Our Terms and Conditions

Our Young Explorers HQ Terms and Conditions outline everything you need to know about how we operate – including bookings, cancellations, behaviour expectations, safeguarding, and how we manage your child’s safety and wellbeing.

By booking a session with us, you agree to these terms.

Booking and Payment

• All bookings must be made through the completion of the Enrolment Form provided by Young Explorers HQ.
• Full payment is required at the time of booking to secure a place.
• Sessions are subject to availability, and places are allocated on a first-pay, first-served basis.

Cancellations and Refunds

Parent Cancellations
• Cancellations Within 14 Days of the Start of Term: If you cancel within 14 days of the start of term, no refund will be given.
• Withdrawals After Term Has Started: Once the term has begun and your child has attended one or more sessions, no refunds or credits will be issued for any missed or remaining sessions.
• Non-Attendance: No refunds or credits will be provided for non-attendance or missed sessions during the term.

Provider Cancellations
• If Young Explorers HQ cancels a session due to unforeseen circumstances (e.g., staff illness, venue issues), parents will be offered a refund or credit towards a future session.

Cancellations Due to Unforeseen Circumstances
• In the event that a session cannot go ahead due to circumstances beyond our control – such as school closures, extreme weather, public health measures, or other force majeure events – no refunds or credits will be issued.
• The school will usually communicate any closure or disruption directly with parents. As a club that operates in partnership with the school and uses its facilities, we will also aim to inform parents as early as possible if a session is cancelled for any reason outside our control.

Sickness Policy

• If a child is unable to attend due to illness, no refunds or credits will be offered for missed sessions.
• If a child becomes unwell during a session, parents/carers will be contacted immediately, and prompt collection must be arranged.
• Children who are unwell or showing signs of a contagious illness should not attend sessions.
• Children must remain at home for at least 48 hours after the last episode of vomiting or diarrhoea, in line with public health guidance.
• We do not administer medication unless it is essential and has been pre-agreed with the club. A medication consent form must be completed in advance, and any medication provided must be clearly labelled with instructions.

Absence and Collection

• Parents/carers must inform Young Explorers HQ directly if their child will be absent from a session – even if the school has already been informed.

• We follow the school’s safeguarding procedures regarding child collection. At the start of each term, parents/carers must provide details of the authorised adult(s) who will collect their child.

• If there is any ad-hoc change to the usual collection arrangement (e.g., another adult is collecting your child, or they are walking home), you must inform us directly before the session starts.

• Children will only be released to individuals named on the collection list unless prior written consent has been provided – this is essential to ensure the safety of every child in our care.

• Children must be collected promptly at the end of the session. A late collection fee of £5 for every 10 minutes will apply if a child is not collected on time. This fee helps cover additional staffing costs and ensures the smooth running of the club.

Safeguarding and Child Protection

• Young Explorers HQ is committed to maintaining a safe, supportive, and inclusive environment for all children.
• All staff members are fully vetted, trained in safeguarding, and hold enhanced DBS checks.
• Any safeguarding concerns will be handled in accordance with our Child Protection and Safeguarding Policy, following legal and regulatory requirements. The Young Explorers Designated Safeguarding Lead (DSL) is Mrs Martha Light. You can email the safeguarding DSL at safeguarding@youngexplorershq.co.uk
• If we have concerns regarding a child’s safety or wellbeing, we reserve the right to report these concerns to the appropriate authorities.

Behaviour and Conduct

• We promote a positive, inclusive, and respectful environment for all children and staff.
• If a child displays unsafe, disruptive, or inappropriate behaviour, our team will make every effort to manage the situation in a supportive and constructive way. However, we reserve the right to remove a child from a session if their behaviour poses a risk to themselves or others.
• In cases of persistent unsafe, disruptive, or inappropriate behaviour, where it is determined that a child can no longer attend, Young Explorers HQ reserves the right to cancel their place. Any refund in such circumstances will be at the discretion of Young Explorers HQ.

Disclosures

• To support your child’s safety, wellbeing, and enjoyment at our club, parents/carers are required to complete the onboarding form at the start of each term. This ensures we have the most up-to-date information about your child.
• The completed form must include details of any medical conditions, allergies, or health issues affecting the child.
• The completed form must include any concerns about the child’s safety, wellbeing, or behaviour.
• The completed form must include any family circumstances or court orders that may impact the child’s participation.
• It is the responsibility of the parent/carer to inform us of any changes during the term. Failure to disclose relevant information may result in your child being unable to attend or being removed from sessions, without refund.

Photography and Media

• We may occasionally take photographs or videos during sessions for use in staff training, social media, and promotional materials.
• As part of our enrolment process, the Young Explorers HQ Child Enrolment form includes a section where parents/carers can indicate whether they give consent for their child to be included in photos and videos.
• If you do not wish your child to be photographed or filmed, please make sure to withhold consent on the enrolment form and/or notify us in writing before the session begins.

Liability

• Young Explorers HQ takes all reasonable precautions to ensure the safety and wellbeing of children during sessions. However, we cannot accept liability for the following:
• Accidents or injuries unless they are the result of our negligence.
• Loss or damage to personal belongings brought to sessions.
• Injuries arising from pre-existing medical conditions, normal play activities, or failure to follow instructions.
• Young Explorers HQ holds Public Liability Insurance, which covers accidents and injuries that may occur as a result of our negligence.

Data Protection and Privacy

• We collect and process personal data in line with UK data protection laws (UK GDPR).
• For full details on how we collect, use, store, and protect your personal data, please refer to our Privacy Policy, available at: /privacy-policy/

Changes to our Terms and Conditions

• We reserve the right to update these Terms and Conditions at any time. Any changes will be published on our website and communicated to parents where necessary.

Personal Property

• Children should not bring valuable or unnecessary personal items to sessions.
• Young Explorers HQ accepts no responsibility for any lost, damaged, or stolen belongings brought to the club.

Food and Drink Provisions

• We operate a strict nut-free policy to protect children with severe allergies.
• If your child has specific dietary requirements or allergies, this must be clearly stated on the onboarding form. We will do our best to accommodate reasonable requests, but parents may be asked to provide suitable alternatives where necessary.

• A light snack and drink may be provided during sessions.

Equal Opportunities and Inclusion

• Young Explorers HQ is committed to providing an inclusive, welcoming environment for all children, regardless of their background, ability, or individual needs.
• We do not tolerate discrimination or exclusion in any form and expect all staff, children, and parents to support our commitment to fairness, equality, and mutual respect.
• Where possible, we will make reasonable adjustments to support children with additional needs. Please ensure any relevant information is provided during the enrolment process.

Complaints and Feedback

• We welcome feedback and aim to resolve any concerns quickly and fairly.
• If you have a complaint, please speak to a member of staff in the first instance or email us at hello@youngexplorershq.co.uk
• We aim to acknowledge complaints within 3 working days and provide a full response within 10 working days.

Contact Us

For any questions or concerns about your data or our policies, please contact:
hello@youngexplorershq.co.uk

Last updated: 27.04.2026