Terms and Conditions

Booking Terms and Conditions
Terms and conditions for Katylou’s Forest School
Introduction 
To help you get the best out of Katylou’s Forest School and to understand our responsibilities to you and your responsibilities to us, please read these terms and conditions. Please remember that if you sign up to any of our online events or groups, extra terms and conditions may apply. 
The language we use should make these terms and conditions as clear as possible. If you have any questions, a member of our team will be happy to help you. 
These terms and conditions apply to all of our bookings. They are necessary to make sure that we can offer an enjoyable and safe environment for you.
These terms and conditions apply at all times and take priority over anything a member of our team has told you. 
These terms and conditions replace any previous versions. 
Standard Booking  
To protect our customers, keep our prices reasonable and reduce our administration time dealing with refunds in the event of cancellations due to Covid-19, we have amended our standard booking terms. 
To reserve a place, we will now require ONLY a £25 non-refundable booking fee upfront to hold your place. Payment will then continue on a monthly basis at a rate of £16 per calendar month (equates to £8.00 per session). This MUST be paid on 28th day of each month, in arrears. For example, if you join on 30th July, you will pay £25 on that date to secure your place. If sessions commence in September, your first monthly payment will be due on 28th September and continue for a minimum of 3 full calendar months and then on a rolling monthly basis until you give us at least one full calendar months’ notice in writing in line with our terms and conditions noted within ‘Notice’.
COVID-19
In the event that we have to close for a continuous period of 15 DAYS OR MORE due to Government Advice or Council requirements relating directly to COVID-19. You will temporarily stop your monthly payment, until the month in which we resume sessions. Please note this will NOT override that the 1 month notice period required to cease your booking.
Notice 
We calculate your booking over 12 calendar months per year. This means that the following applies. 
Anywhere in these terms and conditions where we ask you to give notice of one calendar month or more, if you give notice during a month, we will treat it as if we received it on the first day of the following month and the notice period will run from that day. For example, if you need to give us one month’s notice to end your booking and we receive your notice on 23 May, your notice will start from 1 June, it will run out on 30 June, your booking will end on 30 June and you will pay one more monthly fee via standing order (on 28 June) after giving notice. The only exception to this is if you give us notice at the beginning of a month. This means that if we receive notice from you up to and including the fourth day of a month, we will treat it as if we received it on the first day of that month and the notice period will run from that day. 
If you want to give notice, it must be in writing. We will accept notice by email (info@katylous.co.uk). 
Your notice is not effective until we have received it. We strongly advise that when you give notice you get proof that we have received it. We will confirm we have received your notice within 10 days of receiving it. If you do not receive this conformation within 10 days, you must immediately let us know. 
If we need to give notice to you: 
1.               it will be effective if we send it to email address we have in the records we hold about you; and 
2.               if we give notice during a month, our notice period will run from the first day of the following month. 
 If you do not pay your monthly fee when it is due 
a  If you do not pay your monthly fee when it is due, we will write to you to let you know and request payment immediately.
b  We may refer any missed payments, including any future payments that are due as part of your contract to a debt-collection agency. 
c  If you fall behind with your booking payments for more than 30 days, we will charge you an administration fee of £25. We will also charge an administration fee of £10 for each additional missed payment. 
d  If you do not pay for your booking, we may prevent you and your child attending sessions. This does not mean we will end your booking. 
e  Cancelling your monthly payment does not mean you have given us notice to end your booking. You must give us written notice in line with our  ‘Notice’ terms and conditions stated above. 
If we have to close for reasons outside our control, eg high winds we will not offer refunds
We will be running a minimum of 28 weeks of regular sessions per year. A full list of dates are provided below in our ‘Sessions dates’ section. 
Session dates
Teaching dates for 2010-2021
Sep 7th -October 12th (6 weeks)
Nov 16th-Dec 14th (5 weeks)
Feb 22nd-March 22nd (4 weeks)
April 12th-april 26th (3 weeks)
May10th-May 24th (3 weeks)
June 7th-July 12th (6 weeks)
 
Complaints 
We are committed to making sure our members are satisfied with the service we provide, but we are realistic enough to know that things don’t always go according to plan. If you have a complaint, we would like to know about it as soon as possible in order to investigate and resolve it. 
If you have a complaint, you should first tell a member of staff at your session. If you are not satisfied with their response, you should contact the managing director, Katy Harris.
Liability 
We do not accept liability for damage or loss to your property or a guest’s property that may happen on the premises or within the grounds of your club, other than the liability which arises from our negligence or our failure to take reasonable care. 
We do not accept liability for the injury or death of any member, child or guest that may happen on the premises or within the grounds of your club, other than the liability which arises from our negligence or our failure to take reasonable care
 Nothing in these terms and conditions is meant to limit any rights you might have as a consumer. 
Data protection 
We keep to the Data Protection Act 1998. 
We will deal with all information we hold about you in line with our privacy policy which is available on request. 
General health and safety 
As your safety is our main priority, we insist that you ensure your child is dressed appropriately for Forest School. Ie waterproof sturdy boots, layers, waterproof coat and during cold spells, a hat, gloves and scarf.
If you suffer an accident or injury on our premises, you must report it and the circumstances under which it happened to the team leader immediately. 
For legal and health reasons, you must not smoke while attending Forest School sessions. 
You should not attend sessions if you or your child has an infectious illness or condition. In the instance of COVID-19 exposure, symptoms or any risk, you must NOT attend sessions within any time frame specified by  government guidelines. If you, your child or anyone else in your household have COVID-19 symptoms, you MUST report this to us at your earliest convenience and we can follow the ‘track and trace’ procedure.
Your child’s health and safety 
Children aged 4 years or under must be supervised at all times by a responsible adult over the age of 18, including in any play area. However, this does not apply if they are at an activity we organise at the club which parents and guardians do not need to go to (we call this a ‘supervised activity’). 
If your child is at a supervised activity, he or she must be registered with the person in charge of the activity, who must also have details of who will be collecting your child. We will not allow any other person to collect your child unless you have made a special arrangement beforehand with the person you have left your child with. 
All our employees who work with children are DBS-checked. 
Car park 
We do not guarantee that car parking is available at any of our sites. 
You park in the car park at your own risk. We do not accept liability for any loss or damage to your car, or personal belongings in it, while you are parked in our car park. 
Photographs and videos 
3.              You may take photographs and video recordings in your session for your own personal use provided that you keep to these rules. 
4.              You must not take photographs or videos of any children under 18, other than your own. 
5.              Anyone who appears in your photographs or videos must be aware that you are filming them and you must get their parents’ permission. 
6.              If another parent is unhappy that you are filming them and makes a complaint to us, we may ask you to show us any images which you have taken during the session and delete them if appropriate. If a member of our team asks you to stop filming or taking photographs you must do so. 
 

If Forest School is cancelled due to extreme weather conditions, we will not refund for this session. This is due to us adhering to our Health and Safety Policy and our Insurance Policy. 

Special Circumstances
If classes are cancelled due to a coronavirus COVD-19 outbreak or you decide not to attend refunds will not be issued.
Booking system
Places are offered on a first come, first served basis. To secure a place in a class, please place your provisional booking online and pay the £25 booking fee within seven days. There are a number of ways to pay, either via BACs or Paypal, cheque or cash. We cannot guarantee your place until payment has been received.
Once the place is secured we will e-mail you to confirm your place.
Refunds policy
Refunds are available if you withdraw from class in the following cases: 
If you withdraw from classes before the term has started, we will refund you, less the £10.00 administration fee. 
If we have to cancel a class and you are unable to attend the replacement class, we will refund that weeks fee (see above), except for cancellation due to extreme weeather.
If you withdraw from classes before the half term, we will refund you, less the £10 administration fee and £5.00 for each week into the course. Refunds are not available after the half term.
Attending classes
If you are unable to attend your chosen class on a regular basis, please talk to your teacher about it. It MAY be possible for you to attend an alternative class. However, please consult with me before doing so.
Can I carry over money from missed classes to the next term?
Sorry, you can't do this. 
Can I bring a friend and their child to class for a trial?
We do encourage people bringing friends to class for trials and it is usually possible to accommodate a friend and their child but please contact me first.
We offer trial classes at a cost of £10 during term time (where possible) and we often run taster sessions at £10 as extra classes, so there are plenty of opportunities for people to try before they commit. 
Younger siblings
If your child has a sibling you are more than welcome to bring him/her to class BUT please let me know, so that I can ensure that we are within reasonable limits for numbers in classes. Your teacher will do her best to involve them in the class proceedings. Please note that they remain your responsibility at all times and parents must be alert to their childrens behaviour and safety. We do not charge for siblings under 12 months and for siblings over 12 months we offer half price places.
Children's behaviour in class
We hope your child will enjoy our classes and be thoroughly engaged with the teacher and the other children. Problems with behaviour are very rare, but of course can happen occasionally. If a child hits, bites or throws toys the parent should immediately remove their child from the class circle to avoid further disruption.
Complaints procedure
We hope that you will be delighted with your experience of our classes. We are absolutely committed to you finding that your class meets or exceeds your expectations and that you enjoy your classes enough to recommend to all of your friends! 
However, sometimes things might go wrong and we would like to hear about it. Please do get in touch if you have a complaint, concern or compliment!. We will always do our best to resolve any problems as quickly as possible and to everyones satisfaction. If there is any aspect of the course/classes that you are unsure about, please don't hesitate to ask!
Contact me: Katy Duckett Tel. 01455 289202 / 07841 159684

Introduction
This policy describes how we collect, use and look after the information you provide us.  Our Privacy Policy only relates to personal data collected and stored by Katylous via:

The Data Protection Act 1998
At Katylous we look after your details carefully. We adhere to the requirements of the UK Data Protection Act 1998 and we are seeking to become compliant with the new GDPR policy coming into being from 25th May 2018.
Use of Personal Information
Katylous collects data under the Legal Basis of “Performance of a contract to which the data subject is party, or to take steps prior to the entering into a contract at the request of the data subject.” as well as “Consent” of the data subject. Personal information provided to Katylous via our website enquiries form, booking site, facebook pages, email, class register and telephone contact including WhatsApp will be used for the purposes outlined below.

Your Consent
By providing your personal data to Katylous you consent to the processing of such data by Katylous as described in this Privacy Policy. During Summer Term 2018 you will be asked to manually ‘Opt In’ via Class Registers in accordance with new GDPR policy introduced from May 25th 2018.  Online Registration Forms will be updated following Manual Opt-Ins. From Autumn Term 2018 Consent will be gained through our online registration process. You can alter your preferences as described below.
Use of Data and Opting - In
During your time with 
Music and Movement and Forest School, Katylous will make contact with you via the means listed above in the following ways:
We will send you communications relating to your Music and Movement and Forest School course as follows:
By ‘Opting In’ during your Class This Term you are agreeing to be contacted by Katylous for the reasons detailed above. If you do not ‘Opt In’ before May 25th, your contact details may be removed from our system and you may miss out on valuable information pertaining to your Music and Movement and Forest School course. 
We do not pass your details to third parties.  Upon finishing your term/terms with Katylous , correspondence from us will largely cease.  Katylous may contact you by email once or twice a year to ask for support in local awards/competitions. Katylous will keep your data for up to 7 years unless it is specifically requested to be removed from our systems.  If at any time you want to alter your preferences or request that Katylous stop communication with you then you should contact us as described below.
WhatsApp Disclaimer
By consenting to join our
Music and Movement and Forest School text groups you are consenting to the Terms and Conditions provided by WhatsApp including the WhatsApp Privacy Policies and we take no responsibility nor liability for data stored and shared by the WhatsApp company. By requesting your telephone number to be stored on a phone belonging to The Director or any employee of Katylous you understand that WhatsApp have access to that Contact Number regardless of whether you join a WhatsApp class group or not. Once your Music and Movement and Forest School course/s have been completed, staff will/may delete contact numbers from staff phones at any time during the data retention period specified above or at the request of the data subject as specified below.
 
Accessing your Personal Data held by Katylous.
You have the right to ask Katylous in writing, for a copy of all the personal data held about you. This is known as a "data subject access request". Upon request, we will collate the data requested and send it to you within the 30 day maximum period as stipulated by GDPR May 2018.
Please apply in writing to:

Katylous Music and Movement and Sing and Sign
6 Pinel Close
Broughton Astley
Leicestershire
LE9 6HQ
 
Verifying, updating and amending your personal information
We aim to keep your records as up-to-date as possible. If, at any time, you want to verify, update or amend your personal data or preferences please contact us in writing at the above address or by email on info@katylous.co.uk
You can also opt-out of future communications at any time by writing to at the above address or by email on info@katylous.co.uk
Please allow up for 10 working days for us to amend your details.
 
For more information on GDPR please visit:

https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/



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