Elephant Fun – Terms and Conditions
Thank you for choosing Elephant Fun. By enrolling your child in our art and craft club, you agree to the following Terms and Conditions. Please read them carefully before completing registration.
1. General Information
Elephant Fun is a creative art and craft club for children aged 5 to 11 years. Sessions take place every Saturday from 11:30 AM to 1:00 PM.
The club operates year-round, including during most school holidays, to provide consistent creative enrichment for children.
Holiday Closures
Elephant Fun will close for scheduled holiday breaks as follows:
Summer Break (1 week): Saturday 22 August 2026
Christmas Break (2 weeks): Saturday 26 December 2026 & Saturday 2 January 2027
No sessions will take place on these dates. Normal sessions will resume on the following scheduled Saturday.
2. Registration and Fees
Registration
To secure a place at Elephant Fun, 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).
Places are allocated on a first-come, first-served basis and cannot be held without payment. All bookings are non-refundable once processed, so please ensure availability before committing.
Session Fees
Single Session (Pay-As-You-Go): £9.50 per child, per session
Monthly Membership (billed monthly): £35 per child(Includes access to all Saturday sessions within that month)
Sibling Discount
A 10% discount is available for each additional sibling
Applies to monthly memberships only
All children must be registered under the same family account
Session fees are charged monthly in advance.
3. Payment Terms
All fees must be paid in full before the start of the next scheduled session
We operate a strict payment-in-advance policy
Children may not be permitted to attend sessions if payment has not been received
Repeated late or missed payments may result in suspension until all outstanding fees are cleared
Payment Method
Payments are accepted online only via our secure booking system. We do not accept cash or in-person payments.
4. Session Attendance
Timeliness
Children must be dropped off promptly at 11:30 AM and collected promptly at 1:00 PM. Late arrivals may disrupt activities and affect the session experience.
Absences
If your child is unable to attend a session, please notify us as early as possible. No refunds or session credits are provided for missed sessions due to illness, holidays, or other personal reasons.
5.Collection Policy and Authorised Collectors
All children must be collected 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 apply
Late fees must be paid before your child can attend future sessions
Authorised Collectors
Only adults listed on the registration form may collect your child
Any changes must be provided in writing (email or text) at least 1 hour before collection
Photo ID or a pre-set password may be requested
Children will not be released to anyone under 16 years old
In emergencies, please call us immediately and follow up in writing.
6. Child Safety and Wellbeing
Supervision
All children are supervised at all times by trained staff with enhanced DBS checks. Appropriate staff-to-child ratios are maintained, and safeguarding procedures follow government and local authority guidance. Any concerns are reported to the Designated Safeguarding Lead.
Behaviour
Children are expected to behave respectfully, follow instructions, and participate safely. Bullying, aggression, or repeated disruption will not be tolerated. Parents may be contacted to collect their child early, and ongoing behavioural concerns may result in suspension or removal from the club.
7. Health and Medical Information
Parents/guardians must disclose all relevant medical conditions, allergies, dietary requirements, or additional needs at registration or as soon as they become known.
Medication will only be administered with written consent
Emergency medication (e.g. inhalers, EpiPens) must be clearly labelled and handed to staff at drop-off
Any changes must be communicated promptly via elephantfunclub@gmail.com
All information is treated confidentially and used solely to support your child’s wellbeing.
8. Photography and Media
Photography and video consent is collected at registration, where parents and guardians select their preferences.
Private Updates (Parent Only)
Where consent is given, photographs or videos may be taken solely to share activity updates directly with parents or guardians (e.g. via WhatsApp or email).
Promotional Use (Public Platforms)
Where separate consent is given, photographs or videos may be used to promote Elephant Fun on official social media platforms, the website, printed materials, or other marketing content.
Children will only be photographed or recorded in line with the consent options selected
If consent is not given, no images or recordings will be taken or used
Children will never be named, tagged, or personally identified
Parents and guardians may withdraw or change consent at any time by notifying Elephant Fun in writing via elephantfunclub@gmail.com, and this will be actioned promptly.
9. Cancellation and Refund Policy
No Refunds
All payments are non-refundable, including for illness, missed sessions, holidays, or personal cancellations.
Club Cancellations
If Elephant Fun cancels a session due to unforeseen circumstances, a session credit will be offered where possible. If a replacement session cannot be provided, a refund will be issued for the cancelled session.
10. Liability
Elephant Fun accepts no liability for loss, injury, or damage unless caused by proven negligence.
Parents must ensure children wear suitable clothing for art activities. We are not responsible for stains or damage to clothing or footwear.
Personal belongings are brought at the child’s own risk.
11. Privacy and Data Protection
Personal information is collected solely for registration, communication, and safeguarding purposes, in accordance with UK GDPR and the Data Protection Act 2018.
Parents and guardians may request access to, correction of, or deletion of their data by contacting us via email.
12. Complaints Procedure
Any concerns or complaints should be submitted to elephantfunclub@gmail.com.
Complaints will be acknowledged within 3 working days
A full response will be provided within 10 working days
External complaint routes will be provided upon request if required.
13. Emergency Procedures
In the event of an emergency, trained staff will administer first aid and contact emergency services if necessary. Parents or guardians will be informed as soon as reasonably possible.
14. Code of Conduct for Parents/Guardians
Parents and guardians are expected to treat staff and other families with respect. Aggressive, abusive, or threatening behaviour will not be tolerated and may result in immediate termination of membership without refund.
15. Changes to These Terms and Conditions
Elephant Fun reserves the right to amend these Terms and Conditions at any time. Parents and guardians will be notified of significant changes via email, and the most up-to-date version will always be available on our website.
16. Contact Information
For any questions or clarification, please contact:📧 elephantfunclub@gmail.com
