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FAQs & POLICIES

BEFORE CONTACTING US YOU MAY
FIND THE ANSWER TO YOUR QUESTION
ON THIS HANDY PAGE!! 

 

HOLIDAY CLUB FAQs...

Do you accept Childcare Vouchers for Holiday Clubs?

Yes our Clubs are OFSTED Registered. 

We accept payment via Tax Free Credit Accounts, Fideliti Vouchers, Care-4 Vouchers and EdenRed Vouchers as well as Credit/Debit Card Payments. 

If you are wanting to pay with vouchers book online as normal- the option to pay with vouchers will be accessible at the checkout where you will be able to view our account numbers. 

What is the age range? 

Our age range is 5-13 years. 

 

Children must be 5 years old to attend our clubs. 

 

We use 13 as an upper age guide for our clubs as this is when most children stop coming but if your child is still enjoying our clubs and our services are still useful to parents they can continue to attend 

What are the requirements for your staff? 

Our staff team is made up of PE Teachers, Sports Coaches, Classroom Teachers and Students. All staff are DBS checked and internally trained and we always have a Paediatric First Aider and Safeguarding Lead on site

Can I have more info on your pricing? 

All pricing info including discounts etc. can be found on our Holiday Clubs page

see further down this page for our Holiday Club cancellation policy... 

AFTER SCHOOL CLUB FAQs... 

Do you accept Childcare Vouchers for After School Clubs?

We cannot accept childcare vouchers for any after school sports clubs

Can a child from any school attend a club? 

For After School Clubs only the children that attend the school that we are advertising the club at can attend. 

They must also be within the advertised year group range too.

Do you offer FREE spaces for children who receive Pupil Premium funding?

We do at some schools such as Bartley and Lydlynch. Please enquire at the admin office of your school to find out more

My child in joining but term has already started- will I still have to pay full price? 

No our booking system will automatically deduct any missed sessions at the checkout and you will only pay for upcoming sessions

see further down this page for our After School Club cancellation policy... 

CANCELLATION POLICIES

HOLIDAY CLUBS...

  • You can cancel your Child's place and receive a full refund up to exactly 4 weeks before the Holiday Season starts 

  • We will not be able to issue a refund or add credit notes for future bookings anytime after 4 weeks before the Holiday Season starts

  • We can however change your booking to another date within the same Holiday Club Season should we be able to find one that suits & is available 

  • The reason we cannot refund cancellations anytime after 4 weeks before the Holiday Season starting is that we need to arrange staff ratios according to the number of booked Children and the age of those children well in advance of the Clubs starting. We also need to confirm group sizes depending on age for some sporting activities. 

  • The term 'Holiday Season' is the first day of a particular School Holidays e.g. first day of the Summer Holidays.

  • For our Summer 2022 Holiday Clubs the last day we can cancel and refund/credit a booking is Sunday 25th September 2022 at 23:59. This date and time forms the "cut off date" for cancellations. We cannot process credit notes for any cancellation beyond the above date

  • If you have paid via Childcare vouchers or a Tax Free Credit Account- please note we CANNOT REFUND bookings which are cancelled regardless of when they are cancelled if you have used these methods of payment. 

  • If a Child is ill during or within the "cut off date" before The Holidays or if any circumstances change that mean they cannot attend we cannot apply a refund or credit note for any missed sessions.

  •  If we are forced to cancel further Clubs due to Covid-19 restrictions we will automatically apply credit to all Customers accounts for the exact sum of their booking which can be used for future Club bookings.

  • If your Child has to Self Isolate due to COVID-19 and they will miss any booked sessions during the time period of Isolation we cannot refund or credit any missed sessions as this is a matter out of our control. We are doing everything we can do to protect our business which is being constantly damaged by the effects of the pandemic. We want to be here to offer our clubs beyond this summer which is why we are taking a tough stance on cancellations and self isolation issues.

AFTER SCHOOL CLUBS...

  • You can cancel your Child's place on an After School Club and receive a full refund up to exactly 3 weeks before the After School Club Term is due to commence 

  • We will not be able to issue a refund or add credit notes for future bookings anytime after 3 weeks before the new term of the specific After School Club begins 

  • If a Child is ill during the course of the duration of the After School Club Term or if any circumstances change that mean they cannot attend we cannot apply a refund or credit note for any missed sessions.

  • If your Child is asked to Self Isolate due to COVID-19 and they will miss any booked sessions during the time period of isolation we cannot refund or credit any missed sessions as this is a matter out of our control. 

GDPR/ PRIVACY POLICY...

The Policy has been written and published by ACE Sports & Education, in line with the General Data Protection Regulation (GDPR) 2018 to offer Customers of our Business a clear indication of the Personal Data that we collect, how it is stored and how it is used both on Computers & through paper filing. 

The aim of our updated policy is to provide Customers with more transparency and control of how we store, control & share data. 

This Policy has been broken down into two sections. The first being for Individual Customers that use our services for Extra Curricular Sports Clubs and the second being for Schools that use our Physical Education & School Sports Services. 

 

Extra Curricular Sports Clubs

Relevant to ACE Sports & Education Holiday Clubs & After School Sports Clubs

When booking onto an extra Curricular Sports Club the Customer (Parent, Career or Legal Guardian) will provide information about themselves and their Child/Children who will be attending the club. The Personal Data we collect here provides a vital tool in attaining whether a Child can attend our clubs and whether we need to provide an extra care for that individual. 

 

For a Childwe will collect the following data through online booking forms and telephone bookings...

 

Child’s Full Name- This is so we can add the Child to our club registers to ensure we have a record by name of every individual. This register is then used to enable Parents to sign in their Child, give ACE Sports & Education staff a register of which Children are attending the club on a specific day and also provide us with a register that can be taken during an emergency evacuation e.g. a fire alarm or drill to ensure every Child is present. 

This information is stored on our registers on our main and only office computer and we also keep paper copies that will appear at a given club and which will then be filed in our office indefinitely. 

 

Child’s Date of Birth- We collect this data so that we can attain whether an individual Child meets the minimum required age to attend our Clubs. Although we are not Ofsted registered we do use Ofsted guidelines when assigning our Staff to a Clubs so using Date of Birth Information is vital to ensuring we are operating at the correct Staff to Child ratio. Date of Birth Information also helps us to group some activities on our clubs based on age. 

This information is stored on our registers on our main and only office computer and we also keep paper copies that will appear at a given club and which will then be filed at our office indefinitely. 

 

Details of Children’s Medical Conditions- This data is collected to ensure we are doing all we can in supporting an individual that may need extra support. We need to have full disclosure of any medical conditions that could effect a Child’s participation in sport or physical activity. We also need to be made aware of any medication needs that we may be able to support with and permission of how and when to administer any medicine. This information is collected through online booking forms and detailed medical and consent forms along with administering medicine forms where appropriate. All forms are paper copies and are filed within our office. 

 

Photographs- We occasionally take photographs during our Extra Curricular Sports Clubs. These can be taken with devices such as digital cameras, mobile phones and tablet computers. Photographs can sometimes show Children that have been attending our clubs participating in activities. 

Children that appear in photographs have been photographed because Parents/Guardians/Carers have given written permission during the signing in procedure when arriving at a given club by signing our ‘Photo Permission Form’. 

If a form indicates a Parent/Guardian/Carer does not want a photograph to be taken of their Child or if the form simply has not been signed then no photos will be taken of that Child. 

Paper copies of our Photo Permission forms are filed at our office indefinitely. 

Photographs can be used and stored on our website, social media pages and within our main and only office computer files. Photographs are only taken of Children participating in relevant sporting activities and are shared to show Customers and potential new Customers of the range of activities and sports that Children can participate in during our Extra Curricular Clubs. 

 

Accident & Incident Forms- In the event of an accident or incident we will record all details on our ‘Accident & Incident report forms’ so that Parents/Guardians/Carers of the Child reported on have full details of the accident or incident that includes how it has occurred, what measures we have taken to relive any symptoms or stress, the full detailed report of any injuries and advice to the Parent/Guardian/Carer on monitoring any injuries or illnesses or whether they should seek further advice from Medical Professionals. This information is recorded and stored on our ‘Accident & Incident Report Forms’ and we keep them filed at our office indefinitely. 

Parents/Guardians/Carers are offered a copy of the ‘Accident & Incident Form’ when signing their Child out of the club.

 

For the Customer, we take the following data through telephone and online booking forms…

 

Parent Names, Emergency Contact Numbers & Address Details-We record this information so that we have a means of contacting a Parent during an urgent or non-urgent situation regarding their Child or Children that have been left in our care on an extra curricular club. 

We collect this data through online booking forms and our paper ‘medical & consent forms’ that we keep filed in our office indefinitely. 

 

Email Addresses- We acquire email addresses of all customers and keep them in a database filed within in our main and only office computer. This database is used as a means of keeping customers up to date with our latest clubs and offers. Should a Customer no longer want to be on our database they should let us know in writing by sending us an email requesting to be removed from our database. We will then ensure the Customers email address is removed and they will no longer be contacted.

 

Payment Information- You may provide us with payment information,including your credit or debit card number, card expiration date, CVV code, and billing address, in order to book your Child onto an Extra Curricular Club. Payments are processed through our secure Worldpay Payment Portal and no payment information is stored on our own computers. Full card details are not stored on our Worldpay Payment Portal. ACE Sports & Education meet the Payment Card Industry Data Security Standard and are PCI Compliant. 

 

School Data Acquired- Physical Education & School Sport

We collect very little data from Schools when working with them directly. The only information we collect and store is email addresses of both Admin Offices and School Staff. This is stored within our office computer and email account. 

Email addresses are stored so that we can contact staff from a specific school directly and efficiently when needed. 

We collect no data or information on Pupils when teaching Physical Education. Any Pupil information when conducting assessments, registers or grouping for lessons is kept on school site and not taken away. 

We do collect information for extra curricular clubs that are held at Schools. Please see the ‘Extra Curricular Clubs’ section above for full information. 

 

Data Sharing

We do not share any data or personal information with any Third Party Providers, Partners or Associates. 

Data and Personal Information is viewed by ACE Sports & Education Staff only.

Copies of our Behaviour Management Policy, Safeguarding Policy and Staff Conduct Policy can be viewed in person at our Holiday Clubs or requested via email