Booking Conditions, Data Protection and COVID-19 information
It is the responsibility of the parent/guardian to advise us when booking of any disabilities/illnesses/social or behavioural problems that a child has, or has recently experienced, which might affect the child or other children attending.
The children are expected to have regard for their own and others safety and well-being, and respect their own and other people’s property.
Warwick School Holiday Activities accept no responsibility or liability for any personal possessions bought to the Holiday Club. Children must assume personal responsibility at all times and we recommend not to bring valuable items.
We recognise that it is increasingly difficult to police the use of mobile phones by pupils, but the following rules apply on site at Warwick School Holiday Action:
- Mobile phones are permitted at Warwick School Holiday Action for children in School Years 6 and 7 only.
- Phones are bought onto site at the owner’s own risk and Warwick School Holiday Action does not take any responsibility for any loss or damage incurred.
- Use of phones is restricted to breaktimes and lunchtimes and only within the designated ‘Phone Zone’ which is monitored by staff. Phones should be kept safely in their bags during activity sessions and at all other times, including drop-off, registration and pick-up.
- Staff on duty in the ‘Phone Zone’ will actively and closely supervise the use of mobile phones.
- The ‘Phone Zone’ is for playing age appropriate games only, i.e. downloadable games that have an age certificate (PEGI rating) appropriate for the age of the children playing them
- Pupils are not allowed to use their phones to:
- Access or post on any social media websites (Facebook, YouTube, WhatsApp, Twitter, Instagram, Tik Tok, Snapchat, Reddit, Pinterest, etc)
- View, take or share photos/videos - including content downloaded from 3rd party websites and social media
- Make calls or send texts/messages. Any calls to parents must be made by Holiday Action management.
- Play music
- Access the school WIFI
- Cause upset or distress to another pupil.
- If pupils are seen to be accessing inappropriate material or sites this will be immediately stopped and reported to management.
Children will not be permitted to wear jewellery when taking part in sporting activities.
Please do not bring any food containing nuts onto the site.
If necessary please print and complete the permission to administer medication / pre-existing injuries form found in the 'Medication forms' area. This form must be handed in to the Community Activities office on the first day of arrival.
Please note if suncream is required we ask that you provide this for your child and apply before coming to the course. If re-application is required children will be required to do this and members of staff will supervise.
Swimming & Kayaking
If your child would like to swim, then please bring a swimming costume and towel (goggles are optional). Children will need to be able to swim at least 1 width of a recognised stroke (not doggy paddle) to be allowed to take part. If your child is not a confident swimmer, then flotation aids can be provided. Our lifeguards will have the final say on whether children will be allowed to swim.
Swimming is currently only available for children in School Years 2 to 7.
Children in our older groups (School Years 4 to 7) will also have the opportunity to take part in Kayaking on select days.
Dietary Requirements and Food Allergies
Please inform us at the time of booking if your child has any dietary requirements or food allergies. We request that children and parents do not bring any food containing nuts on site. For more information on food allergies, and the 14 key allergens please see https://www.food.gov.uk/safety-hygiene/food-allergy-and-intolerance Please speak to a member of our team if you have any questions concerning what to pack in your child's lunch box.
Please check the course you book is the correct age group for your child. The bookings team will contact you in the event of an incorrect booking but cannot guarantee availability on an alternative course.
What will happen if we get a confirmed COVID case
In line with the latest Government guidance on testing and self-isolation, we can confirm the following process will be taken if a positive COVID case is confirmed at October Action:
- The individual who tested positive will be required to stay at home and follow the latest Government advice
- Holiday Action will identify all other individuals who came into close contact with the confirmed case
- Holiday Action will then get in touch with those affected and advise them to take a PCR test as soon as possible.
- Identified close contacts will not be required to self-isolate and will still be able to attend October Action whilst they are awaiting the outcome of the PCR test, providing they are not a sibling of the confirmed case (see below), are not displaying symptoms, are fully vaccinated and/or they are below the age of 18 years and 6 months.
- If this PCR test is positive, then the process will be restarted for that individual. If the test is negative, then no further action is required.
PLEASE NOTE: In line with advice that we have received from Warwickshire Public Health, we will be implementing 'Test and Release' for siblings of positive cases. This means that siblings of a positive case will be asked to stay at home until they (the non-positive sibling) have received a negative PCR test. They will then be asked to take daily Lateral Flow Device tests for the remaining days of a ten day ‘isolation’ period.
Thank you for your understanding.
Our current COVID protocols
Please be assured that we will continue to enforce positive routines where necessary to keep all children and staff as safe as possible whilst they are with us on site, including:
- HAND HYGIENE - regular hand-washing and use of hand sanitiser - all staff and children will still be encouraged to wash their hands before coming on site and, whilst on site, time will be allocated across the day to allow staff and children to do similar before and after activities
- CLEANING - regular cleaning of all resources and touchpoints - we will ensure that all equipment and facilities are thoroughly cleaned before first use. Similarly, time and resources have been allocated to make sure equipment/facilities are cleaned throughout the day. Training has been provided for all staff on the correct cleaning technique
- STAFF - staff to wear face coverings when using corridors and communal areas. All staff are encouraged to take 2x weekly Lateral Flow Tests.
- VENTILATION - where the weather allows, we will continue to ensure that all rooms and spaces used are well ventilated
Updated Do and Do Not Guides
Guide for Parents
- Wear a face covering indoors when dropping off and picking up your child
- Let us know about any medical, dietary or educational needs your child may have in advance of your arrival. This will help us to plan the best possible care for them whilst they are on site
- Ensure that yourself and your children have washed their hands thoroughly before arriving
- Please ensure that your child arrives dressed suitably for the weather - layers are always a good idea, including a hoodie or jumper, plus a waterproof coat in the event of rain.
- Please ensure all property is clearly named in the event that it gets misplaced
- Read the latest government guidance for parents and carers
- Send your child in if they are showing symptoms of COVID-19 (a persistent cough, fever, loss or change of smell/taste, and shortness of breath). Please refer to the latest government guidance for households with possible coronavirus infection
- Please do not bring any foods containing nuts onto site
Guide for Children
- Hand sanitise as soon as you come on site
- Let a member of staff know immediately if you develop any of the following symptoms during the day - a persistent cough, fever, loss or change of smell/taste, or shortness of breath
- When coughing or sneezing, please make sure you do so into a tissue or (failing that) into the crook of your elbow. All tissues should then be disposed of into a rubbish bin, and your hands washed thoroughly afterwards
- After every activity, wash your hands or use the hand sanitising gel provided
- Wash your hands after going to the toilet
- REMEMBER – handwashing should take between 20 and 30 seconds with warm water and soap.
- Share food or drink at breaktime or lunchtime
- Allow anybody else to touch your mobile phone (if you have one with you) – please note, that mobile phones should be brought in by Year 6 and 7 children only
We appreciate your continued support in keeping everyone safe whilst on site.
For more information, the Government has released the following guidance for parents and carers to support them to understand how they can reduce the risk of transmission of the virus, if they choose to send their children to out-of-school settings.
The director and the staff will do all that they can to make each child’s experience as safe and enjoyable as possible. If your child has a problem please discuss it with their group leader initially.
We do not tolerate bullying or prejudice and fully reserve the right to exclude any child if their behaviour is incompatible with the enjoyment and well-being of others.
Health and safety is of paramount importance at all time at Warwick School Holiday Activities and it is expected that those participating in activities must adhere to any regulations deemed necessary by Holiday Activities at all times.
From time to time, we take photographs for marketing purposes. If you DO NOT agree to your child being photographed, please advise us in writing at the time of booking.
- Names will be added to the course register once a booking form and payment has been completed.
- Confirmation of your place will be sent via email.
- Contact Dan Partridge on D.Partridge@warwickschools.co.uk / or Adrian Bevan on A.Bevan@warwickschools.co.uk or telephone 01926 735473.
- All course participants should bring snacks, drinks and suitable clothing for the weather.
- Full day course participants will require a packed lunch (No fridge available). Please avoid packing any food containing nuts.
- Children participating in Holiday Action at Warwick School may take part in Indoor Wall Climbing (both roped climbing and non-roped traversing or bouldering) and pool kayaking as part of the program of activities. Adventurous activities such as these have some elements of risk and this will be managed in an appropriate manner by competent staff. Our instructor will have final say on whether children will be allowed up the climbing wall depending on suitable clothing and appropriate behaviour.
- Once a booking has been confirmed it may not be possible to make changes due to staff/child ratio. Refunds will only be considered on medical grounds and when supported by a doctor’s note.
- Voucher payments and Tax free childcare should be paid within 5 days on receipt of booking confirmation and a screenshot sent to Adrian Bevan using the email address below.A.Bevan@warwickschools.co.uk
- Our staff expect to be treated with respect from parents and any verbal or physical abuse will not be tolerated.
- Bookings are taken on a first come, first served basis. A waiting list is offered and a member of the bookings team will contact you if a space becomes available on your chosen course.
Please contact Dan or Adrian on:
07738 640117 or 01926 735473
At Warwick Independent Schools Foundation (WISF) we take great care to protect your personal information. When making a booking with us, you will be added to our customer database: your details will be held securely and will only be used to provide the best possible holiday childcare services for your child, and to ensure that your child is safe within our care. Your personal details will be used to contact you in case of emergency, and your child’s details (e.g. name, age and medical information) will be passed on to the relevant group leader(s) to ensure that your child gets the most out of his/her time at Holiday Action.
To reflect recent changes to data protection law arising from the EU General Data Protection Regulation (GDPR), we will keep your contact information on our database, and if you have asked to be added to our mailing list we will email you from time to time with relevant information about future holiday activities. You can ask to be removed from our mailing list at any time by emailing A.Bevan@warwickschools.co.uk . Should you have any questions about how your data is held or used, please do not hesitate to contact us at A.Bevan@warwickschools.co.uk .
The following privacy notice applies to surveys and questionnaires which collect data using Google Forms.
Purpose for processing
Personal information collected and lawful basis
The IP address used to submit answers will be automatically collected but will not be used in any analysis of responses.
Who we may share your information with
Information you provide in any additional correspondence to our surveys and consultations, including personal information, may be disclosed in accordance with the Freedom of Information Act or Environmental Information Regulations. If you want the information that you provide to be treated as confidential, including your contact details, please tell us why, but be aware that, under the under the legislation we cannot always guarantee confidentiality.
How long we will hold your information
Warwick School will store the data securely and erase it within four years of the survey being completed.
The School is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.