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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 service users. 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.
By making a booking and completing a payment, you confirm that you have read, understood, and agreed to these terms.
1. PARENT/GUARDIAN RESPONSIBILITIES
1.1 Providing Essential Information
• Parents or guardians must ensure that all relevant medical, personal, and support needs of the service user are accurately provided when completing the registration form.
• If any changes occur regarding the service user’s health, including illness, injury, or medication taken within 24 hours prior to a session, you must inform clubSENsational immediately.
1.2 Responsibility During Sessions
• clubSENsational staff take responsibility for the service user only during the scheduled session. This responsibility begins when the instructor or staff member formally takes charge of the service user 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 service user 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.
2. BOOKING
2.1 How to Book
1. You can book our services through our ClassForKids booking system:
https://clubsensational.classforkids.io/.
2. Alternatively, you can book by contacting us via email (info@clubsensational.org) or phone (07592 558671). We aim to respond within 48 hours.
2.2 Registration Requirements
• Before confirming a booking, you must complete a questionnaire form for the service user through the ClassForKids system.
• If no spaces are available, you may join our waiting list to receive priority booking when a space opens.
2.3 Booking Terms
• Services must be booked in advance for the full term with a fixed day and time.
• If a service user joins mid-term, fees will be charged on a pro-rata basis, but we do not accept part-term bookings.
• Re-enrolment priority is given to existing service users.
3. PAYMENT
3.1 Payment Methods
We offer several convenient ways to pay for our services:
• One-off Payment Options:
o ClassForKids Booking System (transaction fees apply)
o Bank Transfer (details provided upon request)
o Point of Sale (POS):
▪ In person at selected locations
▪ Online by calling our company number: 07592 558671
• Instalment Payment Options (2 or 4 payments):
o Bank Transfer (2 Instalments):
➢ First payment: must be completed on the same day as booking (no later than the last session of the current term).
➢ Second payment: due halfway through the booked term (typically 50 days from the first payment).
• There is no administration fee for this payment method.
• If payment is not completed by the required date, your account may be moved to a Direct Debit plan.
o Direct Debit (2 or 4 Instalments):
➢ 2 Instalments: Payments are collected every two months during the term.
➢ 4 Instalments: Monthly payments are collected throughout the term duration.
• The Direct Debit mandate must be set up and approved on the same day the booking is made.
• A £5 administration fee per term applies when using this payment method.
• Although payments may be collected in the same month or slightly before the term begins, confirmation requires setting up the mandate in advance.
3.2 Booking Confirmation & Payment Timing
Bookings are not confirmed until:
a) Payment for the term is received, either in full or as the first instalment, OR
b) A valid Direct Debit mandate is set up and approved on the day of booking.
3.3 Re-Enrolment for Existing Clients
All current clients benefit from a right of first refusal on their existing slot before new enrolments open.
If your child’s last session of the previous term is on, for example, 18th July:
• Your first instalment must be completed before 18th July to confirm your booking.
• Subsequent instalments will follow the 18th of each month depending on the plan selected.
If no payment or mandate is received by the deadline, your slot will become available to clients on the waiting list.
3.4 Payment Confirmation & Agreement
• A payment receipt will be sent via email once the transaction is processed.
• Completing a payment indicates that you have read and agreed to these Terms & Conditions.
• All fees are non-refundable, except in specific cases explained in Section 4 (Refund Policy) of these Terms & Conditions.
3.5 Outstanding Payments & Service Access
• We reserve the right to deny access to our services if payment remains outstanding and the service user attempts to attend a session.
3.6 Booking System Updates
• We may update our payment system from time to time. Clients will be notified of any changes.
4. REFUND POLICY
4.1 Medical-Related Refunds
• If a service user is unable to attend a session due to a medical condition, you
must notify clubSENsational at least 24 hours in advance.
• A valid medical certificate or other supporting documentation must be
provided to request a refund or credit.
4.2 Refund or Credit Options
Once your request and documentation have been reviewed, you will have the option to:
• Receive a refund for the missed session(s), OR
• Obtain a voucher for a future term.
Please Note:
• A maximum of two sessions per term can be refunded or credited.
• After two refunded or credited sessions, any additional missed sessions will not be eligible for a refund or credit.
• Refunds or credits are strictly for medical reasons only. Other personal commitments, schedule conflicts, or non-medical absences do not qualify for refunds or credits.
4.3 Administration Fees & Processing Time
• Any refund will be subject to a 15% administration charge based on the fees for the term package.
• An authorised refund typically takes 10 to 14 working days to process.
4.4 Extended Medical Absences
If a service user requires a postponement of more than two weeks due to a medical condition:
• A full refund will be issued for any sessions that cannot be rescheduled within that timeframe.
• The remainder of the term’s sessions will be cancelled, and no space will be held for the following term(s).
4.5 Documentation Requirement
• Refunds or credits are only issued upon receipt of valid medical documentation.
• If documentation is not provided, we may not be able to process the refund, and our standard cancellation policy will apply.
5. LESSON ARRANGEMENTS & CANCELLATIONS
5.1 Term Schedule & Calendar
A. The official term schedule, including session dates, can be found on our website and will also be included in the booking confirmation email.
B. Our term dates are set independently and may not always align with local school
calendars. Unfortunately, we cannot offer replacements or make-up sessions for any missed lessons due to scheduling conflicts.
5.2 Session Modifications & Cancellations
We strive to ensure that all sessions run as scheduled, but clubSENsational reserves the right to adjust or cancel sessions if necessary. These changes may occur due to:
• The assigned Specialist/Instructor being unavailable due to illness, emergencies, or unforeseen circumstances.
• A service user experiencing illness, injury, or a medical condition that could impact their ability to participate safely.
• Venue-related issues, such as temporary closures, maintenance work, or conditions that make the location unsuitable.
A. In the event of any changes or cancellations, we will communicate with you as soon as possible and provide information on any available alternative options.
B. If an alternative session (date, time, or location) is not suitable for you or if a session must be cancelled entirely, we will provide:
• A session credit that can be applied to the current term or the following term’s fees.
• If you do not re-enrol for the next term, you may request a refund equal to the session credit amount.
6. 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, and safety purposes.
• 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.
7. AGREEMENT TERMINATION
clubSENsational reserves the right to terminate this agreement by providing written notice if any of the following conditions occur:
• Failure to provide accurate health information – If you do not disclose important medical details about the service user that could affect their participation or safety.
• Non-payment of fees – If payment is not made by the due date, and no alternative arrangement has been agreed upon.
• Violation of venue policies – If you or the service user do not follow the health and safety regulations or general rules of the premises where sessions take place.
• Breach of terms & conditions – If any other violation of these terms occurs that affects the operation of our services or the well-being of others.
Termination of the agreement means the service user will no longer be permitted to attend sessions, and no refunds will be issued for unused sessions unless stated otherwise in our refund policy.
8. CHANGES TO TERMS & CONDITIONS
clubSENsational reserves the right to update or modify these Terms & Conditions when necessary. Any changes will be communicated to you through either:
• An updated version of the Terms & Conditions, OR
• A notification outlining any minor amendments.
By continuing to use our services after receiving notice of any updates, you acknowledge and accept the revised terms.
9. GLOSSARY
For the purpose of these Terms & Conditions, the following definitions apply:
• «Specialist/Instructor» – Refers to the trained professional delivering the session or program.
• «We», «Us», «Our» – Refers to clubSENsational LTD, including our staff, instructors, and authorized representatives.
• «You», «Your» – Refers to the person entering into this agreement, typically the parent or guardian of the service user.
• «Service User» – Refers to the individual enrolled in our sessions, programs, or activities.