School Clubs Terms & Conditions
Please review the Terms and Conditions of School Clubs prior to engaging in any bookings. We stand strongly behind our procedures and guidelines to provide schools, parents and students with the highest quality of clubs; with accuracy, responsibility positivity and honesty.
This agreement constitutes the entire understanding between the parties with regard to the subject matter thereof and the parties waive the right to rely on any alleged expressed or implied provision not contained herein.
By engaging with School Clubs you (parents, schools, and club leaders) agree to the following Terms and Conditions;
School Clubs only take place within schools; we are not an independent host or hold clubs off site.
Emails and telephone calls may be recorded with the intent to be used for training and security purposes.
Email or telephone correspondence are for the recipient only.
In the event the club is cancelled by the school we reserve the right to terminate our contract or freelance agreement with the tutor with immediate effect. The tutor will be paid for the lessons taught.
The minimum age is 2 years. The maximum age is 18.
School Clubs reserve the right to withdraw services at prior to new term or at half.
Booking a Club
All booking details must be finalized 7 working days prior to scheduled start date.
A club must success the minimum required registered pupils in order to run at set start date.
A Club is not confirmed running until the dates, time, cost and location are settled.
All bookings must be made through email@example.com
Party making payment is in accepts conditions of booking with School Clubs.
All bookings are subject to availability.
All bookings must be paid for in advance at the time you make a booking. If you have selected for the school to pay, half term (six weeks minimum) must be paid within first two weeks of first club completion.
Cancellations, Postponement & Refunds
School Cancellation within 7 business days of start date will result in a £80.00 fee. If materials have already been purchased the cancellation fee will include this cost if they cannot be returned free of charge.
In the event that a session is missed or postponed; extra time will be allotted to remaining weeks or end date will be adjusted. Refunds for the missed session will only be issued if these options are not possible.
Refunds due to “mind change” are only issued if a child is removed from a club after the first session; should this result in the number of registers going under the minimum required the school will be responsible for the cost of that space.
Refunds will not be issued for missed clubs that are caused by neither party such as; bad weather, improper school facilities, fire drill etc…
Refunds are not offered if a child is sick or has other commitments on a day of club.
If a club is cancelled due to staff mental or health fatality such as illness or an accident. Documentary evidence will be provided along with and refund to parents or the school
A partial refund will be given to parents for the remaining days and lessons missed if we cancel the club early or if the school cancel the club early
Postponing or change to start date or day of week running must be issued at least 7 days prior to scheduled start date.
In the event that a School requests an earlier end date there will be a bill issued for the following; club leaders remaining dates, material fees and an early cancellation fee. (45% of total amount [number of children x club cost x weeks remaining]) If the parents paid; refunds must be issued by the school.
All complaints must be made while club is still running to ensure corrective action can be made effective immediately.
To issue a formal complaint please How To Complain to start the process.
Any complaints resulting in legal matters will be dealt with between July 14th 2019 and September 1st 2019.
All fees are paid in GBP using the following payment types; Credit/Debit card, Pupil Premium, we do not accept childcare vouchers.
No Trials; pupils cannot attend clubs if their position has not be paid for prior to club starting.
New Club bookings must be made prior to new term or half term; once the term has begun there is only one week grace period to get new requests in and clubs will not start for another two weeks from request date.
Payments Made by Schools
Bank Transfer directly to School Clubs account. All bank charges must be paid at source. Email a copy of the remittance advice (must include school name)
Cheque made out to School Clubs; parents cannot pay to school clubs by cheque; if parents are paying by cheque they must issue to school directly and school with write one singular cheque to School Clubs.
Room hire fees will be paid at the end of the term. Room hire fees will only be honoured if your club has the minimum required registers and if specified prior to booking club (expect different club prices when room hire fees are applicable).
School Clubs Club Leaders do not dismiss children unless previously agreed upon with school prior to start date; Club Leaders are instructed to leave after their room has been arranged back to original condition. Children will be passed off to school at end of club to be escorted to appropriate parties.
A register must be provided to Club Leader to ensure all children are accounted for.
If a child is absent the school must inform Club Leader prior to start of session.
Our clubs are open to all students under specified age restrictions per club. Schools must provide an in-house support teacher for any children with special needs who is attending a club.
School must go over their emergency exits, first aid locations and any other necessities with Club Leader upon first time in school.
For all of our safeguarding policy and letter of assurance please visit here.
School Clubs reserve the right to withdraw services if the tutor there is a Safeguarding issue at the school and the tutor will be unpaid and fined
School Clubs reserve the right to withdraw services if the tutor there is a Safeguarding issue at the school
All safeguarding concerns will be reporting to the relevant governing body
Timing & School Closures
After School Clubs are 1 hour long unless agreed upon differently.
Breakfast/Lunch Clubs last 40-50min and are priced for 1 hour.
Workshops are a minimum of 1.5 hour per session.
Club Leaders are not responsible for children before or after hour of club; extra time for snacks, preparation, or registers are included within the hour – otherwise the price will be increased and this will be indicated by the school in promotional flyer.
Extensions are only granted if there an instructor available. We advise booking an extension at least a term in advance and are to be paid in advanced.
Clubs do not run during bank/national holidays, inset or half term dates. Ensure when requesting duration of weeks this is taken into account. School must provide details of half term dates and inset dates prior; should a Club Leader show up to the school without being informed of a school closure, a fee of £80.00 will be charged to the school.
Photographs & Filming
Clubs cannot be filmed or otherwise recorded in any way without the permission (in writing) of all parents/guardians, School Clubs Director and School.
School Clubs does not take photos of children unless specifically requested by parent; only images will be of projects created in club and will not include any identifying images of students.
If your child is in Film Club or Photography Club then you automatically agree to your child being filmed. The footage is only shared with parties involved.
All information provided to us is kept safe electronically and is not distributed or shared outside the company. We do not keep paper copies of any data.
Schools and parents are reminded of the need to disclose medical information about the student to us when the parents slip is completed.
Club Leaders – We will keep your personal information confidential and provide will only provide schools with your full name and DBS number.
Schools – We will send you Club Leaders DBS numbers; all information provided must be kept confidential and safe.
Payments – All payments are processed through Stripe. We do not withhold any payment information.
We comply with the Data Protection Act and destroy all personal information at the end of the school year.
Flyers are a general outline of the possible club activities. Content advertised is subject to change; depending on the length of the club, available resources, age and ability of children.
We are not affiliated with any brands on our website such as Lego, Mad Science unless specified otherwise.
We do not own all images on our website and this can be taken down upon request.
It is expressly understood that the School Clubs retains the services of the Tutor as an independent contractor and not as an employee. The Tutor shall be responsible for his/her time keeping, lesson plans (support provided), insurance* and for all statutory declarations and contributions with regard to taxes and the like.
If you are hired through a 3rd party we will adhere by their terms and payment policy as well as ours if applicable.
Use of personal devices are prohibited on school premiss unless utilized for the club functions.
If the school report a serious complaint about your club, your payment for that class will be held back until the matter is resolved.
If the school cancels club with more than 24 hours notice you will not be paid.
If you are dismissed from a club due to fault of your own such as safeguarding issues, manners, punctuality or lack of teaching skills (interaction, phone use, engagement) or the school have flagged up any issue and no longer want you at the school then we will fine you £40 per club you are dismissed from.
If we are not paid by the school, your payment may also be held back until we receive full payment
Do not purchase materials and expect them to be repaid unless specified otherwise. You must show all receipts and send the invoice for materials with your invoice.
Invoices must be provided in allotted time by accounts team; if issued late you can expect your pay on the following cycle.
Club Leaders should not possess any payments, materials or documents that are intended for School Clubs unless specified otherwise.
Late Fees; Your time is just as important as the students, school and parents that you are working with. Time is money, please arrive on time. We will be checking with the school weekly to confirm your arrival time; your start time is not optional and should be taken seriously. Like anything doctors appointments, exams or a full time job you should always aim to be 10-15 minutes early so that you can ensure you are there. If you are 5 minutes late there will be a £5 fine; each minute after that is another £1. If you are more than 30 minutes late you are expected to teach the club without pay. The schools and parents demand refunds when tardiness occurs. They are paying for the hour so they should get the full hour.
Missed Club; If you are going to miss a club 48 hours notice is required. If you cancel a club within 24 hours there will be a £45 fine. If you are able to produce a substitute for your club the fine will be waived. If you make a same day cancel or fail to show up there is a penalty charge or £100; this charge will be deducted from your upcoming pay. These fees are to be taken very seriously and are not negotiable. When you fail to deliver on the commitment of running your club business is lost, parents are angry, schools charge penalties on us and this makes School Clubs look unreliable.
Failure to pay fines will result in immediate termination and legal action through an external penalty collection agency.
School Clubs reserve the right to withdraw services if the tutor feels as though they are being mistreated by the school unpaid and we will issue a fine if applicable.
School Clubs reserves the right to refuse admission to any student or to dismiss any student from club without refund in the event of severe misconduct or severe unsatisfactory attendance or work. We expect students to adhere to the standards and rules we set.
We expect students to behave reasonably at all times towards other students and our staff and to respect cultural, racial and religious differences.
If a student is asked to leave the club for poor attendance or conduct, their fees will not be refunded and they will not be allowed to join another School Clubs UK Club.
Students have to pay for any damage they cause to ours or the instructors property
We hold the right to legally blacklist parents who appear abusive and dismiss you from our service.
No public disclosure about our services, student information or correspondence shall be published online or offline in any capacity or manner, make, express, transmit speak, write, verbalize or otherwise communicate in any way (or cause, further, assist, solicit, encourage, support or participate in any of the foregoing), any remark, comment, message, information, declaration, communication or other statement of any kind, whether verbal, in writing, electronically transferred or otherwise, that might reasonably be construed to be derogatory or critical of, or negative toward School Clubs or its directors, officers, teachers, students, schools, employees, agents or representatives, or that reveals, discloses, incorporates, is based upon, discusses, includes or otherwise involves any confidential, reviewed or proprietary information of School Clubs or its subsidiaries or Affiliates, or to malign, harm, disparage, defame or damage the reputation of School Clubs. Fines up to £500 are applicable
Disclosure & Confidentiality
Emails; Contents of emails may not be discussed or quoted elsewhere. If you are not the named addressee, or the person responsible for delivering the message to the named addressee, please destroy the email and notify sender immediately. Any quotes are valid for 30 days only unless stipulated otherwise. Nothing in our emails constitutes a binding contract between School Clubs and the addressee.
Confidentiality; You may not discuss any information given about our tutor or a school elsewhere.
Phone Calls; All phone calls are considered confidential and personal. Recording is only for training purposes and will not be distributed or shared. If an agreement comes to term on the phone a written email must follow confirming the details of verbal conversation. All personal information collected over the phone is kept confidential by all means.
Cancellations; If for any reason we have to cancel a club, this is done under full discretion and you may not discuss the reasons elsewhere as we must protect our other clubs. In the case of a cancelled club due to a financial, staff, tutor, children, school or any other reasons you (or us) may not disclose this information to any third parties until the full school term is completed.
School Clubs UK does not accept any liability in the case of illness, death, accidents, loss or damage to personal effects or property unless proven directly incurred by School Clubs.
School Clubs UK does not accept liability for losses or additional expenses you might incur because of parent pick up delays or to your travel services (pick up).
Several of the images and logos on our site are trademarked by other companies and we will remove these upon request.
We not affiliated with the brands and companies on our website unless specified otherwise.
School Clubs are not liable for failure to perform its obligations if such failure is as a result of Acts of God (including snow, fire, flood, earthquake, storm, hurricane, infectious diseases or epidemics or other natural disaster that are beyond the reasonable control of the parties), war, invasion, act of foreign enemies, hostilities (regardless of whether war is declared), civil war, rebellion, revolution, insurrection, military or usurped power or confiscation, terrorist activities, nationalization, government sanction, blockage, embargo, labour dispute, strike, lockout or interruption or failure of electricity, internet or telephone service. Refunds will not be made in such circumstances.
In the event of an outbreak of infectious disease, all schools, students and parents/guardians are required to comply with rules regarding quarantine as set by government agencies or by the school. We will withhold our tutor from running the club
Relaxation of Terms
No relaxation, indulgence, waiver or release by any party of any of the rights in terms of this agreement on one occasion shall prevent the subsequent enforcement of such rights and shall not be deemed to be a waiver of any subsequent breach of any of the terms.
Registered in England. 27 Old Gloucester Street | London | WC1N 3AX