Terms & Conditions
Active School Organisation Ltd — Terms & Conditions
Effective date: September 2025
Company: Active School Organisation Ltd | Company No. 16668889
Registered address: 34 Clifton Road, Saliisbury SP27BS
Contact: info@activeschool.org.uk | www.activeschool.org.uk
1. About Us
Active School Organisation Ltd (trading as Active School Org and UK Academies of Gymnastics) delivers after-school gymnastics, trampolining, and multi-sport enrichment programmes in primary schools across England. All programmes are delivered by qualified, DBS-checked coaches in partnership with your child's school.
2. Booking and Enrolment
By completing a booking through ClassForKids, you confirm that you have read, understood, and agree to these Terms & Conditions.
Bookings are made on a termly basis. A place is only confirmed once payment has been received in full. We are unable to hold places without payment.
You are responsible for ensuring that the information provided at the time of booking — including your child's name, medical information, and emergency contact details — is accurate and up to date.
3. Fees and Payment
All fees are payable in advance at the point of booking unless otherwise stated. Fees cover the full term of sessions as advertised at the time of booking.
We do not charge VAT. Active School Organisation Ltd is exempt from VAT as a provider of children's sporting education.
If a session is cancelled by ASO (for example, due to a school closure or unforeseen circumstances), the affected session will either be rescheduled or a credit applied to your account. Refunds will not be issued for sessions cancelled as a result of circumstances beyond our control, including school-led closures, adverse weather, or public health directives.
4. Cancellations and Refunds
By you:
If you wish to cancel a place, please contact us at info@activeschool.org.uk as soon as possible.
- Cancellations made more than 14 days before the start of term: a credit note will be issued for use in a future term. No cash refunds will be given.
- Cancellations made within 14 days of the start of term: no refund or credit will be issued.
- Once the term has started: no refund or credit will be issued for remaining sessions.
Exceptional circumstances:
Refunds or credits are not offered as standard. If your child is unable to continue due to a serious medical reason supported by written evidence (e.g. a doctor's note confirming they cannot participate in physical activity), we will review the case. Any credit or refund issued in these circumstances is entirely at ASO's discretion.
We are not able to offer refunds or credits for missed individual sessions, holidays, change of mind, or any other personal reason.
Missed sessions:
We are not able to offer refunds or credits for individual sessions missed due to illness, holidays, or other personal reasons.
5. Session Changes and Cancellations by ASO
We reserve the right to cancel, reschedule, or amend sessions where necessary. We will notify parents as soon as possible via ClassForKids and/or the school's communication platform.
In the event of a planned programme change, we will give a minimum of one week's notice where possible.
6. Health, Medical Information, and Additional Needs
You must disclose any medical conditions, allergies, or additional needs relevant to your child's participation at the time of booking. This information must be kept up to date throughout the term.
If your child requires medication during sessions (including an epi-pen), you must inform us at the point of registration. Our coaches are trained in basic emergency response but are not medical professionals. We cannot administer medication unless it has been agreed in advance with our operations team.
If your child has additional needs that may affect their participation, please contact us before booking so we can discuss the appropriate level of support. We are committed to inclusive delivery within our current staffing structure.
7. Safeguarding and Child Protection
Active School Organisation Ltd operates under a robust safeguarding policy in line with Keeping Children Safe in Education (KCSIE) and relevant statutory guidance. All staff hold Enhanced DBS certificates and are trained in safeguarding.
Our Designated Safeguarding Lead (DSL) is Shelley Wood (shelley.asouk@gmail.com). Any safeguarding concerns observed during sessions will be reported and managed in accordance with our Safeguarding Policy, which is available on request.
By booking a place, you agree to comply with our safeguarding procedures, including our Photography & Image Use Policy (see Section 9).
8. Dismissal and Collection
All children must be collected by a named adult on their contact list at the end of each session. Children will not be released to any adult not listed as an authorised contact.
If someone other than a usual parent or guardian is collecting your child, you must notify us in advance in writing (email to info@activeschool.org.uk is sufficient). We cannot accommodate unconfirmed collection arrangements on the day.
If a child has not been collected 15 minutes after the session ends, our coach will attempt to contact you using the details provided at registration. If we are unable to reach you, we will follow our Late Collection Protocol and contact the school and our operational team. Repeated late collections may result in your child's place being reviewed.
9. Photography and Image Use
Active School Organisation Ltd may take photographs or short video clips during sessions for use in our marketing materials, social media, and internal training purposes.
Consent for photography is collected as part of the enrolment process. If you do not wish for your child to be photographed, you must indicate this at the time of booking. Consent can be withdrawn at any time by contacting info@activeschool.org.uk.
Only authorised ASO staff (Lead Coach level and above) are permitted to take photographs at sessions. No other adults, including parents, may photograph or film during sessions.
10. Behaviour
We expect all children to participate respectfully and safely. Persistent disruptive or unsafe behaviour may result in a child being removed from a session and, in serious cases, from the programme without refund.
We also ask that parents and guardians engage with our coaches and team respectfully. We reserve the right to terminate a booking where a parent's conduct is causing difficulties for staff, other families, or the school.
11. Liability
Active School Organisation Ltd holds Public Liability Insurance to a minimum of £10 million per claim. We take all reasonable steps to ensure the safety of children in our care.
We accept responsibility for injury or loss caused by the negligence of our staff. We do not accept liability for injury or loss caused by failure to disclose relevant medical information, failure to follow our dismissal procedures, or circumstances outside of our reasonable control.
12. Data Protection
Your personal data and your child's data are collected and processed in accordance with UK GDPR and the Data Protection Act 2018. We use this information to manage bookings, communicate with you about sessions, and fulfil our safeguarding obligations.
We will not share your data with third parties outside of the school where your child attends and our operational systems, except where required by law.
To request a copy of the data we hold about you, or to exercise any other data rights, please contact info@activeschool.org.uk.
13. Changes to These Terms
We may update these Terms & Conditions from time to time. We will notify you of any significant changes via email or through ClassForKids. Continued use of our services after notification of a change constitutes acceptance of the updated terms.
14. Contact
For any queries relating to bookings, cancellations, or these terms, please contact:
Naima Clarke — Admin and Operations
For safeguarding concerns:
Shelley Wood — Designated Safeguarding Lead
shelley.asouk@gmail.com | 07814 899151