Terms and Conditions

The Small Print

Open Access Play


  • During "Open Access" sessions, children are free to come and go as they wish.
  • Admission is subject to registration and parental consent (forms available on entry), plus children must be signed in and out.
  • Children remain the responsibility of their parents and/or accompanying adult/older child at all times.




  • All bookings must be made through our online booking system.

  • All bookings are subject to availability.

  • The person making the booking accepts the booking conditions on behalf of the account holder.

  • All bookings must be paid for at time of booking unless card instalment plan is selected at time of booking or you are paying by Childcare Vouchers/Tax Free Childcare.


Cancellation Notice and Charges


  • It is the account holder’s responsibility to cancel sessions.
  • Any booked sessions which are not attended are still charged unless seven days' notice is given.
  • For Breakfast and After School clubs we are not able to swap sessions unless the seven days' notice is given and spaces are available.
  • Holiday booking day swaps can only be made subject to availability and with a minimum of seven days’ notice of the session you want to change. This must be done by email to outofschool@eveshamadventureplayground.org
  • Any booked sessions which are not attended are still charged.
  • All bookings must be made prior to arriving onsite. If you arrive at a site and have not booked your child will not be accepted until a booking is made.
  • It is the parents’ responsibility to inform the school if their child is attending after school club.
  • It is the parents’ responsibility to let the school know of any late cancellations.


Special Offers and Discount Codes


  • Discount vouchers or offers can only be used for the purpose stated.
  • Only one offer or discount code can be used per booking.
  • Each voucher code can only be used once per customer.
  • Each voucher code can only be used on one booking and will not be valid if you would like to book further days on a separate booking before the voucher deadline ends.
  • Offers and discounts may be withdrawn at any time.


Payments and Overdue Balances


  • Types of payment available are BACS, Childcare Voucher or Tax Free Childcare and Credit/Debit card.
  • When paying by Childcare Vouchers or Tax Free Childcare, please use your child’s full name if possible as the payment reference.
  • Having an overdue balance may lead to the termination of your child’s place within the club.
  • Evesham Adventure Playground will pass any unrecovered fees to an external debt collection agency. Any fees associated with the debt collection will be passed on to the debtor.


Late Collection Fees


  • A charge will be applied to all collections made after the advertised session end time. Please see Prices & Bookings for the current rate.


Safeguarding and Welfare


  • Our Safeguarding policy is available here.
  • If your child does not arrive at a booked After School Club session and we have not been advised of their non-attendance by you the parent, we will begin our Missing Child Procedure.
  • We are committed to safeguarding all the children in our care from harm and abuse.
  • Evesham Adventure Playground is obligated to report any suspected child abuse or neglect to the relevant authorities.
  • Parents must inform Evesham Adventure Playground of any conditions that may affect their child (medical, learning, behavioural, etc). If full information is not provided, this may result in Evesham Adventure Playground excluding them from certain activities or, if felt necessary, excluding them from using Evesham Adventure Playground.  In such circumstances no refund or credit will be paid.




If your child requires medication of any sort, including an inhaler, the following must be in place before your child can attend. If these are not in place, your child will not be able to attend the session.


  • Completed Health Care Plan - please contact the manager who will email this to you
  • Permission to Administer Medication form - please contact the manager who will email this to you
  • Our own supply of medication at the club: we have no access to any medication stored in school




  • Children can only be collected by an adult over the age of 16 or a sibling under manager’s discretion who has been authorised to collect them which is done by the parent adding collectors on their account as a collector.




Any babysitting/care arrangement between parents and Evesham Adventure Playground staff is entirely separate from any agreement with Evesham Adventure Playground. Evesham Adventure Playground does not take responsibility for such private arrangements, although any behaviour that has a negative effect on the business may be considered misconduct and will be dealt with in accordance with the Disciplinary Procedure.




  • Admission and ongoing attendance is at the sole discretion of the staff present.
  • Evesham Adventure Playground reserves the right to exclude or refuse any person without notice, if we consider that their presence compromises the good atmosphere of the club. Transport home will be the responsibility of the parent and no refund/credit will be available.


Forced Closures


  • If Evesham Adventure Playground is forced to close due to an external factor such as bad weather, infectious or contagious disease outbreak, power cut, teacher strikes or other industrial action, or by order of Local Authority or Environmental Health, customers will still be liable for fees incurred during the entire period of closure.


Schedule Changes


  • Evesham Adventure Playground may need to amend activity programmes, schedules, services, dates, times and/or venues on occasions that may be out of our control. This will be without refund or compensation to the customer.




  • Evesham Adventure Playground occasionally take photographs and videos at our venues which can be used for marketing and promotional purposes, including on social media. If you would rather your child was not included in any photographs, please ensure your child’s details are up to date.




  • If you or your child were not entirely satisfied with the services we provided, we would appreciate the feedback.  Please see our complaints procedure for official steps. 
  • If you feel the complaint outcome is insufficient or would like to escalate your grievance further, please email the Secretary of Evesham Adventure Playground.




  • Evesham Adventure Playground does not accept liability for personal injury or death of any participants unless directly caused by the proven negligence of the company or its servants.
  • Evesham Adventure Playground takes no responsibility for any items that are lost/stolen or damaged at the club.


Lost Property


  • On request, Evesham Adventure Playground will endeavour to return items that can be identified.
  • Unclaimed Breakfast and After School Club lost property will be donated to the clothes bank at the end of each half term.
  • Holiday Club lost property will be donated to the clothes bank immediately before the next Playscheme.


Parent Abuse of Staff


  • The threat or use of physical violence, verbal abuse, intimidation or harassment towards our staff is likely to result in a termination of all direct contact. Such incidents may be reported to the police and this will always be the case if physical violence is used or threatened.


COVID-19 Additional Terms and Conditions (January 2022 original - kept on this page as a public record)


  • We ask that you provide PPE for your child during transport.

  • We ask that you agree to take part in relevant test and trace scheme(s).

  • We ask that you inform us if your child or anyone in your household develops symptoms.

  • If a child develops symptoms in our care you must be available to collect as soon as possible.

  • You must follow prevailing official self isolation guidelines.

  • You need to be aware that if we have a confirmed case we may be forced to close in line with government guidance. In this instance, you will be credited for the sessions you have missed.


Privacy Policy


This privacy policy sets out how the Evesham Adventure Playground Association uses and protects any information collected when you use its website. Evesham Adventure Playground Association is committed to ensuring that your privacy is protected. Any information by which you can be identified when using this website will only be used in accordance with this privacy statement.


Evesham Adventure Playground Association may change this policy by updating this page. You should check this page from time to time to ensure that you are happy with any changes and each time before you submit your personal information.


At Evesham Adventure Playground we respect the privacy of the children attending our clubs and the privacy of their parents or carers. The personal information that we collect about you and your child is used only to provide appropriate care for them, maintain our service to you, and communicate with you effectively. Our legal basis for processing the personal information relating to you and your child is so that we can fulfil our contract with you.


Any information that you provide is kept secure. Data that is no longer required is erased after you have informed us that your child has ceased attending our club.


We will use the contact details you give us to contact you via phone, text, email, social media, through our online booking system and post so that we can send you information about your child, our club and other relevant news, and so that we can communicate with you regarding payment of our fees.


We will only share personal information about you or your child with another organisation if we:


  • have a safeguarding concern about your child
  • are required to by government bodies or law enforcement agencies
  • have obtained your prior permission.


You have the right to ask to see the data that we have about yourself or your child, and to ask for any errors to be corrected. We will respond to all such requests within one month. You can also ask for the data to be deleted, but note that:


  • we will not be able to continue to care for your child if we do not have sufficient information about them
  • even after your child has left our care, we have a statutory duty to retain some types of data for specific periods of time* so cannot delete everything immediately.


If you have a complaint about how we have kept your information secure, or how we have responded to a request to access, update or erase your data, you can refer us to the Information Commissioner’s Office (ICO).


By agreeing to our Terms and Conditions you are giving permission for us to contact you regarding relevant matters.


What information we collect


You may browse the web site without telling us who you are or revealing any personal information. The only information we gather during general browsing is from standard server logs. These include your IP address, domain name, browser type, operating system, and information such as the website that referred you to us, the files you downloaded, the pages you visit, and the dates/times of those visits. This information is not used to develop a personal profile of you. The log files are regularly purged.


You may however provide us with personal information, for example, if you register for any of our services. You may be asked for:


  • Name and personal details
  • Personal details of the children you may be representing, such as names, dates of birth, and similar; your relationship to those children; any relevant health/SEN details
  • Routine and emergency contact information, including telephone numbers and email addresses
  • Demographic information such as postcode, preferences and interests
  • Other information relevant to provision of our services, customer surveys and/or offers
  • Payment details (such as debit or credit card details) as required. Evesham Adventure Playground does not store our customers’ financial details.


It is your responsibility to ensure that you have the necessary permission to pass on the personal details of everyone required.


What we use personal information for


We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:


  • Internal record keeping.
  • We may use the information to improve our products and services.
  • We may periodically send promotional emails about new activities, special offers or other information which we think you may find interesting using the email address which you have provided.
  • From time to time, we may also use your information to contact you for market research purposes. We may contact you by email, phone, fax or mail. We may use the information to customise the website according to your interests.
  • We may use your personal information to send you promotional information about third parties which we think you may find interesting if you tell us that you wish this to happen.


Who we pass your personal information to


We will only disclose personal information to government bodies and law enforcement agencies, or successors in title to our business.


We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.


If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible, at the above address. We will promptly correct any information found to be incorrect.




We are committed to ensuring that your personal information is secure. Whilst we make all reasonable efforts to maintain security of your personal information, we assume no responsibility for the security of such information.


* We do need to retain certain types of data (such as records of complaints, accidents, and attendance) for set periods of time after your child ceases to be in our care, but we delete as much personal data as we can as soon as possible.


Cookies on this Website


A cookie is a small file which is placed on your computer’s hard drive. If you agree to its placement, the file is added and used to store persistent information, perhaps to retain your preferences (such as login details), to help analyse web traffic, or to record that you visited a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.


We use cookies to recognise members who have previously logged in and to ensure that restricted member content is delivered correctly.


We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes.


Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.


You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.