Terms and Conditions

Terms & Conditions

Liability: Gems Holiday Clubs accepts no responsibility for loss or damage to personal belongings. We accept no liability for injuries sustained while participating in activities or on the premises, except where such injury is caused by the negligence of Gems Holiday Clubs.
Staffing: All staff and cover teachers are DBS-checked and suitably experienced. A designated First Aid-trained member of staff is present at all times.
Medical Requirements: Staff will only administer medication prescribed by a doctor, dentist, nurse, or pharmacist. Medicines containing aspirin will only be administered if prescribed by a doctor.
A 'Permission to Administer Medicine' form must be completed in advance.
Inhalers and auto-injectors (Epipens) must be clearly labelled. While we encourage older children to take responsibility for their medication, staff can store these safely upon request.
Nut-Free Policy: To protect children with severe allergies, we operate a strict no-nut policy (including peanut butter, Nutella, and satay).
Prohibited Items: Chewing gum, fizzy drinks, and mobile phone use are strictly forbidden. Phones may be handed to a teacher for safekeeping during club hours but ideally are turned off once entering the school site and left in bags.

Securing a Place: Full payment via BACS or Class4Kids is required at the time of booking.
Payment Deadline: If payment is not received within 14 days of booking, the place will be released to the waiting list. Please note that card payments via Class4Kids incur a non-refundable booking fee.
Cancellation Policy: * 14+ Days Notice: Eligible for a full refund or credit.
Less than 14 Days Notice: No refunds or credits will be issued, as we are unable to fill the vacancy at short notice.
Waiting List: If a place becomes available, the first person on the list will be contacted. If no response is received within 24 hours, the place will be offered to the next person on the list.
Childcare Vouchers and Tax Free Childcare: Please download the document via our holiday club page which details this information.

Standard of Behaviour: We maintain a zero-tolerance policy regarding racist, sexist, or otherwise offensive language and behaviour. Gems Holiday Clubs reserves the right to terminate membership/attendance immediately without refund if this policy is breached.
Observation: To maintain a focused environment, parents/carers are not permitted to stay and watch. Exceptions may be made for the first 15–30 minutes for new or unconfident children at the manager's discretion.
Clothing: Children must wear comfortable clothing and footwear suitable for movement. All personal items (bags, shoes, t-shirts) must be clearly labelled.

Timings: Children must be collected promptly. Repeated late collection or early drop-off may result in the loss of membership.
Authorised Collection: If a child is being collected by someone other than the primary caregiver, the office must be notified in writing (email) in advance with the individual's name and contact number.
Unsupervised Departure: Only children aged 10+ may leave the premises unsupervised, and only with prior written parental consent.
Emergency Protocol: In the event a child is not collected and no contact can be made with any registered emergency numbers, Gems Holiday Clubs is required to contact the local Police or the Lewisham Social Care team.

Consent: Photographs and videos may be taken for marketing purposes (website, social media, flyers). Consent is requested at the time of booking.
Privacy: Images are used sensitively. We will never share full names, ages, or locations alongside images.
Parental Recording: For safeguarding and Data Protection (GDPR), if any parent/guardian within a group refuses photo consent, no parents will be permitted to record performances in which that child appears.
Social Media: Parents must not post photos or videos of other people's children on social media.