Booking: Terms & Conditions

Please read these terms and conditions prior to booking on this site. By booking on this site you signify your consent to these terms of use. If you do not agree then please feel free to call us to discuss any concerns further. We reserve the right to change, modify, add or remove these terms and conditions at our discretion. The conditions as laid out in the following terms and conditions shall apply to the Contract at the exclusion of all other terms and conditions.

Contract

When you complete a booking with FLUX, a contract is formed between us. We are legally obliged to set out the conditions of that agreement below.

However, no amount of words can be as effective as an open and honest relationship – that’s what we at FLUX want to develop with you, our customers, so please feel free to call us at any time.

Your expectations of us should be very high, and we will always endeavor to meet and exceed them. If things should go wrong for any reason, our staff will use their best judgment to put them right – quickly and effectively.

1. Payment & Balance

Payment of the full outstanding balance at the time of booking will confirm acceptance of the booking conditions by those named parties. If a full payment is not made, received and verified at the time of booking, the booking will not be confirmed. If for whatever reason, a booking is confirmed and we have to cancel the booking due to failure to receive payment, a surcharge fee of 20% of the booking total will be charged.

2. Credit Card Payments

Credit card companies charge us to debit your card. Rather than charging all our customers more to cover these costs, we think it’s more fair to charge only those of you who pay by credit card. We therefore make a charge of 2% on all credit card payments. Please note that there is no charge on debit cards.

3. Confirmation

Your confirmation invoice details what we think you wanted to book, based on the information provided at the time of booking. Please check it, specifically the dates and let us know within seven days if we haven’t confirmed what you expected. We will do our utmost to change it if we can, however; venue capacity is a priority and must be adhered to. If we can’t change your chosen date we’ll refund you the full amount less an administration fee of £10. To avoid cancelation disappointments it is strongly recommended that you take out the cancelation insurance plan. (link)

4. Booking Alterations

Responsibility for all booking details lies with the person who made the initial booking. Changes can be made to your booking subject to availability. If the change is less than seven days before your child is due to attend we will charge an administration fee of £10. Additions made to your booking are not subject to an administration fee. To avoid cancelation disappointments it is strongly recommended that you take out the cancelation insurance plan. (link)

5. Changing Dates

Subject to availability, we will do our utmost to accommodate you and change your dates booked. There will however, be a small administration fee of £10.

6. Cancelations

If you must cancel for any reason and you do not have cancelation insurance, it is best to notify us right away. If the cancelation is 30 days or more before your child’s scheduled arrival, only a £10 administration fee will be lost. If you cancel 15-29 days before your child’s arrival, you must pay 50% of the total fee. If you cancel within the 14 days of your child’s arrival or after their arrival, you must pay the full amount owed. Parents are strongly advised to take out our cancelation insurance. For more information click here. (LINK)

7. Photography

Occasionally, we take photographs during club sessions that may be used for marketing and promotional purposes, such as posters, flyers or the internet. If you would rather your child was not included in any photographs we must be informed either at the time of booking or in writing before attendance. This should be detailed on the child’s Essential Information section within the booking form.

8. Health and Safety

In order to maintain appropriate standards of health and safety for all children, some children with certain medical or physical conditions may be prohibited from participating in some activities. We will always endeavor to overcome this, and where we can’t we will always provide alternative activities. All children and young people are advised to wear the appropriate footwear and clothing, depending on the weather.

9. Medical Information

The online booking form will include a medical questionnaire. We must insist that you use this form to detail and inform us of any activities your child may not be able to take part in, the reason why, and any medical or physical conditions or behavioural problems. If full information is not provided, the decision will be based on the assessment of the team leader and club manager, which may result in the child / young person being excluded from certain activities. In such circumstances no refund will be given and we may have to cancel / terminate the booking. Please rest assured that all information given will be treated in complete confidence.

10. Child Protection

All staff have a duty to respond if they suspect a child / young person in their care may be suffering from abuse, or if a child / young person makes a disclosure about abuse. In this event staff will follow the FLUX Child Protection Policy and contact the local area Child Protection Representative and / or Social Services and / or the Police and act on their advice.

11. Staff

FLUX ratio of staff to children is 1:8 for 8 years old and under and 1:10 for over 8 years old.

12. Liability

FLUX does not accept liability for personal injury or the death of any participant unless directly caused by the proven negligence of the company or its servants.

13. Exclusions

If a child / young person persistently misbehaves or is deemed to be disruptive, or if we feel their attendance affects the good atmosphere of the club, we may decide to exclude them. Transport home will be the responsibility of the parent / guardian and no refund will be made for days missed or cost of transport. Any damages caused by a child / young person will be invoiced to the parent / guardian.

14. Programme Changes

In some circumstances out of our control, such as extreme or unsuitable weather conditions, failure of equipment, building faults, failed risk assessment and other factors which may arise occasionally, we may have to amend our services and activity programme content, times, dates and venue. In such circumstances, we will endeavour to match the programme and / or provide alternatives; however there will be no refund or compensation to the customer.

15. Surcharge

We reserve the right to surcharge published prices if there is an increase in the rate of VAT prior to the commencement of the club.

16. Policies and Procedures

Extended full copies of policies and procedures are held on-site at the venue and are available on request.

17. Complaints

We are committed to ensuring every child has such an exciting and dynamic experience that they can’t wait to come back. If you or your child is not entirely satisfied with the service we provide, then we want to be the first to know. Please tell us about any problems immediately while your child is still participating at the club – we will then do our utmost to resolve it efficiently and effectively.

However, If we hear of a problem / issue after a child / young person has left FLUX, we will conduct a thorough investigation into the matter; but we will not normally (unless circumstances of negligence are found on the part of FLUX) be able to make compensation. Consequently, it is imperative that you and / or your child talk to the FLUX Manager immediately if you have a complaint. He / she will deal with the problem quickly and efficiently. Please rest assured that your complaint will be taken very seriously.

FLUX believes in promoting lifelong and continuous learning and improvement, consequently, we appreciate all feedback, good or bad, big or small.

18. Data Protection

FLUX acts as a Data Controller for the purposes of the Data Protection Act 1998. We need to collect some personal details from you and the children / young people on your booking so we can process your booking, such as names, ages and any applicable medical or dietary restrictions, as well as credit / debit card or other payment details. It is your responsibility to ensure that you have the necessary permission to pass on the personal details of all the children for whom you are making a booking.

Additionally, we would like to hold and use some of your details for future marketing purposes, for example sending you promotional information. Please let us know as soon as possible if you do not want to receive future mailings.

19. Copyright and Trademark Notices

The content of the pages on this website is the copyright of FLUX, a wholly owned subsidiary of Joanna Pinewood Education Limited (JPE) and no permission to copy, reproduce, modify or download the FLUX website or any part of it is given, other than for private non-commercial use. All trademarks used on the FLUX website, whether registered or otherwise, belong to FLUX.

20. Disclaimers