1. Eligibility & Booking 

HAF-Funded Places (Holiday Activities & Food Programme) 

• Funded by the Department for Education (DfE) and administered by local authorities. 

• Available for children eligible for benefits-related Free School Meals. 

• A limited number of spaces (up to 15%) may be allocated to other vulnerable children at the discretion of the local authority. 

• Parents and carers  book using their voucher codes on the HAF Booking System delivered by Swindon Borough Council.  

Private Paid & Tax-Free Childcare Places 

• Open to all children aged 5–16, subject to availability. 

• Tax-Free Childcare: Parents and carers must select "Manual Payment" and follow instructions to complete the transfer via their TFC account. The child's place will be confirmed once payment is received. 

 

2. Attendance & Cancellations 

• Attendance is expected on all days booked. 

• HAF-funded places are free, but failure to attend without notice may result in the space being offered to another child in future programmes. 

• Private & Tax-Free bookings: Cancellations with at least 72 hours’ notice may be refunded at our discretion. No-shows or late cancellations may be non-refundable. 

• In the event of illness, please contact us as early as possible. We will do our best to accommodate rescheduling where possible. 

 

3. Wraparound Care 

• Extended Hours Availability: Wraparound care (after 1 pm) must be requested as early as possible, as spaces are limited and subject to staff availability. 

• Minimum Bookings Required: We can only provide extended hours if there is a minimum number of confirmed bookings to make this viable. 

• Age-Based Restrictions (Ofsted Exemption): 

• For children aged 5 and over, we can offer longer sessions under Ofsted’s activity-based exemption. 

• For children under 5, we are limited to a maximum of 4 hours per day unless we are registered on the Early Years Register. 

• We cannot legally exceed this daily limit for under 5s without full Ofsted registration. 

 

4. Behaviour & Conduct 

• Bullying, physical aggression, or discrimination will not be tolerated. 

• Parents/carers will be contacted if a child's behaviour puts others at risk and may be asked to collect their child early. 

• Staff will work with parents and carers to support positive behaviour. 

• Persistent disruptive or unsafe behaviour may result in the child’s removal from the programme. 

 

5. Safeguarding & Child Welfare 

• All staff and volunteers are enhanced DBS-checked. 

• Safeguarding is our top priority. Any concerns about a child's welfare will usually be discussed with parents or carers unless advised otherwise by Swindon Children’s Social Care. 

• Please refer to our full Safeguarding & Child Protection Policy (available upon request or on our website). 

 

6. Health, Safety & Medical Information 

• A completed registration form must be submitted for each child prior to attendance. This includes medical, allergy, emergency contact and SEN information. 

• We reserve the right to refuse admission if a child’s health needs cannot be safely supported without this information. 

• In case of emergency, we will follow the procedures outlined on your form and contact emergency services if necessary. 

 

7. Media & Photography Consent 

• We may take photos/videos during sessions for promotional or evaluation purposes. 

• Consent for photography is requested at the time of registration and can be withdrawn at any time in writing. 

 

8. Food & Allergies 

• For HAF-funded sessions, nutritionally balanced meals are provided in line with DfE requirements. 

• All known allergies and dietary needs must be declared on the registration form. 

• Parents and carers are responsible for providing safe alternatives if their child has specific dietary needs beyond what we can provide. 

• Parents and carers must ensure their child attends with a water bottle.  

 

9. Payment Terms (Private & TFC Bookings) 

• Payments must be made in full before the start of the programme. 

• Tax-Free Childcare payments must be transferred to our business account using the correct reference. Instructions will be provided at checkout. The booking is not confirmed until the payment has been received.  

• We reserve the right to cancel bookings where payment is not received by the due date. 

 

9. Emergency & Contact Details 

• Please ensure we have up-to-date emergency contact numbers. 

• Parents and carers (or another family member) must be contactable during the child’s session and available to collect if necessary. 

 

10. Complaints Procedure 

• We are committed to providing a high-quality experience for all children and families. 

• If you have a concern, we encourage you to first speak directly to a member of staff at the earliest opportunity so we can resolve the issue quickly. 

• If the matter is not resolved, you may complete an Internal Complaints Form, available upon request. 

• All complaints will be handled in line with our formal Complaints Policy, which outlines our response times and escalation process.