Please ensure you have completed your health and safety information for each child attending. This can be done by logging in to your account. Our clubs WILL NOT be able to accept children without this information due to OFSTED requirements.

What to bring

Just bring yourselves, ready for fun!

Do not bring

Back To Top

If you would like to get in touch outside of these times, contact us.

Back To Top

Active Clubs

TERMS & CONDITIONS

Our aim when you book with Active Clubs is that as a parent/carer, you are satisfied and happy with everything we offer you and your child/ren. It is our mission to provide all children with a safe, fun, and stimulating environment.

Below are details of the terms and conditions when booking with Active Clubs, we hope this helps you make an informed decision when booking with us.

If at any time you have any questions, please do not hesitate to contact our team via email at info@oxfordactive.co.uk or phone head office at 01865 594325.

Making a Booking

All bookings need to be made online by customers; we are not able to take bookings over the phone. Before booking you will need to set up an online account and register yours and your child/ren’s details before a booking can be confirmed.

When making your booking please ensure you select ALL the days/sessions you require as well as the school terms.

Once made, your bookings will always be confirmed via email. If for some reason you do not receive a confirmation email, please check your junk mail, if nothing has been received still, please or contact us on 01865 594325. When you have received your booking confirmation, please check that it is correct.

Regular bookings 

You will need to book your regular sessions for each whole term in advance, with dates in each term to be selected individually. Please note any changes will need to made via the office (please see amending/cancellation section).

Ad Hoc bookings

AdHoc bookings can be made via phone call only, where you will only be able to request sessions up to 7 days in advance and dependant on availability.

Ad Hoc sessions must be paid at the time of booking by card and are non-refundable or exchangeable.

Payment

You can make a payment via our online booking system using either

1. A debit or credit card – full amount of your first booked term, to be paid at time of booking
2. Childcare vouchers or Tax-Free Childcare – only for advance bookings made at least 21 days before your first required session of club.

All payments must be made in line with your Payment Schedule found on your booking when you login to your account. Any payments not received could lead to your booking being at risk of cancellation, where any partial payments will only be credited and not refunded.

Childcare Vouchers & Tax-Free Childcare 

Childcare vouchers and Tax-Free Childcare can only be used for bookings made at least 21 days in advance of your first booked term and payment must be made in full termly, as per the Payment Schedule.

Please remember to allow time for the vouchers to reach the Active Clubs account which can take up to 7 working days.

On your booking confirmation you will receive an Active Clubs booking reference number.  All voucher payments need to be made quoting this booking reference number.

However, if you are paying by Tax-Free Childcare, your Active Clubs reference number is not required, and all payments will be made to us with your long Tax-Free Childcare Reference Code.

Amending or cancelling your booking

We understand that you may need to change your bookings to fit around changing work schedules, however these must be requested no later than the second week of the term for changes to the next term i.e. for any changes or cancellations in Term 5 you need to contact us no later than the end of the second week of Term 4.

Toileting

Although we welcome children from the age of three, we ask that all children attending our camps are fully toilet trained. We understand that accidents happen, so if your child needs an extra set of clothes from time to time, we ask that you provide them and speak with one of the onsite team.

Health & Safety

It is your responsibility to provide accurate child information so please ensure all child and parent registration information is complete with up to date information. Failure to do so may result in you being turned away on site.

Late Collection

All children must be signed out by 6pm.  Only people listed on the registration and who are 16 years of age or older can collect.

We understand that at times parents/guardians may be running behind schedule, and we will always ensure that we do our utmost to support our families where possible. If a child is collected late it will have a knock on effect on our teams and therefore a late fee of £10.00 per 15 minutes will be applied for late collections. If you are running behind schedule and your child will be collected late, please make our head office aware so our team at the site can be notified in advance.

In the event of a child not being collected on time, we will attempt to call the parents/guardians. If we are unable to make contact, we will follow our safeguarding policy/uncollected child policy.

We always strive to offer parents/guardians the support needed, however, if late collections become a reoccurring event, we reserve the right to withdraw our service

Lost property

Lost property will be returned to Head Office at the end of each term. If not claimed within 2 weeks, it will be donated to charity. In order to claim any lost property please email info@oxfordactive.co.uk with details of the site your child attended, along with a clear description of the item. If found you will be contacted and this can then be collected/arranged to be shipped from our Head Office in Kidlington, Oxford.

Please ensure any items brought to an Active Club site are clearly labelled. Please ensure children do not bring any valuable toys or belongings with them as Active Clubs cannot be held responsible if they go missing.

Complaints

Oxford Active believes that children and parents are entitled to expect courtesy and prompt, careful attention to their needs and wishes. We anticipate that most concerns will be resolved quickly by an informal approach to the appropriate member of staff. If this does not achieve the desired result, we have a set of procedures for dealing with concerns which are available on our website.

Back To Top