMPS deem insufficient bookings have been made and a camp cannot run, customers will be offered a full refund or transfer to another camp.

ix. KA CAMPS reserves the right to make reasonable adjustments to activities, staffing or groupings where necessary.

3. Cancellation Policy

ii. A cancellation request received 30 calendar days or more before the start of the camp will be refunded in full.

iii. Cancellations made 14-30 days within the start date of camp may be offered a session swap, subject to availability. Where a session swap is not available, no refund will be made.

iv. No refunds or session swaps are available with 14 days of the start date of the camp.

v. In the case of cancellation of the camp by KA CAMPS due to unforeseen circumstances, a full refund will be issued

vi. Refunds cannot be issued for individual missed days or partial attendance.

vii. In the unlikely event we are unable to run the camp due to adverse weather conditions a full refund will be issued

viii. If customers are unable to attend the camp because of adverse weather, but the camp is operating, no refund will be applicable

i. Parents must complete the required medical, allergy and emergency contact form prior to the start of camp.

ii. Any changes to medical information provided at the time of booking, must be provided before your child attends by email to camps@kelvinside.org.

iii. If your child has additional support needs or requires reasonable adjustments, please contact us in advance so we can discuss how best to support them

iv. In the event of an accident, first aid will be administered to children in our care, if required, by a qualified first aider. The emergency services will be called if necessary.

5. Behaviour and Conduct

i. All camp attendees must always follow the instructions of camp staff

ii. All camp attendees are expected to behave respectfully towards staff, other children, and property belonging to KA CAMPS and others

iii. Bullying, aggressive, or inappropriate behaviour, and inappropriate language will not be tolerated

iv. If, in the opinion of camp staff, a child’s behaviour proves incompatible with the operation of the camp, we reserve the right to exclude them from the camp

v. In the event of exclusion, no refund will be made for any remaining days/sessions booked, and any costs associated with the exclusion will be the responsibility of the parent/guardian

i. All our holiday camps are phone-free environments during the camp day unless for an ad hoc use explicitly permitted by staff.

ii. We request that valuable items are not brought to the camp. KA CAMPS accepts no responsibility for loss or damage to personal possessions, including valuables.

iii. All items and clothing should be clearly marked with the child’s name

iv. Any items of lost property unclaimed at the end of the camp will be donated to charity, or disposed of, as appropriate

i. It is important that all children are collected promptly at the end of each daily booked camp session.

ii. Late collection outside of the booked camp session may result in additional charges and/or refusal of future bookings.

i. Photographs and video footage will be taken during camp activities, and these may be used on social media and on other external platforms for promotional purposes in the future.  No child will ever be named on these platforms. 

ii. A photographic permissions form will be required during the booking process. Preferences noted here will be respected.

9. Other

i. With the exception of the Outdoor Education Camp, all KA CAMPS are open to pupils from any school in the wider community.

ii. Lunch or other snacks/refreshments are not provided unless otherwise stated

iii. Children should attend with a packed lunch, snacks and water, along with appropriate clothing and footwear for the planned activities, as well as sunscreen as appropriate

iv. No nuts or food containing nuts should be brought to camp as KA CAMPS runs an allergy aware space.

10. Data Protection

To process our booking, we need to collect personal details about you and your child(ren). All information gathered will be managed in accordance with UK GDPR and Kelvinside Academy’s Privacy Policy. Information is used solely for the administration and safeguarding of KA CAMPS programmes.

By completing the Booking and Payment process, it is considered that customers have read, understood and agree to these Terms and Conditions.