Cambridge Woodland Academy Booking Terms and Conditions
TERMS AND CONDITIONS
By booking with us you are agreeing to the following terms and conditions.
Unless otherwise specified, children attending our sessions must be of the appropriate age, as specified at the time of booking. Children under the age of 4 must be accompanied by an adult unless specifically stated in the session details. It is your responsibility to give us your child’s correct age during the booking process. If we accept a child and find out during their time with us that they are under or above the age range we will require you to collect them immediately. You will not be entitled to a refund under these circumstances.
ATTENDANCE AT SITES
Your child’s attendance at a Cambridge Woodland Academy Session is contingent upon you signing them in and out with us. You are responsible for ensuring that you have signed your child(ren) in at the beginning of every day and out at the end of every day. If someone else will be signing your children out at the end of the day it is your responsibility to tell the leader at registration so that (s)he can make a note and inform the person collecting that they must sign the children out
Please note that attending Cambridge Woodland Academy does not include access to the site or those sites where you need to pay for entrance.
No adults may accompany children on our holiday courses without prior arrangement with us. We require a current enhanced DBS check before allowing adults to accompany holiday club groups, and this is at our discretion. Parents of Children aged below 8 years of age are encouraged to stay and participate with their children.
If during the course of a day, it is our staff’s judgement that a child is unable to cope, for whatever reason, then we may contact you and require you to collect your child from site. A refund or credit note under these circumstances shall be at our discretion.
We encourage positive behaviour. In the (very unlikely) event that your child behaves in some way that even we cannot deal with, we’ll ask you to remove them from the activity. If this does happen, you’ll be charged for any additional costs incurred by us, for example extra supervision or transport and you won’t be offered a refund. We also reserve the right to withdraw your child from any future bookings without refund.
BICYCLES AND SCOOTERS
If your child arrives with you on a bicycle or a scooter, a skateboard or roller-skates, please don’t ask us to look after their bike/scooter/skateboard/roller-skates for the day. We have no storage in the woods and the children can’t take bicycles or any other mode of transport with them.
BOOKINGS AND PAYMENT
Payment is taken when you book a place online. You will be sent an automated confirmation email on receipt of your booking. If you haven’t paid or if you don’t receive the email your child has not been allocated a place, so please check. If you have not paid 1 week before the date of the first session your child is due to attend we reserve the right to cancel your place. If you have paid but failed to give us booking details for children who are to attend 72 hours before the booking date we reserve the right to cancel your place without refund. By completing the booking process Cambridge Woodland academy assumes that you have read and understood the Cambridge Woodland Academy Terms and Conditions AND Handbook that can be found on this website. All bookings for our Voyagers, Home Ed, and Holiday clubs are non-transferable.
Cambridge Woodland Academy run a block booking system, we do not accept walk-on's, or single session payments. ALL bookings must be made in a termly or 6 weekly blocks.
Bookings for corporate events are made via email by contacting and require a deposit to secure the date and time (see DEPOSITS below). Full payment of Corporate events must be made not less than 7 days prior to the date of the event, failure to provide payment within this time frame risks the cancellation of the event. If the event is cancelled due to payment not being made in time the customer accepts responsibility and understands that payment is due in full by way of compensation for costs incurred.
Bookings made for our HomeEd sessions are in 6 week blocks, if the minimum of 5 children are not booked onto the 6 week block the block may be cancelled.
Sibling Discounts are applicable only to the immediate siblings within a single family and are only bookable when accompanying a child paying full price. Cambridge Woodland Academy reserve the right to refuse a discount to any child not attending with another sibling.
Birthday parties require a non-refundable deposit of £75 to secure the time and date of the event and must be paid at the earliest opportunity to confirm the booking.
Non-refundable deposits for corporate team building events are required to secure the time and date and are charged at £30 per person
SCHOOL SESSION AND ONE OFF SCHOOL BOOKINGS AND PAYMENT.
One off school sessions are usually booked via email or telephone and confirmation of the booking will be provided in writing either by email or letter. Payment for one off sessions will be by invoice, this will either be provided on the day or shortly after. Invoice's MUST be paid within 14 days of receipt and failure to do so will incur a charge of £15 per week or part thereof after the due date stated on the invoice. Regular weekly school sessions will be invoiced on a monthly basis and will require payment within the set 14 day period once issued to insure no late payment fee is incurred. By completing the booking process Cambridge Woodland Academy assumes that you have read and understood the Cambridge Woodland Academy T&C's and Handbook that can be found on this website.
BIRTHDAY PARTY BOOKINGS AND DEPOSITS.
Birthday parties are priced at £260 (15 children) and £6 per child there after. Once a booking is confirmed via email/web message Cambridge Woodland Academy Limited requires a non refundable / non transferable deposit of £75 to secure the event date. If the event is cancelled at any time prior to or on the day of the party by the customer Cambridge Woodland Academy will not provide a refund or credit note. If in the unlikely event Cambridge Woodland Academy Limited have to cancel the Birthday Party before or on the day of the event a full refund will be provided.
Taster sessions once booked and paid for MUST be redeemed within one month from the payment date AND Cambridge Woodland Academy must be informed of the dates you wish to attend for the sessions. Taster sessions must be attended on consecutive weeks. No refund is provided for taster sessions and the fee is non transferable. If taster sessions are not attended within one month of the booking a new booking is required with full payment.
The Scandinavians have it right: “No such thing as bad weather,” they say, “only bad clothing choices.”
Children turning up with the wrong clothing is the biggest problem we have. Having the right clothes and shoes can make the difference between your child having a great time and being miserable. It’s up to you to make sure they come properly equipped, so please follow these guidelines:
You need to provide your child with appropriate foot- and outer-wear – stout shoes or boots are essential NO OPEN TOES OR SHOES WITH HOLES IN (e.g. Wellingtons, plus warm clothes and a waterproof outer layer (top and bottom) – so WATERPROOF COAT AND TROUSERS. Long sleeves and long trousers also.
Please note that Cambridge Woodland Academy accept no liability for dirty, torn or lost clothing. All clothing should obviously be clearly marked with your child’s name.
For their own protection, we reserve the right to refuse entry to any child who is improperly dressed. Sorry, no refund if you send them in inappropriate clothes.
Our handling of all information provided to us during booking will comply with the Data Protection Act 1998. We will not sell or disclose your personal details to any other agencies. We will not contact you other than about other Cambridge Woodland Academy activities. If subscribed to our mailing list you have the right to remove yourself at any time. Cambridge Woodland Academy DO NOT hold any payment details provided by its customers. Contact information for parents is held securely and destroyed as soon as the child discontinues using our services.
Activities which advertise “children must be accompanied by an adult” means a responsible person over the age over 18 years old. Any person attending our activities/events must adhere to our health and safety guidelines and follow the instructions of the activity/event leader. Such adults must not be under the influence of drugs or alcohol. Adults must be responsible for the behaviour of themselves and the children they are accompanying. They will be asked to leave if their behaviour is affecting the safety or enjoyment of the activity/event for other people attending.
GROUP BOOKINGS AND DISCOUNTS
If you make a group booking for children who are not all your own and therefore benefit from our reduced rates you will be expected to give your contact details and be the point of contact for the entire group of children you book. Parents who prefer to have their specific contact details logged against their child are free to make separate booking, but they then do not benefit from our group discount unless they are booking sufficient spaces in their own right. In order to qualify for a multibuy discount (eg ‘buy 5 places and get a 10% discount’) places must be booked in one transaction.
If you make a multiple booking and qualify for a discount as a result, and subsequently cancel some of the booked places such that your total booking would no longer qualify for the discount then we will deduct the total value of the discount from your refund, so that you will have paid the full (non-discounted) price for those places remaining. By completing the booking process Cambridge Woodland academy assumes that you have read and understood the Terms and Conditions and the Cambridge Woodland Academy Handbook that can be found on this website.
You need to feed them! We expect you to provide your child with food for the day, which should include:
a mid-morning snack
a mid-afternoon snack
Drink for the day
Please bear in mind that your children will be outside all day, and active for a good part of that day, and pack their lunchboxes accordingly. Being hungry in the woods is even less fun than being cold.
Again, please note that we reserve the right to refuse entry to any child who arrives without adequate food or drink for the day. No money back in this case either.
Please ensure that your child is well enough to come to our activities. In particular if your child has a fever or has suffered from vomiting or diarrhoea within 48 hours then please tell us and remove your child from the day. In these circumstances we will offer you another date in lieu, provided you inform us before 8.00 am on the day they are due to attend. You can let us know about an ill child by calling the office number (07591205115) and either speaking to someone or leaving a voicemail, or by email at firstname.lastname@example.org. If your child becomes ill with any of these symptoms during a session we’ll contact you and we’ll expect you to make arrangements to take them home.
We do not offer refunds in the case of illness.
If a session leader is ill and sessions are not able to run as a result
LATE COLLECTION/UNCOLLECTED CHILDREN
Please tell us if you will be late in picking up your child, that is more than, say, a quarter of an hour. If you are more than 15 minutes late in collecting your child, without having agreed this with us previously, we will call the emergency contact details you have provided to find out the cause for the delay, and how long it is likely to last. We’ll do our best to contact you and always leave a message if we can.
Please note that if you are more than 15 minutes late to pick up you will be charged an additional £10 for every half hour, or part thereof.
While waiting to be collected, we’ll look after your child and give them as much support and reassurance as necessary. Try to keep us informed though – it’s scary for them (and us) if you don’t turn up when we think you should.
We charge for extra time spent looking after children over and above the times you booked for, (and for the costs of getting them back to you).
We do try to repatriate lost property at the end of every session. However, it is your (and your child’s) responsibility to ensure that they leave with everything they turned up with. If you do find that something has been left behind then please let us know by calling the office number (on the home page of this site) and we will do our best to find it and get it back to you. Needless to say, it’s a lot easier for us to identify and return lost property if you have written your child’s name in it. We don’t offer replacements or compensation for lost items. Items not claimed within one month will be disposed of unless we have been informed who they belong to and arrangements have been made for their return.
Please DO NOT send children with pocket, pen or sheath knives, as they pose a risk to the whole group. Knives will be confiscated by Cambridge Woodland Academy Staff and returned to parents on pick up.
MEDICATION AND MEDICAL INFORMATION
The Session leader holds a current first aid certificate, specialising in outdoor first aid. However, it is up to you to ensure that we have your child’s current medical information at the beginning of the session, and that they also have any medication (i.e. epi-pens and inhalers) with your child’s, name, medication and time of last dose/incident written clearly on the outside.
You are also responsible for telling us of any behavioural issues your child may have (for example whether they have a Statement of Educational Needs, or have been diagnosed with behaviour on the autistic spectrum)
Any information you give us will be treated in strict confidence, and will not prejudice the inclusion of your child in any activity. It is in the interests of your child that you give us full and accurate information. However, if we feel that our staff will not be able to keep your child or the group safe in the woods with the behavioural issues that you describe then we reserve the right to decline the booking.
If your child requires medication (for example, an asthma inhaler or an epi-pen) then it is your responsibility to ensure they have their medication with them when they arrive and that we are aware of it. In the case of epi-pens we will expect you to provide two epi-pens. We will refuse to accept children requiring medication who do not have their medicine with them. You will not get a refund in these circumstances. If you have given us medication for your children it is your responsibility to make sure that it is returned to you at the end of the day.
Please apply any sun protection cream and insect repellent before the session starts.
We do not allow children to have mobile phones during our sessions unless this has been agreed in advance by parents with head office (see below under PHOTOGRAPHS). If your child brings a phone without permission then the leader will confiscate it and return it to you at the end of the session.
With your permission, photographs and video footage may be taken of the children during activities, for use solely by Cambridge Woodland Academy for promotional purposes, i.e. use on websites/leaflets/press releases etc.
When images are used for promotional purposes, only the image will be used, and no personal information will be issued.
We do not allow children to take photographs on site. Please do not send your child with a camera or a camera phone. If you do wish your child to have a phone with them for security purposes, please let us know and make sure your child understands that they must not take photographs while on site.
POLICIES AND PROCEDURES
For a copy of our policies and procedures please see our Handbook or email Mark
We do not store credit card or payment details nor do we share customer details with any 3rd parties.
REFUNDS AND CANCELLATIONS
If we cancel an event we’ll book your child onto another day of your choice in lieu. This will only happen in the event of extreme weather conditions, lack of take up, or other events beyond our control. See WEATHER.
If you cancel your booking:
more than 30 days notice – you get a full refund OR a credit note;
between 7 & 29 days notice – you get a credit note;
7 days or less notice – you don’t get anything; invoices for group bookings/one off sessions will still have to be paid in full.
If you cancel because of illness then see ILLNESS above
In the event that a decision is made to cancel an activity all participants and parents/guardians will be informed at the earliest opportunity.
If you have not paid 72 hours before the day your child is due to attend we reserve the right to cancel your place.
We do not offer a refund for our 2 Week Taster sessions programme.
We believe that everyone who works for Cambridge Woodland Academy has the right to be treated with respect, and to work free from fear of intimidation or harm. We will not tolerate physical or verbal abuse towards any member of the team for any reason. We reserve the right to cancel bookings without notice or refund if we feel that our staff have been subject to abuse from parents or children.
Courses will not run if the Met office weather forecast shows a predicted wind speed (gust or continual speed) of 42mph or above for any part of the day. In these circumstances, we will make a decision to cancel by 6pm on the previous day. We will inform parents/guardians by email and text using the information you supply at booking. We will also put a note on the home page of our website. If we cancel because of adverse weather you will be offered a day in lieu. We do not offer cash refunds for bad weather cancellations.
If unpredicted high winds, lightning or the likelihood of either develops over one of our sites during a session then we will evacuate the site immediately. In that instance, we will contact you via the emergency numbers you give at booking and ask you to arrange to collect your child from the drop off point. We do not offer refunds or days in lieu for cancellations due to lightning/high winds developing during the day.
Any queries relating to the hand book should be submitted in writing to the Cambridge woodland academy head office. Address details for which can be found below.
Our office address is:
Cambridge Woodland Academy C.I.C
44 North Road
Our office number is:
Mark Taylor (Director and Founder): 07591205115