Terms & Conditions
Last updated: 29 May 2025
1. Definitions

• “We”/ “Us”/ “Our” refers to Happi Kids C.I.C, a childcare and holiday club provider.

•  “You”/ “““““Your” refers to any visitor to the site, parent/guardian registering a child, donor, or volunteer.

•  “Service” means our childcare and holiday club activities, plus associated events and programmes.

2. Acceptance of Terms
- By:

• Registering a child for our Service;

• Submitting donation payments;

• Completing a volunteer application;
  you confirm you have read, understood, and agree to these Terms.

3. Use of Our Service
1. Eligibility: You must be 18 or older to register as a volunteer, donor, or service user.
2. Registration: All fields marked as required must be completed accurately. You agree to update us promptly if your contact or personal details change.
3. Donations: are non-refundable.
4. Volunteer placements may be ended by you or by us at any time for any reason.
4. Donations
1. How We Use Donations: All donations go towards running and improving our childcare/holiday club programmes, including staff training, equipment, and facilities.
2. Receipts: We will issue a donation receipt by email. Please keep this for your records.
3. Refunds: Donations are final and cannot be refunded or transferred.
5. Volunteering
1. Application & Screening: Volunteers must complete our online application, consent to any required background checks (e.g. DBS), and attend an induction session.
2. Volunteer Conduct: Volunteers agree to follow all club policies, childcare safeguarding procedures, and staff instructions.
3. Insurance & Liability:
   - We maintain public liability insurance and employer’s liability insurance covering volunteers acting within their authorised duties.
   - Volunteers engage at their own risk; we disclaim liability for any injury or loss except where caused by our negligence.
6. Code of Conduct & Safeguarding

• All staff, volunteers, and parents/guardians must abide by our Safeguarding Policy (available on request).
  Any concerns about child welfare, misconduct, or policy breaches must be reported immediately to our Designated Safeguarding Lead.

7. Intellectual Property

• All content, logos, graphics, and materials on the site are owned by Us or our licensors.
  You may view or print pages for personal, non-commercial use only.

8. Privacy & Data Protection

• Your personal data will be processed in accordance with our Privacy Policy privacy_policy.docx By using the site, you consent to our collection and use of information as outlined there.

9. Limitation of Liability

• To the fullest extent permitted by law, our total liability to you for any loss or damage arising under these Terms shall not exceed the amount you paid us in the preceding 12 months (if any).

10. Changes to These Terms

• We may revise these Terms at any time. The updated Terms will be posted here with a new “Last updated” date. Continued use of the site after changes constitutes acceptance of the revised Terms.

11. Governing Law

• These Terms are governed by the laws of England and Wales. Any dispute arising under or in connection with these Terms shall be subject to the exclusive jurisdiction of the English courts.

12. Booking procedure

• Parents must complete the necessary paperwork, ie contract, registration, medical, privacy notice, booking and photo permission forms, before their children can attend the club.

12.1 Booking/Placement:

• Once booked, if a child does not attend for any reason, you will still be charged for this place. If you wish to cancel the place altogether, 14 days’ notice in writing is required.

13. Refunds and Cancellations

• We understand that plans can change. Our cancellation policy is designed to allow us to manage our resources effectively while offering fairness to parents.

 13.1. Cancellation with More Than 14 Days' Notice:

• If you cancel a booking with more than 14 calendar days' notice before the start date of the first booked session, you will be entitled to a full refund (100%) of the fees paid for the cancelled sessions.

 13.2. Cancellation with 7 to 14 Days' Notice:

• If you cancel a booking with between 7 and 14 calendar days' notice before the start date of the first booked session, you will be entitled to a 50% refund of the fees paid for the cancelled sessions.

 13.3. Cancellation with Less Than 7 Days' Notice:

• If you cancel a booking with less than 7 calendar days' notice before the start date of the first booked session, or if a child does not attend a booked session (a "no-show") without prior notice, no refund will be issued. This is due to the operational costs incurred in securing staffing, resources, and limiting availability for other children.

 13.4. How to Cancel:

• All cancellations must be submitted in writing (email is preferred) to info.happikids@gmail.com. Please include your booking reference number and the child's name. The notice period will be calculated from the date and time your written cancellation is received by the Club.

 13.5. Refunds for Illness/Absence:

• No refunds or credits will be provided for individual sessions missed due to a child's illness, minor injury, holiday, or any other absence, regardless of notice period. Our staffing and operational costs remain fixed for booked places.

 13.6. Changing Booking Dates:

• Subject to availability and at the sole discretion of Happi Kids Holiday Club, we may be able to offer a transfer of your booking to alternative dates within the same holiday period if requested with more than 5 calendar days' notice. Transfers are not guaranteed.

14. Cancellations by Happi Kids CIC:

• While rare, there may be circumstances where the Club must cancel sessions or alter arrangements.

14.1. Full Cancellation of a Holiday Period/Session:

• In the unlikely event that Happi Kids Holiday Club has to cancel an entire holiday period or specific sessions due to unforeseen circumstances (e.g., insufficient bookings, staff illness, venue unavailability, extreme weather, government restrictions, or other force majeure events), we will inform you as soon as reasonably possible.

• In such cases, you will be offered a full refund (100%) for the cancelled sessions, or a credit note for future bookings of equivalent value, at your preference.

14.2. Changes to Programme/Activities:

• Happi Kids Holiday Club reserves the right to make reasonable changes to the advertised program, activities, or venues if necessary due to operational reasons, weather conditions, or the suitability of the activity for the children attending. Such changes will not constitute a cancellation, and no refunds will be offered unless the entire session is cancelled as per 14.1.

15. Refund Process:

• Approved refunds will be processed within 7 – 10 working days of the cancellation being confirmed.

• Refunds will be issued to the original payment method used for the booking.

16. Exclusion Due to Behaviour:

• In instances where a child is excluded from the Club due to persistent or severe behavioural issues that significantly disrupt the welfare or safety of other children or staff (as outlined in our Behaviour Policy), no refund will be issued for any remaining booked sessions.

Contact Us
Happi Kids C.I.C
12 Constance Street, London, E16 2DQ
Email: info.happikids@gmail.com