Our Policies & Procedures
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      Booking Terms & Conditions

      Term

      1. Our terms (as amended in accordance with paragraph 15 below) apply from when you sign up for a service or account provided by Active Me 360 CIC and continue to apply for as long as you use our services.

      Bookings

      1. Bookings for all ActiveMe 360 services must be made in advance. You are able to book online through our website using our third party booking system, or over the phone.

      2. Full payment must be made in advance of the booking commencing.

      Methods of Payment

      1. ActiveMe 360 believe in a ‘0’ barriers approach, where possible we will aim to remove as many barriers as possible to ensure accessibility and opportunity for all. To support this we accept the following methods of payment;
      • By credit or debit card online.
      • By Bank Transfer/BACS directly into our nominated bank account.
      • Childcare Vouchers (for Ofsted registered Active Holiday Camps and wraparound care only).
      • Tax Free Childcare Scheme (for Ofsted registered Active Holiday Camps and wraparound care only).

      It is possible to make bookings and pay at a later date, or in instalments, as long as full payment is received before the booking commences. This is particularly useful when booking Active Holiday Camps and Wraparound Care services.

      If you cannot pay for your booking prior to your booking commencing for any reason, please get in touch with us, we will work with you to find a solution and help ensure you are still able to access our services.

      Childcare Vouchers

      1. As an Ofsted registered childcare provider we are able to accept Childcare Vouchers and Tax-Free Childcare payments for our registered programmes. Our registration main company registration number is 2565377.
      2. Please note, you are unable to use childcare voucher or tax-free childcare payments for non-registered services. If you are unsure, please speak with our team.

      Our Ofsted registered venues where we are able to accept Childcare Vouchers and Tax-Free Childcare payments are;

      Wraparound Care Venues

      • Bassett Green Primary School - Setting No. 2733097
      • Bishops Waltham Junior School - Setting No. 2723234
      • Mayhill Junior School - Setting No. 2779619
      • Oakley Infant School - Setting No. 2747066
      • Stanmore Primary School - Setting No. 2733099
      • Swanmore Primary School - Setting No. 2770545
      • Hambledon Primary School: 2565377 
      • Southbourne Infant School:  2565377
      • Southway Primary School:  2565377 

      Active Holiday Camp Venues

      • Barton Peveril Sixth Form College - Setting No. 2782890
      • Bassett Green Primary School - Setting No. 2733097
      • Chalk Ridge Primary School - Setting No. 2785734
      • Chichester College - Setting No. 2733131
      • Grange Infant School - Setting No. 2735802
      • Hart Plain Infant School - Setting No. 2783764
      • Leesland Junior School - Setting No. 2733115.
      • Manor Field Junior School - Setting No. 2733028
      • Mason Moor Primary School - Setting No. 2733121
      • Mayhill Junior School - Setting No. 2779619
      • Orchard Lea Junior School - Setting No. 2733122
      • Perins School - Setting No. 2778914
      • Riders Federation - Setting No. 2733098
      • Southway Primary School - Setting No. 2785757
      • St. John's CE Primary School, Gosport - Setting No. 2733102
      • St Mary’s Primary School, Southampton - Setting No. 2733050.
      • Stanmore Primary School - Setting No. 2733099
      • Swanmore Leisure - Setting No. 2733019
      • Toynbee School - Setting No. 2733017
      • Wildground Infant School - Setting No. 2785687
      • Worthing College - Setting No. 2788514
        3. We accept Childcare Vouchers from the organisations listed below;
      • Government Tax Free Childcare Scheme
      • Edenred (P21272872)
      • Sodexo (Ref 905909)
      • Fideliti (Ref ACT082C)
      • Care4 (71626744)
      • Kiddivouchers
      • Fair Care (Ref ACTI0220)
      • Computershare (ID 0026538060)
      • Co-Operative Flexible Benefits (Acc. no. 85121014)
      • Enjoy Benefits
      • Childcare Grant Payment Service (CCG7725768)
      • RG Childcare
      • Bravo Benefits

      4. If you intend to pay for your booking with us using Childcare Vouchers or Tax-Free Childcare you must process the payment with your provider (listed above). Once processed it takes up to 10 days to reach our account, once full payment has been received we will verify it against your booking. Once verified and allocated to your account, your booking will then be confirmed.

      5. IMPORTANT - We cannot confirm your booking until full payment has been received into our bank account.

      Booking Confirmation

      1. All bookings will be confirmed by e-mail. Please note a booking is only confirmed once payment has been received in cleared funds.

      Late Bookings

      1. Please note that bookings required on the day of the activity can only be made online via bookings.activeme360.co.uk, over the telephone or onsite. All bookings are subject to availability.

      Arrival on Site without an Advance Booking

      1. If an advance booking for an ActiveMe 360 activity has not been made prior to the activity start date and the customer arrives at the site on the activity start date, access to our activities will only be granted if:
      • There are a sufficient number of our team on duty to ensure compliance with required team to child ratios.
      • The customer makes full payment at the time of drop off and accepts these terms.
      • The customer can provide full booking details as required by the Camp Director to allow the child/ren to participate.

      Changes

      1. We may change any of the terms by posting revised terms on our Website and/or by sending an email to the last email address you gave us, the new terms will be effective immediately and apply to any continued or new use of our website. We may change the Website, the services, or any features of the services at any time.

      Changes to Existing Bookings

      1. All changes made to existing bookings will be charged at the applicable rate.

      Cancelling of Booking by Customer

      1. For cancellation of a booking, ActiveMe 360 will require 96 hours’ notice prior to the activity start date.

      2. As ActiveMe 360 operates a no refund policy, customers who cancel their booking before the 96 hours notice period will receive a full credit note and will be valid for 12 months from the date of issue. No credit notes will be issued for activities which are cancelled within the 96 hours’ notice prior to the activity start date.

      Cancellation of Booking by ActiveMe 360

      1. In exceptional circumstances we may have to cancel particular dates/venues and will provide the customer with as much advance notice as possible. In this event we will offer a suitable alternative ActiveMe 360 service or refund all monies paid for the cancelled dates/venues. Please note ActiveMe 360 are not liable for any other costs associated with the cancellation.

      Photo & Video Consent

      1. ActiveMe 360 need to take new photographs and video film to help promote its services and the work they do. We also use photographs and videos to keep parents/carers/guardians up to date and informed of what their children are doing. We use images in a range of materials to promote ActiveMe 360 as a whole and also to illustrate particular areas of our work e.g. holiday camps. This includes (but is not limited to) advertisements and other publicity materials such as leaflets, brochures and posters, direct mail, books, newspapers, magazine articles, social media and publications for the Internet.
      2. By agreeing to these terms you grant ActiveMe 360 the absolute right to use the images resulting from the photography/video filming, and any reproductions or adaptations of the images for any purposes in relation to ActiveMe 360’s work including, without limitation, the right to use them in any advertisements and other publicity materials, direct mail, books, newspapers, magazine articles, social media and internet publications wherever ActiveMe 360 chooses to do so.
      3. Your consent and its limitations include;
      • ActiveMe 360 will never reference your child by their full name or provide any specific information regarding your child.
      • ActiveMe 360 will never sell these pictures and/or videos and we will use them exclusively for ActiveMe 360 purposes.
      • ActiveMe 360 will ensure that the photographer we use has a valid enhanced Criminal Records Bureau certificate and they are accompanied by an ActiveMe 360 manager at all times.
      • Any photos taken remain the property of ActiveMe 360.
      • You have the right to withdraw consent at any time. In this event any photographs or video’s containing your child/ren will be withdrawn and permanently deleted.
      • You understand there will be no payment or payment in kind for any of the photographs or video filming taken.

      Sign in and sign out of child/ren and Security

      1. ActiveMe 360 have strict security procedures to ensure the safety of your child/ren which is paramount at all times;
      • All children must be signed in and out of our services at the start and end of the day by a parent/legal guardian or an authorised carer.
      • When registering an account with us we will ask you for a 4 digit code as security for your child/ren. Anyone collecting your child/ren will be asked for this code or password, we will not allow children to leave with anyone if they do not provide the correct code or password. Please ensure you communicate this with anyone, i.e. family and friends, who may be responsible for collecting your child/ren.
      • On your child's first day we will ask you to confirm that your details, provided at the time of booking, are correct.
      • We take protection of your personal data seriously. Please refer to our privacy policy at https://www.activeme360.com/wp-content/uploads/Privacy-Policy.pdf for further information.

      Late collection of Child/ren

      1. We understand things happen, therefore if you are running late to collect your child/ren please let us know at the earliest opportunity. Your safety is paramount to us to, we will never leave a child alone so please do not panic or rush, we want you to arrive safely.
      2. In the event of a child/ren persistently not being collected on time, i.e. more than two occasions in a rolling 7-day period, we reserve the right to charge a late fee. The fee will be charged at £10+VAT for every 30 minutes.
      3. ActiveMe 360 have legal obligations in relation to Safeguarding. All staff have a duty to respond if they suspect a child in their care may be suffering from abuse. Any disclosure of child abuse or neglect will be fully investigated and reported to our internal regulator, Ofsted and all other official agencies.

      Concerns, Compliments and Complaints

      1. At ActiveMe 360 we aim to work in partnership with parents to deliver a high quality service for everyone. If for any reason we fall short of this goal, we would like to be informed as soon as possible in order to put it right and amend our practices for the future.
      2. At our Ofsted registered venues you are able to make a complaint to them about our services, this can be done online on their website.

      Equal Opportunities

      1. ActiveMe 360 is an equal opportunities employer and welcomes all children, regardless of gender, ability, race or religion. Each child attending ActiveMe 360 services is of equal value and is entitled to equal and equitable access of opportunity.

      Behaviour

      1. In line with ActiveMe 360 ‘Code of Conduct’ for children and adults we reserve the right to exclude any child/ren whose behaviour, or the behaviour of their parent/guardian, we deem inappropriate and unacceptable. A copy of our code of conduct policy can be provided upon request.
      2. Our team are the heartbeat of what we do, any abuse toward our team will not be tolerated under any circumstances. In these circumstances you and your child/ren will not be permitted to attend our services, a ban for future services may also be necessary following a review.
      3. In the event of an exclusion no refund will be provided.

      First Aid

      1. Upon booking your child/ren onto one of our services, you consent to us providing emergency medical treatment to your child/ren in the event of an accident, as our team deem appropriate and necessary. The emergency services will be called if necessary and relevant information will be passed to them. This information is taken from the register and is based on what parent/guardian's tell us, please update this regularly so the best possible care can be provided to you and your child/ren.

      Health, Sickness and Medication

      1. Any medical conditions must be fully disclosed at;
      • time of registration; and
      • at drop off and sign in on site to the Camp Director.

      2. Essential prescribed medication must be handed in to each child’s Camp Coach for safe keeping and a medication consent form is completed and seen by the Camp Director.

      3. ActiveMe 360 requires all children who are ill or infectious be kept at home for the full duration of their ailment, and for 48 hours after the last symptom occurs.

      Personal Property

      1. Valuable items should not be brought to ActiveMe 360. Please note children traveling to our services via bicycle or scooter will not be permitted to leave them onsite due to space restrictions and safekeeping issues. ActiveMe 360 will not be liable for the loss or damage of any item of personal/valuable property brought to any of its venues. We advise parents to ensure that all bags and clothing are clearly labelled with the child’s name.

      Mobile Phones and Electronic Devices

      1. We believe in the power of physical activity, sport and education to support and improve physical, mental and social wellbeing. Whilst technology can positively support this, children are requested not to bring mobile phones or electronic devices to any ActiveMe 360 In certain circumstances and if a mobile device is brought in by a child, the device will be kept securely by the Camp Manager. ActiveMe 360 do not take any responsibility for the damage or loss of any mobile phone or electronic devices that are brought to its services.
      2. Please note that each ActiveMe 360 site has access to a site phone and/or tablet device to be used appropriately within our services and in case of emergencies.
      3. Parents/Guardians are required to contact ActiveMe 360 on using the contact information for the venue they are attending, this should be available and visible onsite. Alternatively please call us on 02382 511844.

      Food and Drink

      1. ActiveMe 360 require parents/carers to notify us of any special dietary requirements or allergies when they complete the registration process and ensure that any changes are updated on their customer account, or by speaking to the Camp Manager.
      2. This information is made available to the ActiveMe 360 on-site team via the Child Information Form and Detailed Register.
      3. Note: Drinking water will always be accessible to children throughout our sessions. ActiveMe 360 have a strict NO NUT policy, which MUST be adhered to during all service provisions.
      4. We also request the following food and drink items are not brought to an ActiveMe 360 service;
      • Fizzy drinks.
      • Chewing gum.

      Insurance

      1. ActiveMe 360 has Public/Employee Liability insurance cover and an insurance certificate is available at all Active sites.

      Our Liability

      1. We do not exclude or limit in any way our liability for:
      • Death or personal injury caused by our negligence of our employees, agents or subcontractors; or
      • Fraud or fraudulent misrepresentation.
      • If you use ActiveMe 360 services for any commercial or business purpose we will have no liability to you for any loss of profit, loss of business, business interruption, or loss of business opportunity.

      If we fail to comply with these terms, we are responsible for loss or damage you suffer that is a foreseeable result of our breach of these terms or negligence. We are not responsible for any loss or damage that is not an obvious consequence of ActiveMe 360 breaching these terms.

      Other Important Terms

      1. We may transfer our rights and obligations under these terms to another organisation.
      2. You may only transfer your rights or obligations under these terms if we agree to this in writing.
      3. This contract is between you and us. No other person shall have any rights to enforce any of its terms
      4. Each of the paragraphs of these terms operates separately, if any court or relevant authority decides that any of them are unlawful or unenforceable then the remaining paragraphs will remain in full force and effect.
      5. If we fail to insist that you perform any of your obligations under these terms, or if we do not enforce our rights against you, or if we delay in doing so, that will not mean that we have waived our rights against you and will not mean that you do not have to comply with those obligations. For example, if you miss a payment and we do not chase you but we continue to provide the services, we can still require you to make the payment at a later date.
      6. These terms are governed by English law and you can bring legal proceedings in respect of the products in the English courts. If you live in Scotland you can bring legal proceedings in respect of the products in either the Scottish or the English courts. If you live in Northern Ireland you can bring legal proceedings in respect of the products in either the Northern Irish or the English courts.

      Policies and Procedures

      1. A full overview of all ActiveMe 360 policies and procedures are available for inspection upon request in writing, and will be provided within 7-day’s of the request being made.

      Programme Dates and Activities

      1. All of the information in our literature is correct at the time of printing. Not every activity pictured in our literature is available at every venue. Please check venue specific details on our website activeme360.com to find out what’s available and where.
      2. Should you have any further queries, please do not hesitate to contact us on 02382 511844.

      We look forward to seeing you soon,
      Your ActiveMe 360 Team.