Booking Terms and Conditions

When you book with Ultimate Activity Camps, we want you to be completely satisfied with the service we offer from the moment you book to when you collect your child after their Camp experience.  Below are the booking terms and conditions which let you know what to expect from Ultimate Activity Camps and what we expect from you.  We will always try to do the best by your child, make sure they are safe and conduct ourselves with integrity and honesty. 

If you have any questions about our Terms and Conditions, please call our Customer Services team on 0330 111 7077 (charged at standard local rate).

Definitions

Ultimate Activity Camps will be referred to as ‘UAC’.

Purchaser is the person making the booking which may or may not be the parent.

Booking

Bookings placed online and over the telephone will be confirmed by email.  We only post confirmation where the purchaser does not have an email account.  Full payment or childcare vouchers constitute acceptance of these booking terms and conditions. Please check the booking confirmation email carefully to ensure the dates, location and details are correct and as expected - please inform us as soon as possible with any discrepancies and at least 14 days before Camp starts.

Payment

UAC accepts payment by credit card, debit card (except American Express) and childcare vouchers - or a mix of these. A booking is only confirmed once we’ve received full payment or confirmation of childcare vouchers payment from your childcare voucher provider. All bookings must be paid in full 28 days prior to the first day of Camp that is booked - bookings within 28 days can still be made but payment must be made in full at the time of booking. If full payment has not been received by this deadline, the booking will be cancelled. Please get in contact with us if there is a problem with meeting payment deadlines.

Bookings that qualify for our ‘Early Booking’ rate or any other promotional offers, need to be paid in full at the time of booking, by credit/debit card, childcare vouchers or a mix of both. If choosing to pay using childcare vouchers, your childcare voucher funds must clear in the UAC bank account prior to the promotion deadline. We recommend allowing at least 5 working days for your childcare voucher provider to process the payment to the UAC account, to ensure we receive the funds in time. For more details on paying by childcare vouchers click here.

Changes to your booking

We know plans change, so you can change booking dates for free any time up to 14 days before the date you would like to change - as long as it’s within in the same season and there is availability. Changes made less than 14 days prior to the date you would like to change will incur a £10 administration fee. All changes to bookings can only be made over the phone and unfortunately, a phone message/ voicemail does not constitute confirmation of your requested date change. If you’ve booked a full week then we can only move the booking as a full week, not split across multiple weeks, unless you are happy to pay the extra cost to split a whole week into days.  Please call our Customer Services team on 0330 111 7077 (charged at standard local rate) to request date changes.

Cancellations

You can cancel a booking up to 14 days before the first date of your booking - we will refund all monies paid minus a 35% of the dates you wish to cancel. If cancellation is less than 14 days before the first date of the booking, unfortunately we are unable to refund any monies. Cancellations due to illness/ injury will be refunded, if you have taken our optional Ultimate Protection Plan - click here for more details.

If you have booked multiple children or weeks you may have received an additional discount for this at the time of booking.  If you then cancel one or more of the child or weeks, you may no longer qualify for the additional discount - the price for the remaining booking will be adjusted to the normal booking rate at the time of cancellation.  

Due to unforeseen circumstances, we may have to cancel some dates but we will try to give as much notice as possible and offer alternative options if available, or refund all monies paid for the dates cancelled.

Insurance and Liability

All children under UAC’s care are covered by Public Liability Insurance up to £5million.

Ultimate Guarantee

We are so confident that children coming on Camp for the first time will have an amazing time that we offer our free Ultimate Guarantee.  We want children to leave our Camps happy and inspired, but if your child is unhappy with an aspect of the delivery of our camp after their first day, let us know and we’ll do everything in our power to make sure the second day is great.  If it’s not, we’ll give you a full refund for the remaining days. 

Special Requirements

Every child on our Camps has access to the same opportunities, although some children may have specific medical, physical or behavioural requirements that need to be taken into account prior to participating in activities. The needs of each child vary, so decisions on how best to include children into our programme, are made on a case-by-case basis. We request that parents of children with specific needs contact our Customer Services team or SENCO to discuss how we can best accommodate their child, and consider whether any special arrangements need to be made. Please note we cannot provide for children requiring personal care, including toiletting.

Illness and First Aid

It is the purchaser’s responsibility to inform UAC at the time of booking of any pre-existing medical, physical or behavioural conditions, or medication requirements, so that we can make provision for the child’s specific needs on Camp. If this information is not provided we reserve the right to exclude the child from some or all activities. 

If a child is deemed too ill by the Camp Manager upon arrival to Camp, we reserve the right to refuse participation on Camp until the child has been symptom free for at least 24 hours. If a child requires medication, our staff can only administer medication if it is specifically prescribed for that child, by a health professional.

Appropriate First Aid will be administered to children in the event of an accident while under UAC’s care.  If the accident is more serious, we may need to call the emergency services and will immediately inform parents.  We have comprehensive procedures for major accidents that all Camp staff are trained in.

Ultimate Protection Plan (UPP)

UAC offer optional Ultimate Protection Plan which means we will refund you for any day(s) missed due to illness or injury, or allocate your child to new dates in the season if they’re available.  We cannot offer refunds for missed days due to child illness unless you take the optional Ultimate Protection Plan (UPP). The refund will not include the cost of the UPP option. UPP must be taken at the time of booking or at least 14 days before the first date of your Camp booking. In the event of a claim for illness greater than 2 days, all we need is a doctor’s note within 14 days of the illness date. If you wish to take out the UPP, you will need to purchase the same quantity of UPP's as child days booked, for each child- i.e 4 days of camp requires 4 UPP's. Please note that UPP does not apply to Ultimate Survival courses.

Changes to Camp Availability

Information given on the website and in printed materials are correct at the time of publishing and printing.  We may need to change dates, location or activity options due to unforeseen circumstances (or adverse weather), but we will inform you as soon as possible.  Not every activity featured on our website or printed material is available at every location - please check location pages on the website for activities available at each location.

Photography and Video

On occasion, Ultimate Activity Camps may employ the services of a suitable and DBS cleared photographer to take marketing pictures on camp. These photos may be used in our marketing materials including for our brochures, flyers, website and occasionally our social media - for your child's protection, we will never include the names of children with photos. If you do not wish for your child to be in any marketing materials please let us know by contacting the Head Office.

Policies and Procedures

For our full policies and procedures document, please email our Customer Services team at help@ultimateactivity.co.uk.

Child Exclusion

UAC reserves the right to exclude any child for any reason, including but not limited to inappropriate parent or child behaviour, illness, bullying and repeated late collection. For international children attending Ultimate Activity Camps, we require a reasonable level of spoken English to ensure children can understand safety and activity instructions - we reserve the right to exclude a child if their English comprehension is such that it may affect the safety of the child or other children on Camp. Refunds will not be offered for remaining days when a child is excluded.  No refund will be made for days missed and no compensation will be made for any other costs or losses incurred as a result. 

Feedback

We want to give your children the most amazing Camp experience possible, and give you peace of mind that you have chosen the best Camp for your child.  If you are not entirely satisfied with our service, please let us know as soon as possible so we have the opportunity to resolve it right away.  Let your Camp Manager know as soon as possible if you have any complaints or concerns, or call our Customer Services team on 0330 111 7077 (charged at standard local rate). We will do everything we reasonably can to put wrongs right.

Details on how to get in touch with Ofsted (our regulator), can be found on camp. 

Data Protection

We are registered under the Data Protection Act and will treat all your, and your child’s, Personal Information as confidential.  We will keep it secure and we will fully comply with all applicable UK Data Protection Act and consumer legislation. We may use your information to tell you about other product or services that Ultimate Activity Camps, or Active Education Limited its holding company, offer.  Once your booking has been provided, you may unsubscribe from our database at any time. Please see our Privacy Policy for full details.

Ultimate Activity Camps is owned and operated by Active Education Limited.

Ultimate Activity Camps
Compass House,
1 Farmoor Court
Farmoor, 
Oxford
OX2 9LU


Please be aware that all staff staff at Ultimate Activity Camps have a legal duty to respond if we suspect a child may may be suffering a form of abuse, or if a child discloses information to us. We take this responsibility very seriously and expect all of our staff to be vigilant for the signs of abuse. Ultimate Activity Camps train all staff in spotting the signs of abuse and the procedures to take in the case of a disclosure.