Booking Terms and Conditions

For the purposes of this document, The Zone and Banstead Prep are one and the same.

Bookings 
  • All bookings must be made through https:// BansteadPrepSchool.magicbooking.co.uk 
  • 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. 
  • Parent should notify The Zone when they have made payment with childcare vouchers 
  • Failure to make full payment by the expected date will mean your booking is cancelled and you will be charged a £9 cancelation fee to refund any monies paid. 
 Cancellation Notice and Charges: 
  • It is the account holder’s responsibility to cancel sessions. 
  • Any booked sessions which are not attended and not cancelled are still charged. 
  • Parents must inform The Zone team by email if their children are arriving late. 
  • Booking day swaps can only be made subject to availability and with a minimum of 7 days’ notice of the session you want to change. This must be done by email to The Zone team and is subject to availability. 
  • 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. 
  • Cancelation of one day from an entire week booking where a discount has been given will be at the weekly rate divided by 5. 
  • Part cancelations using a promo code will be calculated to the new total. 
  • Cancelations are subject to a £9 refund fee to cover the costs we must pay to our booking service. 
  • Cancelation charges are outlined below, all cancelations will include the £9 refund fee. 

Weeks Before Booking 

Fee 

More than 6 weeks 

£9 cancelation charge 

5 weeks 

5%  

4 weeks 

10% 

3 weeks 

20% 

2 weeks 

50% 

Less than 2 weeks 

60% 

Less than 1 week  

80% 

24 hours  

No refund 

 

COVID-19

  • Children are not to attend the camp if they unwell with COVID-19 symptoms or if a family member or close contact is displaying symptoms or infected.
  • We strongly encourage all parents with children attending the holiday camp to take part in the Government COVID-19 lateral flow testing scheme.
  • Parents must inform the camp immediately if a child or member of the household is displaying COVID-19 symptoms by telephoning the mobile number or via e-mail.
  • If your child is required to isolate due to contact with an infected person, we will offer (at our discretion) a credit note for some or all of the period your child was due to attend, which will be valid for a period of 12 months.

Absence due to illness

  • No child should attend camp if they have experienced vomiting or diarrhoea in a period of 48 hours before the booking. Children should not swim for 2 weeks following an extended period of gastro illness.
  • If your child is unwell and unable to attend, at our discretion, we will offer you a credit note for a booking on another occasion. Only two cancelations due to absence will be refunded in any one calendar year.

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 Credit/Debit card, Childcare Voucher or Tax Free Childcare.
  • When paying by Childcare Vouchers or Tax Free Childcare, please use the reference ‘Zone + your child’s full name’ as the payment reference. eg: ZoneBClark
  • Having an overdue balance may lead to the termination of your child’s place within the club.
  • Banstead Prep School 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 of £8 per 15 minutes will be applied to all collections made after the advertised session end time.

Safeguarding and Welfare

  • We are committed to safeguarding all the children in our care from harm and abuse.
  • The Zone (Banstead Prep School) are obligated to report any suspected child abuse or neglect to the relevant authorities.
  • Parents must inform The Zone (Banstead Prep School) of any conditions that may affect their child (medical, learning, behavioural, etc). If full information is not provided, this may result in The Zone (Banstead Prep School) excluding them from certain activities or if it felt necessary, excluding them from using The Zone. In such circumstances no refund or credit will be paid.

Medication

If your child requires medication of any sort, including an inhaler, the following must be in place before your child can attend:

  • Permission to Administer medication form, please contact The Zone team who will email this to you
  • Our own supply of medication at the club – we have no access to any medication stored in school

Allergies

  • Parents must advise The Zone of any allergies at the time of booking.
  • Packed lunches must not contain nuts.

Please note: If the above is not in place, your child will not be able to attend the session

Collecting

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

Babysitting

  • Any babysitting/care arrangement between parents and The Zone (Banstead Prep) staff is entirely separate from any agreement with The Zone. The Zone 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.

Exclusion

  • The Zone (Banstead Prep) 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 The Zone 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, by order of Local Authority or Environmental Health, we will offer you a credit note or at our discretion a refund.

Schedule Changes

  • Daily schedules are flexible. The Zone may need to amend activity programmes, schedules, services, dates, times and/or advertised activities on occasions that may be out of our control e.g poor weather, damage to venue facilities or, issue with suppliers etc. You will be offered a credit note if you are unable to make any new date

Photography

  • The Zone 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 on the booking site.

Complaints

  • 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 Head of The Zone on thezone@bansteadprep.com

Liability

  • The Zone 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.
  • The Zone take no responsibility for any items that are lost/stolen or damaged at the club.
  • The Zone take no responsibility for damage to property or clothing brought on to site.

Lost Property

  • On request, The Zone will endeavour to return items that can be identified. Postage costs of lost property are the responsibility of the parent. Unclaimed lost property will be distributed to local charities two weeks after the school holiday.

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.

Data Protection

  • Company Name collect personal details for you and your child to register and enable us to process your booking. It is your responsibility to ensure that you have the necessary permission to pass on the personal details of everyone required. Company Name may hold some of your details for future marketing purposes. Please let us know if you do not want to receive future communication from the Zone (BansteadPrep)
  • For The Zone policies and procedures, please visit: bansteadprep.com/policies
  • Parents must agree to the terms and conditions of our booking system to book with us.