Terms & Conditions

Full Policies and Procedures can be seen upon request at all Fit For Sport Sites.

Terms & Conditions Registered Office:

Fit For Sport Ltd
Suite 3, Second Floor, Profile West, Great West Road
Brentford, TW8 9ES

Email:  [email protected]   Telephone:  0845 456 3233      Website: www.fitforsport.co.uk


Fit for Sport provide services to all children and are free from discrimination regardless of their gender, specific needs, learning difficulties, background, religion, ethnicity or how well they can speak English.

Fit For Sport aim to describe its settings and practices in such a way that it is clear that we welcome parents/guardians/carers.

Fit for Sport encourage children with additional needs to participate in our activities. Should a child require 1:1 care, Fit for Sport endeavor to assist this request by working with local agencies, such as the Local Family Information Service (FIS) in an attempt to obtain the appropriate additional care and funding for the child.


Bookings for all Fit For Sport services must be made in advance and full payment made at the time of booking. Bookings can be made over the telephone by calling Fit For Sport Head Office on 0845 456 3233 or on-line via the Fit For Sport website: www.fitforsport.co.uk.

Please note that making a booking is regarded as acceptance of our Terms and Conditions.

Pricing Discounts

The best available price will always be offered to you at the time of booking. Corporate discounts cannot be combined and used in conjunction with any other promotion/offer.

Methods of Payment

Fit For Sport accepts payment by credit or debit card and childcare vouchers. Please note we do not accept American Express. Under no circumstances is cash accepted as payment for a booking at a Fit For Sport site.

If full payment for the activity has not been received within 7 days, the customer account will be blocked, and a £10.00 additional administration fee will be added for each consecutive week (or part thereof) the payment remains outstanding. No new bookings or amendments will be accepted until the outstanding balance has been paid in full.

If full payment for the activity has not been received within 30 days all bookings will be cancelled, and the customer account will remain blocked. Debt recovery action will be taken.

Childcare Vouchers

If your employer offers a childcare voucher scheme, you may be able to use these vouchers towards the payment of your booking. Fit For Sport accept the following childcare vouchers:

• Apple Child Care
• Busy Bee
• Care 4
• Child Care Plus
• Co-Operative
• Computer Share
• Early Years
• Eden Red/Accor
• Enjoy Benefits
• Fair Care
• Fidelity
• Kiddie Care
• Kiddie Voucher
• Kids Unlimited
• My Family Care
• Parent Bond
• RG Childcare
• Salary Exchange
• Sodexho
• South Gloucester
• Spelthorne Play Scheme
• You at Work

Childcare Voucher payments can take up to 7 days to arrive. Confirmation of booking payment will be sent upon receipt of your childcare vouchers.

If full payment for the activity has not been received from the Childcare Voucher company within 7 days, the customer account will be blocked, and a £10.00 additional administration fee will be added for each consecutive week (or part thereof) the payment remains outstanding. No new bookings or amendments will be accepted until the outstanding balance has been paid in full.

If full payment for the activity has not been received from the Childcare voucher company within 30 days all bookings will be cancelled, and the customer account will remain blocked. Debt recovery action will be taken.

Childcare Tax Credits

You may be entitled to childcare tax credits, which could assist with up to 70% of the cost of this booking. To find out if you qualify, call the Tax Credit Office on 0845 300 3900, or visit www.taxcredits.inlandrevenue.gov.uk.

Booking Confirmation

All bookings will be confirmed by email.

Late Bookings

Prices will increase by 20% (Late Price) when a booking is made within 48 hours of the activity start date. Please note that bookings required on the activity start date can only be made online via ffsbooking.workpepper.com or over the telephone before 2pm for Extended School Services and before 7.15am for Activity Camp Services.

Changes to Existing Bookings

All changes made to existing bookings with be charged at the applicable rate in the pricing structure (Early, Basic, Late) irrespective of when the original booking was made. The date of the change will determine the price category.

Arrival on Site without an Advance Booking

If an advance booking for a Fit For Sport activity has not been made prior to the activity start date and the customer arrives at the site on the activity start date, access to Fit For Sport activities will only be granted if:

• There are a sufficient number of staff on duty to ensure compliance with required staff to child ratios.
• The customer calls Fit for Sport Head office and makes full payment at the time of drop off.
• A ‘not on register’ form is completed by the customer (assisted by the site manager) and a registration form if not already a registered customer
• Customers will be issued with a letter informing them their child will not be accepted into service in the future without an advanced booking being made.

Cancelling of Booking by Customer

For cancellation of a booking, as of Monday 6th March 2017 Fit For Sport will require 24 hours notice prior to the activity start date.
As Fit For Sport operates a no refund policy, customers who cancel their booking before the 24 hours notice period will receive a full credit note which will be placed onto their Fit For Sport account and will be valid for 12 months from the date of issue. No credit notes will be issued for activities which are cancelled within the 24 hours notice prior to the activity start date.

Cancellation of Booking by Fit For Sport

In exceptional circumstances we may have to cancel particular dates/venues and will provide the customer with as much advance notice as possible. In this event we will offer a suitable alternative Fit For Sport service or refund all monies paid for the cancelled dates/venues. Please note Fit For Sport would not be liable for any other costs associated with the cancellation.

Sign in and sign out of child/ren and Security

Fit For Sport work in line with Ofsted’s requirements and have strict security procedures to ensure the safety of your child/ren is paramount at all times;
• All children must be signed in and out at the start and end of the day.
• At Fit For Sport Activity Camps, all collectors must provide the unique wristband code that
•  is associated with their child for that day’s activities.
• On your child's first day we will also ask you to confirm that your details, provided at the time of booking, are correct, permission of photography and filming and to sign an emergency medical treatment consent form.

Please Note: children will only be released into the care of nominated carers detailed on their registration form and with the correct code during Fit For Sport Camp activities.

These actions follow the procedures set out in the Fit For Sport Policy and Procedures.

Late collection of Child/ren

In the event of a child/ren not being collected on time the following process will be followed:

A late fee will be charged per child if they are not collected within their booked hours or prior to the service closing. The late fees are £15 for lateness of between 15-30 minutes and thereafter £1.00 per minute.

Fit For Sport reserves the right to charge for lateness between 0-15 minutes if this is a reoccurring event and notice is not received. The late fee covers the cost of staff overtime to remain with the child. Parents are required to advise Fit For Sport if they will be late collecting their child. This prevents both the staff and child from worrying.

Parents will be advised of the policy when picking the child up on the first late occasion. The second late incident will incur a fine and the parent will be advised of this on collection of the child. The third late incident will incur a fine and a warning of immediate termination after the next occasion and the parent will be advised of this on collection of the child. Care for the child will be terminated immediately on the fourth late pick up.

Food And Drink

Fit For Sport provide the following food/drink options (site/venue dependent- see website for details):
• Parents/Carers provide own food/drink
• FFS provide food/drink option
• FFS Site/Partner provides food/drink option

Fit for Sport ask for parents/carers to notify the Site Manager and/or our Customer Service Team, of any special dietary requirements or allergies when they register their child information can be found on the Child Information Form and Team Registers

Note: Drinking water will always be accessible to children throughout our sessions and be available

Fit For Sport have a strict NO NUT policy, which MUST be adhered to during all service provisions.


All Fit For Sport team members go through our strict safer recruitment process including DBS, references and disqualification by association.

Fit For Sport have legal obligations in relation to Safeguarding. Fit For Sport staff have a duty to respond if they suspect a child in their care may be suffering from abuse. Any disclosure of child abuse or neglect will be fully investigated and reported to our internal regulator, Ofsted and all other official agencies.


Fit for Sport ensures that all staff and children are treated with the same respect and behaviour during all our activities, with the use of effective behaviour management strategies to promote the welfare & enjoyment of all children attending.

Fit For Sport will work in partnership with parents, schools and children with the aim to manage behaviour using clear, consistent & positive strategies. Our staff will use encouraging positive behaviour as well as providing clear guidance for managing poor behaviour and maintaining the safety and welfare of children and staff.

We recommend that all our activities have clear ‘rules and agreements in place’, these can be displayed for all to see, with the children taking an active role in these each session, as well as being able to discuss freely as and when required.

Fit For Sport has a responsibility for ensuring the well-being and safety of all children in its care and have approved procedures for managing behaviour. The company follows a zero tolerance policy on discrimination, bullying and persistent poor behaviour of any kind. On rare occasions, and in more serious cases, Fit For Sport reserves the right to ask parents/legal guardians to remove children from its services. In this event, no refund will be made for any remaining days booked, and any costs associated with the exclusion of the child, including transport home, will be the responsibility of the parents/legal guardian.

Concerns, Compliments and Complaints

At Fit for Sport, we aim to work in partnership with parents to deliver a high quality childcare service for everyone. If for any reason we fall short of this goal, we would like to be informed in order to amend our practices for the future.

Our complaints policy is displayed on the premises at all times.
Records of all complaints are kept for at least three years. A summary of complaints is available for parents/guardians and OFSTED on request.

Equal Opportunities

Fit For Sport is an equal opportunities employer and welcomes all children, regardless of gender, ability, race or religion.  Each child attending Fit For Sport services is of equal value and is entitled to equal access of opportunity. The company operates a zero tolerance policy on discrimination or bullying of any kind.

First Aid

In the event of an accident, first aid will be administered to children in our care, and the emergency services will be called if necessary as agreed within our registration process. All Fit For Sport First Aid policies are in line with Ofsted recommendations.

Health, Sickness and Medication

Any medical conditions must be fully disclosed at 1) time of booking and registration and 2) at drop off and sign in on site to the site manager. Essential prescribed medication must be handed in to each child’s Site Manager for safe keeping and a medication consent form is completed and seen by the Site manager.

Fit For Sport requires that all children who are ill or infectious be kept at home for the full duration of their ailment, and for 48 hours after the last symptom occurs.


Fit For Sport has Public Liability insurance cover and an insurance certificate is displayed at all Fit For Sport sites.

Mobile Phones and Electronic Devices

Children are requested to not bring mobile phones or electronic devices to any Fit For Sport Services. In certain circumstances and a device is brought in by a child, it is asked that the device be kept in the site managers box which will be locked and secured at all times. Fit For Sport do not take any responsibility for the damage or loss of any mobile phone or electronic devices that are brought to its services.

Please note that each Fit For Sport site has access to a site phone and/or tablet device to be used appropriately within our services and in case of emergencies.
Parents/Guardians are required to contact Fit For Sport Head office on 0845 456 3233 if they wish to speak with their child during service times.

Photography and Video

Please be aware that Fit For Sport, associated organisations and media outlets may occasionally take photographs/videos of activities and children within these settings for the sole purpose of use with promotional and informational material.  If filming is due to take place at a specific site, all parents will be notified prior to the event.

Parents/guardians that do not wish their child/ren to be photographed or filmed should share this information within the registration process.

Personal Property

Valuable items should not be brought to Fit For Sport services. Please note children traveling to our services via scooter will not be permitted to leave them onsite due to space restrictions and safekeeping issues. Fit For Sport will not be liable for the loss or damage of any item of personal/valuable property brought to any of its venues. We advise parents to ensure that all bags and clothing are clearly labelled with the child’s name.

Our Liability

We do not exclude or limit in any way our liability for:
a) Death or personal injury caused by our negligence of our employees, agents or subcontractors
b) Fraud or fraudulent misrepresentation
c) Breach of the terms implied by section 3, 4 and 5 of the supply of goods and services ACT 1982
d) Breach of the terms implied by sections 3,4 and 5 of the supply of goods and services ACT 1982 (description, satisfactory quality, fitness for purpose and samples); and
e) Defective products under the Consumer Protection Act 1987

If we fail to comply with these terms, we are responsible for loss or damage you suffer that is a foreseeable result of our breach of the terms or negligence. We are not responsible for any loss or damage that is not an obvious consequence of Fit For Sport breaching the terms.

Other Important Terms

We may transfer our rights and obligations under a contract to another organisation, but this will not affect your rights or our obligations under these terms. We will always notify you in writing or by posting on our website if this occurs.

You may only transfer your rights under the terms which shall extend to any participant but such extension shall not affect our rights to terminate or vary contract in accordance with the terms.

Your rights under the terms shall extend to any participant but such extension shall not affect our rights to terminate or vary any contract in accordance with the terms.
Each of the paragraphs of these terms operates separately, if any court or relevant authority decides that any of them are unlawful or unenforceable then the remaining paragraphs will remain in full force and effect.

If we fail to insist that you perform any of your obligations under these terms, or if we do not enforce our rights against you, or if we delay in doing so, that will not mean that we have waived our rights against you and will not mean that you do not have to comply with those obligations. If we do waive a default by you, we will only do so in writing, and that will not mean that we will automatically waive any later default by you.

These terms are governed by English law. This means a contract for the activity through our site and any dispute or claim arising out of or in connection with it will be governed by English law. You and we both agree that the courts of England and Wales will have non-exclusive jurisdiction.

However, if you are a resident of Northern Ireland you may also bring proceedings in Northern Ireland, and if you are a resident of Scotland, you may also bring proceedings in Scotland.

Policies and Procedures

A full overview of all Fit For Sport policies and procedures are available for inspection at each respective Fit For Sport venue.

Programme Dates and Activities

All of the information in our literature is correct at the time of printing. Not every activity pictured in our literature is available at every venue. Please check venue specific details using the service finder on our website www.fitforsport.co.uk to find out what’s available and where.

Should you have any further queries, please do not hesitate to contact us on 0845 456 3233.

We are delighted that you have chosen Fit for Sport and look forward to your child joining us soon.

The Fit For Sport team

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