Parent/Carer Information
The named person on the booking confirmation accepts the booking terms and conditions on behalf of all participants named on the booking
Bookings
Bookings made online will be confirmed by email. A booking is confirmed when we receive the appropriate payment and receipt of these constitutes acceptance of these terms and conditions.
Data Protection / Privacy Statement
CHIPS takes data accuracy and security seriously.
CHIPS 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 programmes, and ask for your consent during the registration / booking process.
The personal information of both yourself and the child will be stored and processed securely in line with the Data Protection law and other relevant legislation. It will not be disclosed to third parties for marketing purposes. We will only keep this information for as long as is administratively necessary.
Your name, email address phone number, the child’s name and age, plus any additional data you provide to us is for the purposes of:
• processing bookings for the playscheme
• to send you information by text, email or to contact you by telephone with information about the booking
The personal information of both yourself and the child will be stored and processed securely in line with the Data Protection law and other relevant legislation. It will not be disclosed to third parties for marketing purposes. We will only keep this information for as long as is administratively necessary. Your data may be forwarded to the governments Covid19 track and trace service if requested of us within 21 days of your visit.
CHIPS Mailing List
In accordance with data protection rules we will not opt you in to the CHIPS mailing list automatically. To join and receive CHIPS news, updates and booking reminders, you will need to give us your specific consent during the booking process or via email. We won’t use your data for any purposes other than the ones you have given us permission for. We also won’t share your email details with anyone outside of CHIPS without your permission. You are free to remove or change your consent at any time. Please contact us at chipsholidayplay.co.uk if you would like to make any changes to how we use your information.
Booking Policy
Vulnerable children (i.e. Looked After Children, Young Carers, children from Gypsy, Roma or Traveller communities, children with SEND or in need of social and emotional support), and those living within low-income homes as indicated by receipt of benefits-related free school meals or low income area home postcode receive priority for places at CHIPS. In relation to this, we specifically aim to support children living in the following wards: Bellfields and Slyfield (formerly Stoke) and Westborough (including the Park Barn area) and Ash Wharf. These children, whether referred to us by their school/social services or registering through a booking made by their home adult before the booking deadline, are allocated places first, with priority then given to children registering before the booking deadline who live within Ash (including Ash South, Ash Vale, Ash Wharf and Tongham) or who live within our North Guildford catchment area/attend one of our referral partner schools in these areas.
In the event of demand exceeding the number of fully funded and subsidised places available prior to the end of the booking deadline we will close booking early. Priority is not given based on living proximity to delivery site.
Any fully funded places and subsidised places remaining, or becoming available after the booking deadline, will be allocated, with reference to the above, on a first come, first served basis (with a waiting list used as necessary) with places available to children living outside of our catchment areas. Vulnerable children, those living within low-income homes and children living within our target areas will always be given priority.
Safeguarding
CHIPS staff have a duty to respond if they suspect a child may be suffering from harm or abuse. In the event that this is suspected staff will follow the Safeguarding Policy as detailed in our policies and procedures.
Child Exclusion
CHIPS has a responsibility for ensuring the well-being and safety of all children in our care and have approved procedures for managing behaviour. The charity 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 CHIPS either for the remainder of the day (part exclusion), or for the rest of their booking (full exclusion).
No refund will be made for any remaining days booked. 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.
Mobile Phones and Electronic Devices
All mobile phones and electrical devices are prohibited at CHIPS. If found, children will be asked to place the device in the Project Co-ordinators 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.
Lost Property
Please ensure that children do not bring their own toys with them, as we cannot be held responsible if they go missing. We will endeavour to return items of lost property that we are able to identify. Lost property will be held for a period of 3 weeks, after which it will be disposed of, or distributed to local charities.
