Terms and Conditions

It is a condition of accepting a place at any Casa Clubs that you accept the following terms and conditions.


Regular places (contracts) for breakfast and after school clubs are invoiced by email on the 1st of each month and are payable by the 15th of each month.

Ad-Hoc bookings for breakfast and after school clubs are payable upon booking and when your session is booked is it deemed as accepted. Full payment is due at the time of booking.

Holiday Club Bookings and Inset day clubs are payable upon booking and when your session is booked is it deemed as accepted. Full payment is due at the time of booking.

We accept Bank transfer, child care vouchers, tax free childcare payments, The grant scheme and card payments as a method of payment for childcare. We do not accept cash or cheques.

A list of child care voucher providers is available online as a drop-down option when you make payment, please select this option and you will see the available ID numbers for Casa Clubs.

If you use tax free childcare payments, you will need to transfer this to us from your online account and update your online account with your child’s unique tax-free childcare code.

If you wish to use child care vouchers, bank transfer or tax free childcare, you will have to make payment yourself immediately after booking.

If you are using bank transfer, please use your invoice number as your payment reference.

  1. Bookings and Alterations

All new children will be charged a one off £15.00 registration fee upon joining Casa Clubs for breakfast and after school clubs.

Regular bookings for breakfast and after school clubs are all made online via your account. Regular bookings (contracts) will be reviewed by the office and you will get confirmation of your regular booking by email.

If you would like to make any changes to your regular bookings, either changing days, reducing hours or cancelling your regular booking (Contract) one month’s written notice is required to be sent to our head office.

Ad-hoc bookings are also made online via your online account provided there is space available for that session available; breakfast clubs can be booked 12 hours before the session start time the night before and after school club can be booked up until 1.30pm on the day. Holiday Clubs are bookable up to 12 hours before the session start time.

Ad-Hoc bookings are designed as emergency or one-off childcare sessions, if the same day is booked for more than four consecutive weeks then we will not be able to accept the ad-hoc booking on the fourth week. If you are a shift worker, please call the head office to discuss your booking requirements.

All Ad-Hoc bookings are non – refundable and non – transferable.

Holiday Clubs and Inset Day club bookings are also made online and will be available to book up to 12 hours before the session start. Alterations to your bookings will only be made subject to availability and with reasonable notice and is to the discretion of the owner or manager. Casa Clubs reserves the right to charge a £5 administration fee for any changes made to your holiday club booking.

  1. Cancellation & Refund Policy

We do not issue credit notes or refunds for breakfast clubs or after school clubs or inset day clubs. Regular places must still be paid for even if children are taken out of school for family holidays or in cases of sickness or non-attendance.

If you would like to make any changes to your regular bookings, either changing days, reducing hours or cancelling your regular booking one month’s written notice is required to be sent to our head office.

Casa Clubs do not offer any cash refunds for any reason for holiday club bookings.

Holiday Club cancellations including child sickness:

We require at least 14 days full notice of cancellation before your child’s booked session to issue a 100% credit note.

We require at least 7 to 13 days full notice of cancellation before your child’s booked session to issue a 50% credit note.

If you cancel your sessions without giving us 7 days full notice of cancellation, no credit note will be issued.

If your child has a confirmed case of Covid-19, we will rebook those sessions for you or offer an account credit to your casa clubs account to use against a future booking. We cannot credit any bookings on the same day.

Casa clubs do not offer any cash refunds for any cancellations. Credit notes are issued by discretion of the owner or manager.

Credit notes will only be valid for 12 months from the date of issue.

  1. Late Collection & Late Payment Fees

Casa clubs reserves the right to charge additional fees for late collection of any child/ren; this is in relation to every club offered by Casa Clubs (Breakfast/After School, Inset Day and Holiday Clubs)

If your child or children are collected after the allocated collection time identified on booking, the parent/guardian will be subject to an immediate charge of £10.00. An additional £10.00 will be charged every 15 minutes or part thereof that passes, up until collection. Payment is payable immediately and will be added to your invoice/account for payment.

Regular bookings for breakfast and after school clubs must be paid for by the 15th of the month. A £20.00 late payment fee will be added to the next invoice if payment is not received on time for every week the payment is late. This payment is payable immediately.

  1. Promotional Codes

From time-to-time Casa Clubs may release promotional code for our Holiday Clubs only and are subject to our terms and conditions. All promotional codes cannot be used in conjunction with any other offers and promotions may apply to selected venues only.

Casa Clubs reserves the right to exclude venues and cancel any promotions at any point with immediate effect. Standard terms and conditions apply to all bookings where promotional codes have been used.

  1. Venue Closure

If Casa clubs are forced to close any clubs (breakfast, after school, holiday clubs or Inset Day Clubs) by any local authority (e.g., Environmental health, Schools, County Council) or due to adverse weather conditions (e.g., Floods, Ice or snow), the outbreak of a contagious or infectious condition with a risk to health (e.g., Flu pandemic, meningitis etc.) or due to any industrial action for (e.g., teachers strike) or for any other reason all customers will still be liable for any fees due.

We will look to issue credit notes for after school and breakfast clubs if the school is closed for more than five consecutive school days. Any refund would be in the form of a credit note.

For Holiday clubs you will be offered a place on the same or similar course in the area or a credit note.

  1. Lost Property, Clothing or Belongings

Please ensure that children do NOT bring any toys or valuable belongings with them to clubs. Casa Clubs do not accept any liability for loss of damage of personal affects. We cannot guarantee the return of lost property and do our best to return the items to the owners if they are clearly identified however; we will keep them for a maximum of one weeks before either putting in to school lost property or donated to a charity or discard these items if they are broken.

Casa clubs also accept no liability for damaged or stained clothing, water bottles, lunch boxes or footwear and eye glasses we do suggest sending your children in clothing and shoes that you are happy for them to get dirty or messy in. We also suggested all items are labelled with your child’s name.

  1. Programme Changes

Casa Clubs reserves the rights to change or amend its daily activities, times and venues due to unforeseen circumstances including fire, theft and weather conditions.

  1. Sickness Policy

To minimize the risk of spreading illness and infection, children who are unwell must not be sent to club and may only return once they pose no risk to others.

  1. Medical Information/Epi Pens, Dietary & Allergy Information.

When booking with Casa Clubs if your child has a medical condition, allergies, additional needs or dietary needs we will ask you for further information regarding this on a care plan to provide us with further information.

Casa Clubs will only administer medication to children provided by a doctor, this needs to have the dispensing label with the child’s name in the original packaging. We ask for this to be provided in a clear bag labelled with the child’s name. We will only administer this medication with a signed authority form from the parent or guardian stating the doses required.

If a child has an EPI Pen this will only be administered by a trained member of staff and with prior consent from the parent & guardian. We ask for all EPI pens to be placed in a box and to be labelled with the child’s name on it. We ask for two Epi pens to be supplied at all times.

It is the parent’s/guardian’s responsibility to inform us at the time of booking of any pre-existing medical, physical or behavioural conditions, so that we can make provision for the child’s specific needs. If this information is not provided, we reserve the right to exclude the child.

  1. Additional or one to one support/Additional Needs

If a child requires additional support or one to one support. Casa Clubs must be notified before attendance and reserves the right to cancel the booking if suitable arrangements have not been put in to place.

  1. Safeguarding

Casa Clubs have a legal duty to report any concerns surrounding any child in their care if we have a suspicion they may be suffering from a form of abuse or if a child makes an allegation. In this event staff with follow the safeguarding policy as detailed in our policy and procedure book.

  1. Adult to Child Ratio

Casa Clubs adult to staff ratio normally always exceed statutory requirements set by Ofsted.

We operate a 1:8 ratio for children under 8 and 1:15 for over 8’s.

  1. Behaviour & Exclusions

Casa Clubs expects all children to conduct themselves in a manner that is acceptable to both fellow children and Casa Clubs Staff. In the first instance the member of staff would involve parents or guardians in supporting our behaviour policy that would encourage the best outcomes for the children.

However, we do reserve the right to exclude a child from Casa Clubs if he/she continually fails to maintain the required standard. Parents & Guardians are responsible for transporting children home if they are excluded and no refund or credit note will be issued.

  1. Insurance and Liability

Casa Clubs does not accept any liability for injury or death of any person present during casa clubs’ activities unless directly caused by the proven negligence of the company or its employees.

We have public liability cover at all venues.

  1. Data Protection

Children’s and parents/carers personal details are processed on computerised records and by paper. This information will only be accessible by staff and we may need to discuss details of your data with third parties if required to do so by law. Your information is always securely stored on password protected equipment and in lockable filing cabinets. Please see our Data Protection Policy for further information on how we process your information. We need you to accept our privacy policy upon booking in order for us to provide childcare.

  1. Policy and Procedure

Full versions of Casa Club’s policies and procedures are available at every venue for you to view.

  1. Complaints

We strive to offer excellent care for all children at breakfast, after school, holiday clubs and Inset Day clubs. Should you or your child be unsatisfied with the service we provide in the first instance complaints should be made to the team leader of your setting and if not resolved to the manager or owner of Casa Clubs. We ask that all complaints are made in writing or by email.

If this is still not resolved you can call OFSTED on 0300 123 1231

  1. Debt Collection

Casa Clubs reserves the right to use a debt collection agent or a court service to recover any unpaid fees or charges. This could result in further fees and charges being added to your account.