Terms and Policy

Urban Movement Primary – Terms and Policies

These Terms and Policies apply to all bookings made with Urban Movement Primary, a children’s holiday club and activity booking service based in the UK. By making a booking, you confirm that you are over 18, are the parent or legal guardian of the child(ren) you are booking for (or have permission from them), and that you agree to these terms.

1. Booking & Payment Terms

How to book
Bookings can be made online through our website or, where offered, by email or in person. A place is only reserved once we have received a completed booking form and payment in line with the requirements below.

Payment requirements
Unless stated otherwise, full payment is required within 7 days of the activity.

Booking confirmation
Once we have received your booking and payment, we will send you a confirmation email containing details of the dates, times and location of your child’s sessions. Please check this carefully and contact us promptly if anything is incorrect. It is your responsibility to ensure we have an up-to-date email address and phone number for you.

Changes to bookings
We will do our best to accommodate reasonable requests to change dates or sessions, subject to availability. Changes are not guaranteed and may be treated as a cancellation and rebooking in line with our Cancellation & Refund Policy below.

2. Cancellation & Refund Policy

Cancellations by parents/guardians
If you need to cancel a booking, you must notify us in writing (for example by email). The following notice periods and refund terms will normally apply unless stated otherwise in a specific camp or activity description:

• More than 14 days before the start date: we can offer a full refund or transfer of the booking to another available date.
• Between 7 and 14 days before the start date: we can offer a 50% refund or transfer to another available date (any difference in price will be payable).
• Less than 7 days before the start date or non-attendance: no refund will be given, and transfers are at our discretion.

Cancellations or changes by Urban Movement Primary
In the unlikely event that we need to cancel or significantly change a session (for example due to low numbers, staff illness, venue issues or severe weather), we will notify you as soon as possible. You will be offered an alternative date where available, or a full refund of fees for the affected session(s). We are not responsible for any other costs you may incur, such as travel or time off work.

Illness and missed sessions
If your child is unable to attend due to illness or any other reason, our standard cancellation terms will apply. We are not required to provide a refund or credit for missed sessions, but we may, at our discretion and subject to availability, offer a transfer to another date where appropriate.

3. Health & Safety

Medical information and allergies
For the safety of your child, you must provide full and accurate details of any medical conditions, injuries, allergies, disabilities, behavioural needs or other relevant information on the booking form and update us promptly if anything changes. This includes, but is not limited to, asthma, epilepsy, diabetes, allergies to food or medication, and any additional learning or support needs.

If your child requires medication during the session, you must inform us in advance and provide clear written instructions. Where we agree to administer medication, it must be provided in its original packaging, clearly labelled with the child’s name and dosage instructions. We reserve the right to decline to administer medication if we consider it unsafe or if adequate information has not been provided.

Illness and exclusion
For the wellbeing of all participants and staff, children who are unwell, have a contagious condition or are within the exclusion period for a communicable disease (such as sickness and diarrhoea) must not attend. If a child becomes ill during a session, we will contact the named parent/guardian or emergency contact and ask that the child is collected as soon as possible. We reserve the right to refuse entry or send a child home if we believe they are too unwell to take part safely.

Health and safety standards
We take reasonable steps to ensure our venues, equipment and activities are safe and appropriate for children. Our staff follow safeguarding and health and safety procedures, including risk assessments for activities. However, as with any physical activity, there is always some level of risk, which you accept when you consent to your child’s participation.

4. Photography & Media Consent

From time to time we may take photographs or short video clips during sessions for the purposes of promoting Urban Movement Primary. This may include use on our website, social media channels, printed materials or local press.

We will always seek your consent for photography and media use when you complete the booking form. You may opt out, and we will respect your decision and do our best to ensure your child is not included in promotional images. If at any time you wish to withdraw consent, please let us know in writing; this will not affect materials already published but we will not use new images of your child from that point onwards.

We will never identify children by their full name in public materials without explicit additional consent.

5. Data Protection & Privacy

Urban Movement Primary is committed to protecting your privacy and handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

What data we collect
When you make a booking or contact us, we may collect personal data including your name, contact details, emergency contact details, your child’s name and date of birth, medical and allergy information, and any other details needed to keep your child safe and to manage your booking.

How we use your data
We use this information to process and manage bookings, communicate with you about sessions, ensure the safety and wellbeing of children in our care, and keep appropriate records for safeguarding, health and safety, and financial purposes. With your consent, we may also use your contact details to send you updates and information about future clubs and activities; you can opt out of marketing communications at any time.

How we store your data
We store personal data securely, using password-protected systems and secure physical storage where appropriate. We keep your data only for as long as needed for the purposes set out above and in line with our legal and regulatory obligations, after which it will be securely deleted or anonymised.

Sharing your data
We do not sell, trade or share your personal data with third parties for marketing purposes. We will only share personal information where necessary to comply with the law, to protect a child or another person from harm, or where required by safeguarding, regulatory or emergency services.

Your rights
You have rights in relation to your personal data, including the right to access, correct or request deletion of certain information. If you wish to exercise these rights or have questions about how we handle your data, please contact us using the details below.

6. Parental/Guardian Responsibility

Consent for participation
By booking a place, you confirm that you have parental responsibility for the child (or have obtained the consent of the person who does), and that you give permission for them to take part in the activities provided by Urban Movement Primary. You also confirm that the information you have provided is accurate and complete to the best of your knowledge.

Drop-off and collection
You are responsible for ensuring your child arrives and is collected on time. You must inform us in advance if someone else will be collecting your child, and we may ask for identification. Late collection may result in additional charges and, in repeated cases, we may refuse future bookings.

Emergency contact
You must provide at least one emergency contact number which will be reachable during your child’s session. If we are unable to reach you or the named emergency contact in an emergency or safeguarding situation, we may need to seek assistance from appropriate authorities in line with our safeguarding procedures.

Changes to information
It is your responsibility to keep us updated with any changes to your contact details, emergency contacts, medical information or other relevant circumstances that may affect your child’s participation.

7. Code of Conduct

Expected behaviour from children
We aim to provide a positive, inclusive and enjoyable environment for all children. We expect participants to:

• Follow instructions from staff and listen carefully during activities.
• Treat others with kindness and respect, including other children, staff and venue users.
• Use equipment and facilities safely and responsibly.
• Refrain from bullying, aggressive behaviour, discrimination or harassment of any kind.

If a child’s behaviour puts themselves, other children or staff at risk, or significantly disrupts the session, we may contact the parent/guardian and ask that the child is collected. In serious or repeated cases, we may suspend or cancel their place at current or future sessions without refund.

Expected behaviour from parents and guardians
We expect parents and guardians to treat our staff and other families with courtesy and respect, to communicate concerns calmly, and to support us in maintaining a safe, positive environment. Abusive, threatening or discriminatory language or behaviour will not be tolerated and may result in refusal of service.

Right to refuse entry
We reserve the right to refuse entry or remove a child or adult from a session where their behaviour, health status or failure to follow these Terms and Policies compromises safety, wellbeing or the smooth running of the programme.

8. Liability

We take reasonable care to provide a safe environment and to run activities in a professional manner. However, participation in physical activities inevitably involves some risk of minor injury such as bumps, bruises or sprains. By booking, you accept this inherent level of risk on behalf of your child.

Urban Movement Primary, its staff and contractors will not be liable for any loss, damage, injury or expense arising from your child’s participation in our sessions except where this is caused by our negligence or failure to comply with our legal obligations. We are not responsible for loss or damage to personal belongings brought to sessions (such as clothing, mobiles or other valuables) and recommend that children do not bring unnecessary items.

9. Contact Information & Complaints

If you have any questions about these Terms and Policies, your booking, or your child’s participation in Urban Movement Primary activities, please contact us:

Urban Movement Primary
Email: enquiriesump@gmail.com

We welcome feedback and will always aim to resolve any concerns promptly and fairly. If you wish to make a complaint, please contact us in writing in the first instance. We will acknowledge your complaint, investigate the issues raised, and respond within a reasonable timeframe, keeping you informed throughout the process.

These Terms and Policies are reviewed regularly and may be updated from time to time. The latest version will always be available on our website.