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Booking Conditions, Data Protection and COVID-19 information

Your Responsibility

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. 

As a result of recent Government advice regarding COVID-19 hand hygiene and social distancing, we are afraid that no portable gaming devices are allowed on site unless previously confirmed by management. This includes handheld consoles (e.g. Nintendo Switch) as well as tablets (e.g. iPads, Samsung, etc). 

Please note: any mobile phones brought on site should only be used to play age appropriate games. Under no circumstances are children allowed to take photographs, use social media, access the school Wi-Fi, or call or message anyone from their phone. If a child needs to contact their parent or guardian during Holiday Action, then this must be disclosed to the Holiday Action Operations Manager who will contact them on their behalf.

Mobile phones can only be used during playtimes in the designated area overseen by Holiday Action staff.

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.

Children can be: 

  • Dropped off between 9.00am and 9.15am
  • Collected between 4.15pm and 4.30pm

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 they will need to bring their own armbands (we cannot provide these due to current COVID restrictions). Our lifeguards will have the final say on whether children will be allowed to swim. Please be assured that all current COVID Government guidelines will be followed to ensure your children are able to swim safely. 

Due to COVID restrictions swimming is only available for children in School Years 2 to 7. 

Children in our older groups (Kingfishers / Hawks / Eagles / Herons) 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  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.

COVID-19 information

The safety of all children, parents and staff remains our primary concern. For Holiday Action we will do everything within our power to ensure the highest possible safety standards, including:

  • GROUPS - children and staff will be kept in their groups for the week and will not mix or crossover with any of the other groups during this time. This will ensure the safest possible environment for children and staff as they will interact only with others within their group. 
  • HANDWASHING - regular handwashing and use of hand sanitiser - all staff and children will be required 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 after every use. Training has been provided for all staff on the correct cleaning technique
  • DISTANCING - regular reminders regarding social distancing - whilst on site we will regularly reinforce the importance of social distancing for children, whether they are taking part in an activity, sitting down for lunch, or out to playtime. 
  • ACTIVITIES - planning of suitable activities for the children to enjoy whilst still staying safe - all of the activities we have planned have been carefully adapted so as to comply with Government Guidelines regarding hygiene and social distancing. Sport sessions will be 'skill based' and will be structured to avoid contact and proximity
  • STAFF - staff members allocated to each group will stay with them throughout the week and will lead the majority of activities for their group during that time. Staff to wear face coverings where social distancing is not possible and when using corridors and communal areas
  • SPECIALISTS - where external members of staff have been booked to provide specialist activities during specific days (e.g. Art & Craft, Martial Arts or Fencing) measures have been put in place to ensure that activities are suitably socially distanced, rooms are well ventilated, all resources cleaned after each session and face shields worn by staff.  

Furthermore, we kindly ask that you familiarise yourself with our 'Do and Do Not Guides' before arriving on site.

Guidance for children:


  • Hand sanitise as soon as you come on site
  • Avoid touching your face
  • Avoid contact with other children and staff. You must maintain a distance of 2m between yourself and others
  • 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
  • Wash your hands after every activity and use the hand sanitising gel provided
  • Wash your hands after going to the toilet and use the hand sanitising gel provided
  • REMEMBER – handwashing should take between 20 and 30 seconds with warm water and soap.
  • Ask staff to refill your water bottle using the water dispenser provided
  • Throw all of your rubbish away after lunchtime/snack times

Do not

  • Share food or drink at breaktime or lunchtime
  • Sit face to face with another person. You must maintain a gap of 2m between yourself and the next person.
  • 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 children or older only

Guidance for parents:


  • 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
  • Where it is possible to walk or cycle please do so; or failing that please use a private vehicle (providing you are only transporting those from within your own household)
  • Drop off and collect your children at the Warwick Junior School playground entrance (black gates). Where possible, only 1 parent or carer per family should drop off and collect
  • Provide your child with a packed lunch and refillable water bottle, making sure that both are clearly named to avoid unnecessary contact.
  • 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.
  • Ensure your child arrives with 24 hour sun cream applied and a sunhat in the event of hot weather
  • Read the latest government guidance for parents and carers 

Guidance for parents and carers of children attending out-of-school settings during the coronavirus (COVID-19) outbreak - GOV.UK (

Do not

  • Come onto the playground yourself
  • Send your child in if they, or anyone else in your family, 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 ensure that your child does not bring any portable gaming devices onto site unless previously confirmed by management. This includes handheld consoles (e.g. Nintendo Switch) as well as tablets (e.g. iPads, Samsung, etc). Mobile phones are permitted but only for Year 6 children or older. These are to be used only during the designated breaktimes and under staff observation. Phones must only be used to access age appropriate games. Social media, phonecalls, messaging and texting are not allowed.
  • Please do not bring any foods containing nuts onto site

We appreciate your support and understanding 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.

Our Responsibility

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.

Additional information 
  • 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 / or Adrian Bevan on 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
  • 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.
Emergency 'On site' number

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 .  Should you have any questions about how your data is held or used, please do not hesitate to contact us at .

Privacy Notice - Google Forms 

The following privacy notice applies to surveys and questionnaires which collect data using Google Forms. 

Purpose for processing
Collecting feedback.

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
Google, as providers of Google Forms – the software used to manage this survey. Google’s privacy policy explains how Google will collect, safeguard and process your data on behalf of Warwick School -

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.