Terms and Conditions
Important Information:
- XT Club Egham OFSTED UNIQUE REFERENCE NUMBER: 2680602
- Setting References for use with Childcare Voucher Payments: Manorcroft Primary 2680603 / Royal School Windsor 2791317
- Email for all enquiries: Egham@xtclub.co.uk
- Office Contact for non collection based queries: 07950 204 191 - Note the office is not manned all day so leave a message and we can get back to you.
- Collection Enquiries should be made to the individual setting (These numbers are only operational during after school or holiday camp hours):
- Manorcroft Primary School XT Club direct contact number: 07534 577 194
- Royal School Windsor XT Club direct contact number: 07940 986 227
- Please note that Active Sport Egham & XT Club trades under Active Soccer Woking
Booking Changes
From September 2026 - Parents / Carers can now amend bookings up to 24 hours before a selected session. The time is set via a rolling 24 hours so for example you could remove your booking before 3pm the day before a selected session starts. For example if you have booked your child in on a Monday but wish to change this to another day or week you can manually do this before 3pm on the Sunday before. This new feature allows our parent / carer community to have full control over bookings and will alleviate the need to email the office for manual amendments. In circumstances where you need to change later than 24 hours prior please email the office and we can manually amend, for example, if your child woke up feeling unwell and didn't attend school. For booking changes less than 24 hours prior to a selected session please view the booking changes terms and conditions below (Section 2 of the T's & C's)
COLLECTION POLICY
Parents / Carers will be required to enter a 'Safe Word or Pin' when booking their child onto an XT Club after school club. If you require an adult that is not listed as an emergency contact to collect your child then you should inform the XT Club. Any adult collecting will be asked for the 'Safe Word or Pin' when collecting a child / children.
SNACK & LUNCH POLICY
For after school wraparound care XT Club will provide children with a snack. Our menu's follow Ofsted guidance and follow a policy of products that do not contain nuts. XT Club operates a rolling 3 menu choice and parents / carers will have access to view the three menu's and the food options. XT club will vary the menu used each week and will communicate via a weekly newsletter which menu will be in use for the following week. Menu's will be displayed at all our venues and children will be able to view these at each club.
Holiday Club's -
Please note that the XT Club is a nut free area. The XT Club will endeavour to ensure that when purchasing snack items all food purchased will have no traces of nuts, however children attending should be aware of foods that often contain nuts and are unsafe to eat without knowing the full ingredients. It is the responsibility of each adult booking their child to disclose food allergies.
Children attending the XT Club with a snack or lunch from outside the premises should not contain products that might contain nuts. A check of all food brought onto site will be performed at the first snack break and the XT club reserves the right to confiscate any items deemed to be unsafe to those attending. Any item confiscated will be returned to the collecting adult at pick up.
Parent Contract & Acceptance of Terms & Conditions
By completing the booking process for each child you agree to accept the Terms & Conditions listed and you agree to the Parent Contract.
1. PAYMENT
We can accept card payment via our online system. Payment can also be made via childcare vouchers, for those using HMRC Tax Free Childcare vouchers please select this option. From September 2026 we are delighted to announce that our new booking system allows Parents / Carers to link their HMRC account to our Hivelink booking system, this provides an instant update to your outstanding balance with XT Club. For those using other childcare voucher providers please select this payment option. For those not using the HMRC system and for those that don't link their account your account balance will have to be manually updated by the office and you will need to email Egham@xtclub.co.uk to inform us of the voucher provider you use. Payment confirms your acceptance of the booking conditions. The named person on the booking confirmation accepts the booking conditions on behalf of all on the booking form.
Childcare Vouchers accepted : HMRC Tax Free Childcare, Edenred, Sodhexo, Computershare, Care4. Please contact us if you wish to use a different provider.
2. BOOKING ALTERATIONS
For cancellations on the day a credit may NOT be issued due to staffing having already been put in place, this is discretionary however and we invite parents to contact via email to request a credit if absence is due to sickness / injury. For holiday club bookings, alterations outside of the 24 hour booking change option for parents will need to be emailed to the Egham@xtclub.co.uk email address and a credit may NOT be applied but we invite Parents / Carers to request a credit which we will try to accommodate based on circumstance and based on staffing and logistical
A waiting list is held for all forms of the XT Club. You will be notified by email if your place on the waiting list becomes a booking.
For XT Club after school club, bookings can be made up to but no later than 3pm on the day required.
3. CANCELLATIONS / REFUND POLICY
It is not XT Club policy to issue refunds for any cancellations outside of the 24 hour period. If a credit note is issued (see below), the credit note will only be valid for a period of 12 months from the date of issue.
4. LOST PROPERTY
Please ensure that children do not bring valuable toys and belongings when attending our clubs. Active Sport (XT Club) cannot be held responsible if they go missing. We cannot guarantee the return of lost property, but will endeavor to return items on request which we are able to identify. Parents will be required to pay the cost of postage. Active Sport will keep lost property for a period of four weeks only. If it is left unclaimed after this period has expired, Active Sport will distribute the lost property to local charities.
5. PHOTOGRAPHY
From time to time we take photographs at our venues which may be used for marketing and promotional purposes. You will be asked to provide consent (or not) for your child’s photographs to be used in this way when setting up your account.
6. MEDICAL INFORMATION
In order to care for your child in the best possible way, and for their own safety and well-being, Active Sport Egham (XT Club) requires parents to provide full information on any relevant medical conditions, allergies, additional needs and / or dietary restrictions.
For after school clubs the XT Club will collect any medication and follow instructions left with the school office.
For Holiday camps parents will be required to provide any medication such as Epi pens, Inhalers and other medication in a clearly labelled bag or box with your child's name and ideally the dosage instructions. In all cases you will be required to complete the XT Club medication report form. This can be sent prior to bookings on request.
You will be asked to provide the relevant information when registering your child to your online account. We require you to check and update the information we hold for your child during the bookings process. Any changes to circumstances can be made through your Hivelink account. Active Sport Egham does not take responsibility for information provided, upon booking Parent / Carers acknowledge it is their responsibility to provide all relevant information and to update as required.
Active Sport Egham reserves the right to exclude children for whom full information, as described above, has not been provided, either from taking part in certain activities or, if felt necessary, from attending Active Sport clubs altogether until full information has been provided. It is your responsibility to ensure we hold the correct information at all times and we reserve the right to cancel a booking at any time where there has been a failure to provide said information. No refund or credit will be issued in those circumstances.
7. LATE COLLECTION FEES
Active Sport Egham (XT Club) reserves the right to charge a fee for late collection of any children. If a child is collected after the allocated collection time identified on booking, the parent / guardian will be subject to an immediate charge of £10 per child. An additional £10 will be charged for every 30 minutes which passes, up until collection. Late collection fees will be charged via the Hivelink account or via an invoice from Active Sport Egham.
If you are going to be late collecting your child you MUST call the XT Club setting directly to inform them; Setting telephone numbers are listed at the top of this page under 'Important Information'.
8. SAFEGUARDING
Active Sport staff have a duty to respond if they suspect a child in their care may be suffering from abuse, or if a child makes a disclosure about abuse. In this event the relevant staff will follow the Safeguarding Children Policy as detailed in our policies and procedures.
9. RATIOS
Active Sport ratio of staff to children exceeds all statutory requirements. The actual ratio varies between activities and age groups. Active Sport does not offer any higher staff ratio than 1:10 irrespective of any child’s additional needs unless specifically arranged and agreed prior to attendance.
10. LIABILITY
Active Sport Egham does not accept liability for personal injury or death of any participants unless directly caused by the proven negligence of the company or its servants.
11. INSURANCE
All children in our care are covered by our Public Liability Insurance
12. EXCLUSION / SUSPENSION
Active Sport Egham reserves the right to exclude / suspend or refuse a child without notice, if we consider that their presence compromises the good atmosphere of the club. Transport home will be the responsibility of the parent and no refund / credit will be issued.
13. PROGRAMME CHANGES
Active Sport reserves the right to amend its services and activity programme, content, times, dates and venue in the event of unsuitable weather conditions, failure of equipment, building faults and any other operational faults that may arise from time to time, without refund or compensation to the customer.
14. POLICIES AND PROCEDURES
Copies of Active Sport Egham - XT Club policies and procedures are available at the venue or can be sent to parents on request.
15. ENFORCED VENUE CLOSURE
If any Active Sport Egham club is forced to close due to the compulsory closure of its premises by order of a competent authority (e.g. School, Local Authority, Environmental Health Etc), due to bad weather (e.g. Snow, Ice, Flood etc), outbreak of a human infectious or contagious condition (e.g. Influenza, Meningitis), Industrial Action (teaching strike etc) or for any other reason, customers will still be liable for any fees due / paid, during the entire period of closure.
16. COMPLAINTS
Active Sport Egham is committed to providing high quality before school, after school and holiday childcare and are always looking to improve our services. If you or your child are not entirely satisfied with the service we have provided, we would like to know about it. Any complaint should first be made to the Club Manager, who will complete a complaints report, and do everything possible to ensure the complaint is dealt with as quickly and effectively as possible. The full complaints policy is on display at each XT Club venue. If the complainant feels that the outcome of the complaint is insufficient, or would like to take the grievance further, the complaint should be made in writing and sent to: The Partners, Active Sport Egham, 154 Peregrine Road, Sunbury on Thames, Middlesex, TW16 6JL. If in the unlikely event that you are not 100% satisfied with the outcome of the complaints procedure, you may wish to contact the Active Sports Group Head Office, Active Sport Centre, 100 Sefton Lane, Maghull, L31 8BT
17. DATA PROTECTION
Active Sport Egham is committed to safeguarding your privacy; protecting the rights and freedoms of data subjects and safely and securely processing their data in accordance with all our legal obligations.
