clubSENsational

Terms & Conditions

Effective for Academic Year 2026/27 · ClubSENsational Ltd
Updated from the previous terms dated 20/06/2025

INTRODUCTION & AGREEMENT

Welcome to clubSENsational LTD. We are committed to providing high-quality, inclusive, and engaging services tailored to meet the needs of our participants. Our goal is to create a safe, supportive, and stimulating environment where individuals can develop skills, build confidence, and enjoy enriching experiences.

These Terms & Conditions outline the expectations, policies, and procedures that apply when booking and participating in our services.

How to contact us

1. PARENT / GUARDIAN RESPONSIBILITIES

1.1 Providing Essential Information

• Parents or guardians must ensure that all relevant medical, personal, and support needs of the participant are accurately provided when completing registration / portal forms.
• If any changes occur regarding the participant’s health, including illness, injury, or medication taken within 24 hours prior to a session, you must inform clubSENsational immediately (via the parent portal message tools where available, or by contacting the office).

1.2 Responsibility During Sessions

• clubSENsational staff take responsibility for the participant only during the scheduled session. This responsibility begins when the instructor or staff member formally takes charge of the participant and ends when the session concludes, at which point they will be returned to the parent, guardian, or designated responsible adult.

1.3 Supervision Before and After Sessions

• Outside of scheduled sessions, the parent, guardian, or accompanying adult is fully responsible for supervising the participant and any other children in their care. clubSENsational is not liable for any incidents occurring before the session begins or after it has ended.

1.4 Venue Rules and Safety Compliance

• All parents, guardians, and accompanying adults must adhere to the health and safety policies set by both clubSENsational and the venue where sessions take place.
• It is your responsibility to ensure that anyone attending with you also follows these rules. Venue-specific information is available on our website and/or in enrolment materials.

2. BOOKING & RE-ENROLMENT

2.1 How to Book & manage your place

1. Existing clients manage their place through the ClubSENsational parent portal at www.clubsensational.org/parent, including absences, invoices, payments, re-enrolment and account messages. These self-service actions do not require contacting admin by phone.
2. For day-to-day messages, existing clients should use the parent portal’s built-in messaging (WhatsApp-connected) on +44 7886 292726 (messages only). For an urgent call only, use 07592 558671.
3. New clients and new bookings go through Booking Portal at www.clubsensational.org/bookingportal (registration, booking a place, and waiting list).

2.2 Registration Requirements

• Before you can book a place, you must first complete the required registration questionnaire (and any related consent forms) for the participant via Booking Portal / the portal.
• If, by the time you complete registration, no spaces are available, you may join our waiting list to receive priority when a space opens.

2.3 Booking Terms

• Places for a participant are normally booked in advance with a fixed day and time for the relevant term or academic year.
• If a participant joins mid-term, fees may be charged on a pro-rata basis. We do not accept bookings that are intentionally “part-term only” to end early mid-term without following the cancellation rules in Section 4.
• Re-enrolment priority is given to existing participants, subject to completing re-enrolment / payment setup by the deadline published in the parent portal.

2.4 Re-enrolment cadence (from 2026/27)

When re-enrolling privately funded (or LA Direct Payments) families, you choose one of:

• Whole year (auto re-enrol): you confirm once for the academic year; we treat you as continuing each term unless you tell us otherwise.
• Term by term: you confirm the current term only; later terms require a fresh confirmation. Invoices / Direct Payments are created for the current term only.

2.5 Funding routes

• Privately funded — you pay us directly (VAT treatment as shown on your invoices / portal).
• LA Direct Payments (EHCP care package) — you pay us using funds from your Local Authority Direct Payments.
• LA / NHS funder invoice — where we invoice your Local Authority or NHS funder directly, there is normally nothing for you to pay us. Tell us promptly if funding changes (info@clubsensational.org).

3. PAYMENT

3.1 Payment Methods (parent portal)

Where you pay us directly, the methods available depend on funding and the cadence you chose:

• Own arrangement is not available with LA Direct Payments funding.
• Whole-year cadence uses Bank transfer / Card / Apple Pay or Direct Payment (GoCardless) only.
• Paying Bank transfer / Card / Apple Pay on or before each due date has no £50 own-arrangement fee.

3.2 Schedules & typical timing

Exact due dates appear on your parent-portal invoices and in re-enrolment. For Academic Year 2026/27, typical examples include:

• First bank / Card payment for many term or year plans: by mid-August (e.g. 15 August 2026).
• Flexi / monthly bank plans often starting from 1 September.
• Direct Payment (GoCardless) Autumn first collection often around 15 August once the mandate is live.
• Later instalments follow your chosen plan (termly, flexi / half-term, or monthly).

Session counts used for programme totals exclude bank holidays where stated in the portal.

3.3 Booking Confirmation & Payment Timing

Bookings / re-enrolment places are not fully confirmed until, as applicable:

1. Payment for the relevant period is received (in full or first instalment as required), OR
2. A valid Direct Payment (GoCardless) mandate is set up as required, OR
3. For LA / NHS funder-invoiced places, we have the funding arrangement we need on file.

3.4 If a Direct Payment fails

1. If a GoCardless collection fails (for example insufficient funds or a cancelled mandate), you must pay within 7 days by bank transfer or Card / Apple Pay from the parent portal, including any GoCardless failure charge.
2. After two failed attempts in the same term, Direct Payment is withdrawn for the rest of the academic year. Remaining instalments must be paid by bank transfer or Card / Apple Pay.

3.5 Payment Confirmation & Agreement

• Payment / mandate confirmation will be reflected in the parent portal and/or by email.
• Completing a payment or mandate setup indicates that you have read and agreed to these Terms & Conditions.
• Refunds and credits are handled under Sections 4 and 5 (not “all fees non-refundable” without those exceptions).

3.6 Outstanding Payments & Service Access

• We reserve the right to deny access to our services if payment remains outstanding and the participant attempts to attend a session.

3.7 Payment System Updates

• We may update our payment systems from time to time. Clients will be notified of material changes.

4. CANCELLING A PLACE / PROGRAMME REFUNDS

These rules apply to both whole year and term by term enrolments.

1. If you cancel a booked place after we have already collected payment, we refund unused fees for sessions not yet delivered, minus an administration charge of 10% of the unused amount being refunded (minimum £25, maximum £100).
2. Cancellations must be requested in writing to info@clubsensational.org (or via any cancellation process we publish in the parent portal).
3. Card processing fees already paid to Stripe, GoCardless failure charges, and how existing credits are treated will follow what is shown on your account when the refund is calculated.

5. ABSENCES, MISSED SESSIONS & MEDICAL CREDITS

5.1 Reporting absences

• Existing clients must report absences via the parent portal as early as possible (self-service — no need to phone admin for a routine absence).
• Reporting an absence is not the same as cancelling the ongoing place (see Section 4).

5.2 Non-medical / personal absences (“noted”)

• Absences for holidays, parties, travel, birthdays, other commitments or similar are recorded for the team.
• These do not normally qualify for a refund, credit or make-up session (same principle as the June 2025 terms for non-medical absences).

5.3 Illness / unwell (“missed session”)

• For illness, notify us and follow the parent-portal absence flow.
• Where proof is requested, upload supporting documentation within 14 days of the session date (for example medical note, prescription showing the participant’s name, or school note).
• After review, the office decides the outcome: credit, refund, make-up, or none.
• Without valid documentation when required, we may be unable to issue a credit/refund and our standard cancellation / non-credit rules apply.

5.4 Extended medical absence

• If a longer medical break is needed, contact info@clubsensational.org. We will agree in writing whether remaining sessions are credited/refunded, paused, or the place released for the waiting list.

6. LESSON ARRANGEMENTS & CLUB CANCELLATIONS

6.1 Term Schedule & Calendar

• The official term schedule, including session dates and closures, is published in the parent portal and/or website and may also appear in booking / re-enrolment materials.
• Our term dates are set independently and may not always align with local school calendars. We cannot normally offer replacements or make-up sessions solely because of school calendar conflicts.

6.2 Session Modifications & Cancellations by clubSENsational

We strive to run all sessions as scheduled, but we reserve the right to adjust or cancel sessions if necessary, including due to:

• The assigned Specialist/Instructor being unavailable due to illness, emergencies, or unforeseen circumstances;
• A participant experiencing illness, injury, or a medical condition that could impact safe participation;
• Venue-related issues such as temporary closures, maintenance, or unsuitable conditions.

1. In the event of changes or cancellations, we will communicate with you as soon as possible and explain available options.
2. If an alternative session (date, time, or location) is not suitable, or if a session must be cancelled entirely, we will provide a session credit that can be applied to the current term or a following term’s fees. If you do not re-enrol for the next term, you may request a refund equal to that session credit amount.

We may replace a specialist temporarily or permanently. A replaced specialist delivering the session counts as a delivered session; we do not normally offer an extra free make-up solely because the specialist changed.

7. CRASH COURSES & HOLIDAY INTENSIVES

1. Crash / intensive places are booked separately when offered in the parent portal.
2. Payment is normally required in full to confirm the place. Unpaid holds may be released after the hold window shown at booking (for Summer 2026 crash booking this was 2 hours).
3. You may pay by bank transfer (report paid, pending confirmation) or Card / Apple Pay.
4. Capacity, opening windows and any week-release rules are shown on the booking page at the time of booking.
5. Unless a specific refund policy is published on the crash booking page, paid crash places are non-refundable except where we cancel the course or where law requires otherwise.

8. DATA PROTECTION

At clubSENsational, we take the privacy and security of your personal information seriously. Any personal data collected about you or your child will be handled in accordance with our Privacy Policy, which can be found on our website under the “Privacy Policy” section.

We are committed to:

• Collecting only the information necessary to provide our services effectively;
• Storing your data securely and ensuring it is only accessible to authorised personnel;
• Using your data solely for booking, communication, safety and related service administration;
• Never sharing your details with third parties unless required by law or with your explicit consent.

By booking our services, you acknowledge and agree to our data protection practices as outlined in our Privacy Policy. Keep contact and medical details up to date via the parent portal or by emailing info@clubsensational.org.

9. AGREEMENT TERMINATION

clubSENsational reserves the right to terminate this agreement by providing written notice if any of the following occur:

• Failure to provide accurate health information — if you do not disclose important medical details about the participant that could affect participation or safety;
• Non-payment of fees — if payment is not made by the due date and no alternative arrangement has been agreed;
• Violation of venue policies — if you or the participant do not follow health and safety regulations or general rules of the premises;
• Breach of terms & conditions — any other violation that affects the operation of our services or the well-being of others.

Termination means the participant will no longer be permitted to attend sessions. Refunds for unused sessions follow Section 4 where applicable; otherwise unused fees are not refunded.

10. CHANGES TO TERMS & CONDITIONS

clubSENsational reserves the right to update or modify these Terms & Conditions when necessary. Any changes will be communicated through either:

• An updated version of the Terms & Conditions, OR
• A notification outlining amendments (email and/or parent portal notice).

By continuing to use our services after receiving notice of updates, you acknowledge and accept the revised terms. If you do not accept a material change, contact info@clubsensational.org within 14 days of notification.

11. GLOSSARY

• Specialist / Instructor — the trained professional delivering the session or programme.
• We / Us / Our — clubSENsational LTD, including our staff, instructors, and authorised representatives.
• You / Your — the person entering into this agreement, typically the parent or guardian of the participant.
• Participant — the individual enrolled in our sessions, programmes, or activities.
• Parent portal — www.clubsensational.org/parent — the ClubSENsational family portal used by existing clients for re-enrolment, invoices, payments, absences and messages (self-service, without needing to go through admin for those tasks).
• Booking Portal — www.clubsensational.org/bookingportal — the portal path for new clients to register, book and join the waiting list.
• Club messaging number — +44 7886 292726 (WhatsApp / portal messaging API; messages only), for existing clients’ day-to-day contact.
• Direct Payment (GoCardless) — automatic collection under a GoCardless mandate.
• Crash course — a short intensive block (often consecutive weekday sessions in holidays / half-term).

Published on the ClubSENsational parent portal · Questions: info@clubsensational.org