Elephant Fun - Terms and Conditions

Thank you for choosing Elephant Fun. By enrolling your child in our art club, you agree to the following Terms and Conditions. Please read these terms carefully before proceeding with registration.

1. General Information

Elephant Fun is a creative art and craft club designed for children aged 5 to 11 years old. The club runs every Saturday from 11:30 AM to 1:00 PM and is based in a safe and nurturing environment where children can freely express themselves through a wide range of creative activities.

Our sessions run year-round, including during most school holidays, allowing children consistent access to creative enrichment.

Please note the following important dates and terms:

Christmas Break: The club will close for a two-week holiday break in December. There will be no sessions on Saturday 27th December 2025 and Saturday 3rd January 2026.

Session fees are charged monthly in advance.

At Elephant Fun, we are committed to providing a safe, inclusive, and engaging atmosphere where children are supported by trained staff and encouraged to explore a variety of art forms. Our aim is to inspire imagination, build confidence, and allow every child to enjoy and develop their creativity at their own pace.

2. Registration and Fees

Registration
To secure a place at Elephant Fun Art & Craft Club, a completed registration form must be submitted for each child. Registration is only confirmed once full payment has been received via our online booking system, Bookiphy. We operate on a first-come, first-served basis, and places cannot be held without payment. All bookings are non-refundable once processed. Please ensure your availability before committing to sessions.

Session Fees

Single Session (Pay-As-You-Go): £15 per child, per session

Monthly Membership: £48 per child, billed monthly
(Includes access to all Saturday sessions within that month)

Sibling Discount

We offer a 10% discount for each sibling enrolled from the same family.

This discount applies to monthly memberships only.

Each child must be registered under the same family to qualify.

3. Payment

Late Collection:
All sessions end promptly at 1:00 PM. A 5-minute grace period is allowed. From 1:05 PM onwards, a late collection fee of £1 per minute will be charged.
This fee must be settled before your child can attend any future sessions. We kindly ask all parents and guardians to collect their children on time to avoid additional charges and disruption to staff schedules.

Payment Terms:

All fees must be paid in full prior to the start of the next scheduled session.

We operate on a strict payment-in-advance policy. If payment is not received, your child may not be permitted to attend that day’s session. Incomplete or unpaid bookings will not be confirmed.

Repeated failure to make timely payments may result in your child’s suspension from the club until all outstanding fees have been cleared.

Payment Methods:
Elephant Fun accepts online payments only, via our secure booking system. We do not accept cash or in-person payments. Please ensure timely payments are made through the specified online method to maintain your child’s place in the club.

4. Session Attendance

Timeliness:
To ensure smooth operation and safety, children must be dropped off promptly at the start of each session at 11:30 AM. Late arrivals can disrupt activities and affect your child’s experience. Similarly, children must be collected promptly at 1:00 PM. We appreciate your cooperation in respecting these times to allow staff to prepare and close the session effectively.

Absences:
If your child is unable to attend a scheduled session, please notify us as early as possible, ideally before the session day. While we understand that absences may occur due to illness or other commitments, please note that no refunds or session credits will be given for missed sessions. This policy helps us manage resources and plan activities appropriately.

4.1 Collection Policy and Authorised Collectors

Collection Time:
All children must be collected promptly at 1:00 PM. A 5-minute grace period is allowed. After this time, a late collection fee of £1 per minute will apply. This fee must be paid before your child can attend future sessions.

Authorised Collectors:
For your child’s safety, only adults listed on emergency contacts on the registration form will be permitted to collect your child from the session.

If someone different needs to collect your child, you must inform us in writing (via email or text) at least 1 hour before pick-up.

The person collecting may be asked to show photo ID or provide a password set by you at registration.

Children will not be released to anyone under the age of 16.

Emergency Changes:
If there is an emergency and a new person must collect your child, please call us immediately and follow up with written confirmation.

We take safeguarding seriously and thank you for cooperating to keep all children safe.

5. Child Safety and Wellbeing

Supervision: All children are supervised at all times by trained and experienced staff who have undergone enhanced DBS checks. We maintain appropriate staff-to-child ratios to ensure a safe and supportive environment throughout the session. Our safeguarding procedures follow local authority and government guidelines, and all concerns are reported to the designated safeguarding lead.

Behavioural Expectations: We expect all children to show kindness and respect to others, listen to instructions, and participate safely and appropriately in activities. Bullying, aggressive behaviour, or repeated disruption will not be tolerated. In cases of inappropriate behaviour, parents/guardians may be contacted and asked to collect their child early. Ongoing behavioural concerns may result in suspension or removal from the club to maintain a safe and positive environment for all.

6. Health and Medical Information

Parents and guardians must disclose any known allergies, medical conditions, dietary requirements, or additional needs that may affect their child during sessions, either at the time of registration or as soon as they become known. This includes conditions such as asthma, epilepsy, diabetes, or any learning or behavioural needs.
All information provided will be treated confidentially and used only to ensure the safety and wellbeing of your child.

Our staff will take all reasonable steps to accommodate each child’s needs, including following any care plans provided. If your child requires medication during a session, written consent and clear instructions must be provided in advance. We do not administer medication without written consent. Emergency medication (like an inhaler or EpiPen) must be clearly labelled and handed to a staff member at drop-off.
Please update us immediately via email at elephantfunclub@gmail.com if any health or medical details change.

7. Photography and Media

By registering your child for Elephant Fun, you consent to the potential use of photographs and videos taken during art sessions for promotional and marketing purposes. This may include use on our social media platforms, website, flyers, and newsletters.

If you do not wish for your child’s image or recordings to be used, please notify us in writing via email at elephantfunclub@gmail.com before your child’s first session.

We are committed to safeguarding every child’s privacy. We will never tag, name, or identify children in posts or materials without explicit parental consent. Images will be used sensitively and only in ways that reflect the positive, creative experience of the club. 

8. Cancellation and Refund Policy

No Refunds: Once payment has been received, no refunds will be issued under any circumstances, including illness, missed sessions, holidays, or personal cancellations. This policy is in place to secure resources, staffing, and venue bookings in advance. We kindly ask parents and guardians to consider this before committing to sessions. If your child is no longer able to attend due to long-term illness or relocation, please contact us directly to discuss options.

Club Cancellations:
In the unlikely event that Elephant Fun must cancel a session (e.g., due to unforeseen circumstances such as venue closure or staff illness), we will offer a credit for a future session where possible. If we are unable to offer a suitable replacement session, a full refund will be issued for the cancelled session.

9. Liability

By registering your child, you agree to release Elephant Fun, its staff, and associated parties from any liability for accidents, injuries, losses, or incidents that may occur during the sessions, except where caused by proven negligence.

We take all reasonable steps to provide a safe and secure environment for every child, including conducting regular risk assessments, maintaining appropriate staff-to-child ratios, and ensuring that all staff are DBS-checked and trained in safeguarding and basic first aid.

Please ensure your child wears appropriate clothing for art-based activities, as Elephant Fun cannot be held responsible for stains or damage to clothing or footwear.

Personal Property: Elephant Fun is not liable for any lost, stolen, or damaged items. We recommend children do not bring valuables or personal toys to the club.

10. Privacy and Data Protection

Elephant Fun collects personal information from parents and guardians solely for the purposes of registration, communication, and ensuring the safety and wellbeing of your child during sessions.

All personal data is stored securely in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We do not share your information with any third parties without your explicit consent, except where required by law or to safeguard the welfare of your child.

You have the right to request access to the personal information we hold about you and your child, to have any inaccuracies corrected, or to request that your data be deleted, subject to any legal or regulatory retention requirements. To exercise these rights or for any data protection enquiries, please contact us via email.

11. Complaints Procedure

We strive to provide a safe, enjoyable, and supportive environment for all children at Elephant Fun. If you have any concerns or complaints regarding the club, its staff, or your child’s experience, we encourage you to contact us promptly at elephantfunclub@gmail.com so we can address the matter quickly and effectively. For formal complaints, please include your child’s name and the date of the incident (if applicable) so we can respond effectively.

All formal complaints will be acknowledged within 3 working days, and a full response will be provided within 10 working days. We are committed to resolving all issues fairly and transparently, and will keep you informed throughout the process.

If you remain dissatisfied after this process, information on external complaint routes will be provided upon request.

12. Emergency Procedures

In the event of an emergency or accident occurring during a session, our trained staff will take immediate and appropriate action. This includes administering first aid where necessary and, if the situation requires, promptly contacting the relevant emergency services. We will make every effort to ensure the safety and wellbeing of all children at all times.

Parents or guardians will be notified as soon as reasonably possible following the incident, providing full details and any necessary instructions or updates.

13. Code of Conduct for Parents/Guardians

We kindly request that all parents and guardians conduct themselves with respect, courtesy, and consideration towards our staff, other children, and fellow families at all times. This helps maintain a positive, welcoming, and safe environment for everyone involved.

Aggressive, abusive, or threatening behaviour towards staff members or other families will not be tolerated under any circumstances. Such conduct may lead to the immediate termination of your child’s membership with Elephant Fun, without refund.

We appreciate your cooperation in upholding these standards to ensure a supportive community for all our members.

14. Changes to Terms and Conditions

Elephant Fun reserves the right to modify, update, or amend these Terms and Conditions at any time to reflect changes in our policies, legal requirements, or operational needs.
We will notify all registered parents and guardians of any significant changes via email and ensure the most current version of the Terms and Conditions is always available on our official website.
It is the responsibility of parents and guardians to review any updates when notified via email or on our website to stay informed about any amendments.

15. Contact Information

Should you have any questions, concerns, or require further clarification regarding these Terms and Conditions, your child’s enrolment, or any aspect of Elephant Fun’s operations, please do not hesitate to contact us.
You can reach us via email at: elephantfunclub@gmail.com
We strive to respond to all enquiries promptly and professionally.