VIM Camps Ltd

Terms and Conditions


  • All bookings must be made through:
  • All bookings are subject to availability
  • The person making the booking accepts the booking conditions on behalf of the account holder
  • All bookings must be paid for at time of booking unless you are paying by Childcare Vouchers/Tax Free Childcare.

Cancellation Notice and Charges:

  • It is the account holder’s responsibility to cancel sessions.
  • Any booked sessions which are not attended are still charged unless 7 days’ notice is given.
  • Parents must inform if their children are arriving late.
  • Holiday booking day swaps can only be made subject to availability and with a minimum of 5 days’ notice of the session you want to change. This must be done by email
  • Any booked sessions which are not attended are still charged.
  • All bookings must be made prior to arriving onsite. If you arrive at a site and have not booked your child may only be able to stay if your child attending does not affect the staff to child ratio of 1 adult to 10 children.
  • It is the parents’ responsibility to inform the school if their child will not attending after school club.
  • It is the parents’ responsibility to let the school know of any late cancellations.

Special Offers and Discount codes

  • Discount vouchers or offers can only be used for the purpose stated.
  • Only one offer or discount code can be used per booking.
  • Each voucher code can only be used once per customer.
  • Each voucher code can only be used on one booking and will not be valid if you would like to book further days on a separate booking before the voucher deadline ends.
  • Offers and discounts may be withdrawn at any time.

Payments and Overdue Balances

  • Types of payment available are Credit/Debit card, Childcare Voucher/Tax Free Childcare.
  • When paying by Childcare Vouchers, please use your child’s full name as the payment reference.
  • Having an overdue balance may lead to the termination of your child’s place within the club.
  • VIM Camps will pass any unrecovered fees to an external debt collection agency. Any fees associated with the debt collection will be passed on to the debtor.

Late Collection Fees:

  • A charge of £8 per 20 minutes will be applied to all collections made after the advertised session end time.

Safeguarding and Welfare:

  • We are committed to safeguarding all the children in our care from harm and abuse.
  • VIM Camps are obligated to report any suspected child abuse or neglect to the relevant authorities.
  • Parents must inform VIM Camps of any conditions that may affect their child (medical, learning, behavioural, etc). If full information is not provided, this may result in VIM Camps excluding them from certain activities or if it felt necessary, excluding them from using VIM Camps. In such circumstances no refund or credit will be paid.
  • Please refer to our safeguarding policy at: (info / policies & procedures)


If your child requires medication of any sort, including an inhaler, the following must be in place before your child can attend:

  • Completed Health Care Plan, please contact who will email this to you
  • Permission to Administer medication form, please contact who will email this to you
  • If we are required to administer prescribed medication, it will need to be in the box with the prescription label on it, clearly showing your child’s name, age, and dose required.

Please note: If the above is not in place, your child will not be able to attend the session


  • Children can only be collected by an adult over the age of 16 who has been authorised to collect them which is done by the parent adding collectors on their account as a collector.
  • If you would like your child to collected by a different adult please let a member of staff know or email


Any babysitting/care arrangement between parents and VIM Camps staff is entirely separate from any agreement with VIM Camps. VIM Camps do not take responsibility for such private arrangements, although any behaviour that has a negative effect on the business may be considered misconduct and will be dealt with in accordance with the Disciplinary Procedure.


  • VIM Camps reserve the right to exclude or refuse any person 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 available.

Forced Closures:

  • If VIM Camps is forced to close due to an external factor such as bad weather, infectious or contagious disease outbreak, Power cut, or by order of Local Authority or Environmental Health, customers will still be liable for fees incurred during the entire period of closure.

Schedule Changes:

  • VIM Camps may need to amend activity programmes, schedules, services, dates, times and/or venues on occasions that may be out of our control. This will be without refund or compensation to the customer.


  • VIM Camps occasionally take photographs and videos at our venues which can be used for letting parents know what the children get up to while they are with us as well as marketing and promotional purposes, including on social media. If you would rather your child was not included in any photographs, please ensure your you click ‘no’ to photographs being used on your child’s details on your Magic Booking account. Please refer to our use of photo policy (info/policies & procedures)


  • If you or your child were not entirely satisfied with the services we provided, we would appreciate the feedback. Please see our complaints procedure for official steps. If you feel the complaint outcome is insufficient or would like to escalate your grievance further, please email


  • VIM Camps do not accept liability for personal injury or death of any participants unless directly caused by the proven negligence of the company or its servants.
  • VIM Camps take no responsibility for any items that are lost/stolen or damaged at the club.

Lost Property:

  • On request, VIM Camps will endeavour to return items that can be identified. Postage costs of lost property are the responsibility of the parent. Unclaimed Holiday Club lost property will be distributed to local charities two weeks after the school holiday.

Parent Abuse of staff:

  • The threat or use of physical violence, verbal abuse, intimidation or harassment towards our staff is likely to result in a termination of all direct contact. Such incidents may be reported to the police, and this will always be the case if physical violence is used or threatened.

Data Protection:

  • VIM Camps collect personal details for you and your child to register and enable us to process your booking. It is your responsibility to ensure that you have the necessary permission to pass on the personal details of everyone required. Company Name may hold some of your details for future marketing purposes. Please let us know if you do not want to receive future communication from VIM Camps.
  • For VIM camps policies and procedures, please visit:
  • Parents must agree also to the terms and conditions of our booking system to book with us through their Magic Booking accounts.