Terms and Conditions

HB SPORTS Booking Terms and Conditions

When you book with HB Sports, these Terms and Conditions let you know what to expect from HB Sports and what we expect from you.   If you have any questions about our Terms and Conditions, please contact harry@hbsports.co.uk 

1. Bookings

Bookings made online or by telephone will be confirmed by email.  A booking is confirmed when we receive the appropriate deposit and receipt of these constitutes acceptance of these terms and conditions.

2. Payments

HB Sports accepts payment by Stripe.  Full payment is due at the time of booking.  Payments are non-refundable.  All bookings must be paid in full at the time of the booking. If you have requested and it has been agreed to pay by bank transfer, please do so on the day of booking. If payment is outstanding after your child has attended camp, these will be passed to a debt recovery agency.

3. Changing your booking

You can request to change your booked dates 48 hours in advance of the date originally booked. 

We shall endeavour to honour date change requests however they will be strictly subject to availability and you can only request a day change within the same camp. 

When moving days, if the current day price is greater than the original price paid (e.g. if you originally booked on an offer price) you will be charged the difference. You can also add additional days to your booking and will be charged at current price. Where applicable this outstanding balance will be due on at the time we confirm your changed booking.  

Please contact us if you wish to change your dates: this will be done free of any Admin Fees but if the desired dates are not yet on sale, we will hold the balance in credit. Please note prices may increase from one camp to the next. 

4. Cancellations

If you give us at least 24 hours’ notice before the booked date(s) you would like to cancel, we will offer you dates available within the same camp originally booked. If none of these dates are suitable, no monies will be refunded. 

As we offer a discounted weekly price, if you wish to cancel a day(s) within a week, we will then recalculate your booking at the daily rate (at the time of your original booking) which may result in an additional charge.

If you give us less than 24 hours’ notice before the date(s) you would like to cancel, no refund is available and no alternate date will be offered.

5. Your child’s information

It is the responsibility of the person making the booking to ensure that all details provided are accurate, in particular full information about each child, including medical and other special educational needs, and emergency contact information.  If we do not have all this information before camp starts, your children will not be allowed to camp.

6. Special requirements

HB Sports recognises that the needs of individual children vary and will endeavour to accommodate children with specific needs and/or medical conditions. It is our policy not to exclude any child due to specific needs and/or medical conditions wherever possible.

It is the responsibility of the parent/carer to inform us of any medical conditions and special educational needs or disabilities, whether booking online or over the phone, so we can discuss how best to accommodate the child, and consider whether any reasonable adjustments can be made to ensure they are able to fully participate and enjoy the activities at camp within the staffing ratios provided for their age group. The needs of each child vary so decisions are made on a case-by-case basis and depend upon the level of support each individual child may require.

We are not able to provide additional staff to support a child above our standard ratios irrespective of any specific needs or medical conditions.  Where we feel that a child is not coping within these ratios, we reserve the right to ask the parent/carer to come and collect their child.  No refund will be available.

We are happy to accommodate a child with specific needs on a paid trial basis and reserve the right to review further bookings.

7. Illness and First Aid

HB Sports requires that all children who are ill or infectious be kept home for the full duration of their ailment, and for 48 hours after the last symptom occurs.  HB Sports will only administer medication if it has been prescribed by a doctor or other health professional.

In the event of an accident, first aid will be administered to children in our care, and the emergency services will be called if necessary.

Essential prescribed medication including Epipens must be handed in to the us for safe-keeping.

8. Child Exclusion

HB Sports has a responsibility for ensuring the well-being and safety of all children in our care and have approved procedures for managing behaviour.  The company follows a zero tolerance policy on discrimination, bullying and persistent poor behaviour of any kind, irrespective of any special needs.  On rare occasions, and in more serious cases, we reserve the right to ask parents to remove children from HB Sports either for the remainder of the day (part exclusion), or for the rest of the booked dates (full exclusion). No refund will be made for any remaining days booked, and any costs associated with the exclusion will be the parents’ responsibility. We reserve the right to exclude a child at any time prior to or during a session due to illness.  The parent/carer will be expected to come and collect their child.

9. Late Pick-up

All children MUST be collected by 6pm (unless timings are otherwise specified at time of booking).   If for any reason you are unable to collect by 6pm, (or the half morning / half afternoon end times specified on the booking form) we ask that you call us as soon as possible on the number displayed. Two members of staff will wait with your child until they are collected.  You will be charged a late pick-up fee of £1 per minute after the time you are meant to collect to cover the additional staffing cost.  If we have no contact from a parent/guardian by 7pm, we will contact Social Services to advise them we have an uncollected child.  We reserve the right to refuse future bookings from parents who continually pick up late.

10. Notice of Absence

If a child is not attending a scheduled day, parents/carers must telephone us to allow us to update records.

11. Programme and activities

From time to time, we may need to change venues, dates, activities, and courses for reasons within or outside our control. 

Activities are subject to change in the event of unsuitable weather or other circumstances beyond our control.  

12. Personal Property

All your child’s personal property is your responsibility and HB Sports is not liable for any lost or damaged property while with us.  If you believe that your child has left an item, please contact a member of our team who will do their best to assist you.  Lost property will remain with us until a month after the camp and should be collected at your earliest convenience.  

13. Mobile Phones and Electronic Devices

All mobile phones and electrical devices are prohibited. If found, children will be asked to place the device in a box which will be locked and secured at all times.  The device will be returned to the authorised parent/carer at the end of the session.

14. Insurance

All children in our care are covered by our Public Liability Insurance.

15. Photography / Filming

Please be aware that HB Sports occasionally take photographs/video footage of children for promotional reasons. You can opt out of giving consent on the booking form.

16. Parent Feedback / Complaints

If you have concerns or suggestions, please tell us; we value your feedback and use it to develop and improve our services.

17. Safeguarding

HB Sports has legal obligations in relation to safeguarding and any suggestion of child abuse or neglect will be investigated and reported to our regulator, or relevant local authorities and agencies.

18. Data Protection

HB Sports is registered as a Data Controller under the Data Protection Act 1998 (GDPR from 25th May 2018).  To process your booking, we need to collect personal details about you and your children.  We will treat it as confidential and keep it secure, complying with all relevant UK legislation.  We will use your email address and telephone number to contact you with information that relates to any bookings that you make and any information that we might need that relates to the welfare of your child.  We would also like to use some of your details to tell you about our products and services, and those of our parent/sister organisations and will ask for your consent during the registration / booking process.  You may unsubscribe at any time.

19.Release, Waiver of Liability & Consent for Medical Treatment/Photo & Video Release Waiver

In consideration for being allowed to participate in HB Sports, I waive my right to sue and release HB Sports, its employees, officers, volunteers and agents (collectively HB Sports) from liability for, and from, any and all claims, including claims of negligence, resulting in any physical injury or illness, (including death) or any economic loss I or my child may suffer from in HB Sports camps, or any events incidental to HB Sports lessons, including travel to and from HB Sports. 

I am voluntarily participating in HB Sports. I understand that there are risks associated with my participation in HB Sports, such as physical or psychological injury, illness, disfigurement, temporary or permanent disability, death or economic loss. These injuries or outcomes may arise from my own or others’ actions, inactions, or negligence, or the condition of HB Sports location, facility or equipment. Nonetheless, I assume all risks of my participation in HB Sports, whether known or unknown to me, including travel to and from HB Sports and any events incidental to HB Sports. 

I agree to hold HB Sports, its employees, officers, volunteers and agents (collectively HB Sports) harmless from any and all claims, liabilities and costs, including attorney’s fees, as a result of my participation in HB Sports, including loss or damage to my personal property or HB Sports’ property. If HB Sports, its employees, officers, volunteers and agents (collectively HB Sports) incur any of these types of expenses or losses, I agree to reimburse them 100%.

If I or my child needs medical treatment as a result of my participation in HB Sports, I agree to be financially responsible for any costs incurred as a result of the treatment. I hereby authorize the diagnosis and treatment by a qualified and licensed medical professional, of the child or myself, in the event of a medical emergency, which in the opinion of the attending medical professional, requires immediate attention to prevent further endangerment of my life or my child’s, physical disfigurement, physical impairment, or other undue pain, suffering or discomfort, if delayed. Permission is hereby granted to the attending physician to proceed with any medical or minor surgical treatment, x-ray examination and immunizations for me or my child. In the event of an emergency arising out of serious illness, the need for major surgery, or significant accidental injury, I understand that every attempt will be made by the attending physician to contact me in the most expeditious way possible. This authorization is granted only after a reasonable effort has been made to reach me. Permission is also granted to HB Sports its employees, officers, volunteers and agents (collectively HB Sports) to provide the needed emergency treatment prior to the child’s admission to the medical facility. This release is authorized and executed of my own free will, with the sole purpose of authorizing medical treatment under emergency circumstances, for the protection of life and limb of me or my child, in my absence.