Super Star Sport West London Booking Terms and Conditions


When you book with Super Star Sport West London, these Terms and Conditions and other information such as our Policies and Procedures document define the agreement between us and let you know what to expect from Super Star Sport West London and what we expect from you. If you have any questions about our Terms and Conditions, please call our Operations Manager on 07949 259 864 or email at info@superstarsportwl.co.uk.


  1. Bookings


  • Bookings made online or by telephone will be confirmed by email.

  • A booking is confirmed when we receive payment and receipt of these constitutes acceptance of these terms and conditions.


   2. Payments

  • Super Star Sport West London accepts payment by credit card, debit card and cash. All bookings must be paid in full before camp starts or your children will not be able to attend camp.

   3. Offers and Discounts

  • The best available price will always be offered to you at the time of booking.

  • Discounts cannot be used in conjunction with each other. If you have multiple discount codes, the best rate will be offered to you.

  • Super Star Sport West London cannot apply discounts retrospectively and discounts must be applied at the time of booking. Discount will end at midnight on the day advertised.


    4. Late Pick-up

  • All children MUST be collected by 3.30pm from camp and fifteen minutes after the end of an after school club (unless timings are otherwise specified at time of booking).

  • If for any reason you are unable to collect on time, we ask that you call the Operations Manager on 07949 259 864 as soon as possible.

  • You will be charged a late pick-up fee of £8 after fifteen minutes late after the end of an activity, and £1 for every minute thereafter.

  • If we have no contact from a parent/guardian by thirty minutes after the end of an activity, we will contact Social Services to advise them we have an uncollected child.

  • We reserve the right to refuse future bookings from parents who continually pick up late.

   5. Changes or Cancellations

  • If you give us at least 48 hours’ notice before the camp date(s) you would like to cancel, we will refund all monies paid.

  • If you give us less than 48 hours’ notice before the date(s) you would like to cancel, refunds will be issued at the discretion of the company.

  • In the case of a block of club sessions being cancelled, refunds will only be issued on a case to case basis. No refunds will be issued in the event a club session is missed.

   6. Extended Care

  • Our standard extended care hours for camps are 8.30am to 9am and 3pm to 3.30pm. Some venues times vary and this is confirmed at the time of booking.


   7. Your child’s information

  • It is the responsibility of the person making the booking to ensure that all details provided are accurate, in particular full information about each child, including medical and other special educational needs, and emergency contact information. If we do not have all this information before camp starts, your children will not be allowed on camp.

   8. Special requirements

  • Super Star Sport West London recognises that the needs of individual children vary, and will endeavour to accommodate children with specific needs and/or medical conditions in our sessions. It is our policy not to exclude any child due to specific needs and/or medical conditions wherever possible.

  • It is the responsibility of the parent/carer to inform us of any medical conditions and special educational needs or disabilities, whether booking online or over the phone, so we can discuss how best to accommodate the child, and consider whether any reasonable adjustments can be made to ensure they are able to fully participate and enjoy the activities on camp within the staffing ratios provided for their age group. The needs of each child vary so decisions are made on a case-by-case basis and depend upon the level of support each individual child may require.

   9. Ratios

  • We are not able to provide additional staff to support a child above our standard club ratios of 1:20 irrespective of any specific needs or medical conditions.

  • Where we feel that a child is not coping within these ratios, we reserve the right to ask the parent/carer to come and collect their child.  No refund will be available.

  • Where a child does require one-to-one support, Super Star Sport West London will permit parents/carers to attend sessions to support their child, providing the Super Star Sport West London safer recruitment standards are met.

  • Super Star Sport West London does not provide one-to-one support.

  • We are happy to accommodate a child with specific needs on a paid trial basis and reserve the right to review further bookings.

   10. Illness and Medication

  • Super Star Sport West London requires that all children who are ill or infectious be kept home for the full duration of their ailment, and for 48 hours after the last symptom occurs.  

  • Super Star Sport West London will only administer medication if it has been prescribed by a doctor or other health professional.

  • A medical administration form will need to be filled in before Super Star Sport West London staff are allowed to administer medication.

  • Essential prescribed medication including Epipens must be handed in to the Camp Leader or School for safe-keeping.

   11. First Aid

  • In the event of an accident, first aid will be administered to children in our care, and the emergency services will be called if necessary.

   12. Child Exclusion

  • Super Star Sport West London has a responsibility for ensuring the well-being and safety of all children in our care and have approved procedures for managing behaviour.

  • The company follows a zero tolerance policy on discrimination, bullying and persistent poor behaviour of any kind, irrespective of any special needs. On rare occasions, and in more serious cases, we reserve the right to ask parents to remove children from camp either for the remainder of the day (part exclusion), or for the rest of the season (full exclusion).

  • No refund will be made for any remaining days booked, and any costs associated with the exclusion will be the parents’ responsibility.

  • We reserve the right to exclude a child at any time prior to or during a session due to illness. The parent/carer will be expected to come and collect their child.

   13. Notice of Absence

  • If a child is not attending a scheduled day on camp or club, parents/carers must call the Operations Manager on 07949 259 864 to allow us to update records.

   14.Off-camp activities

  • At some camps we may offer optional extra excursions and activities. All our usual standards of care and supervision apply.

   15. Programme and activities

  • From time to time, we may need to change venues, dates, activities and courses for reasons within or outside our control.

  • Activity programmes are subject to change in the event of unsuitable weather or other circumstances beyond our control.  

  • Timetables displayed on camp are a guide and are subject to change. Specific extra activities such as swimming (where available) and archery are scheduled in as much as possible, however, if you are booking individual days, we cannot guarantee these activities will fall on those particular days.

  • In exceptional circumstances we may have to cancel particular dates at a venue, and in this event, we will try to give those booked onto the programme at least 14 days’ notice and will offer a suitable alternative if one is available, or refund all monies paid for the dates cancelled, if preferred.

   16. Personal Property

  • All your child’s personal property is your responsibility and Super Star Sport West London is not liable for any lost or damaged property on camp.

  • If you believe that your child has left an item on camp, please contact the Camp Leader who will do their best to assist you.

  • Lost property will remain on camp until the last day of the season and should be collected before the last day.

   17. Mobile Phones and Electronic Devices

  • All mobile phones and electrical devices are prohibited on camp. If found, children will be asked to place the device in the Camp Leader’s box which will be locked and secured at all times.

  • The device will be returned to the authorised parent/carer at the end of the session.

   17. Insurance

  • All children in our care are covered by our Public Liability Insurance.

   18. Photography / Filming

  • Please be aware that Super Star Sport West London occasionally take photographs/video footage of children at camp for promotional reasons. If filming is due to take place, camp staff will inform all parents on arrival and your children can be opted out if you wish. Alternatively, on all booking forms there is an option to opt out of any photography.

   19. Parent Feedback / Complaints

  • If you have concerns or suggestions, please tell us; we value your feedback and use it to develop and improve our services.

  • If you have a concern regarding camp, this should initially be raised with your child’s Camp Manager. If you are unable to resolve the issue, then the Operations Manager should be able to assist you on 07949 261 124.

   20. Safeguarding

  • Super Star Sport West London has legal obligations in relation to safeguarding and any suggestion of child abuse or neglect will be investigated and reported to our regulator, or relevant local authorities and agencies.

  • If your child does not arrive at a Super Star Sport Session and we have not been advised of their absence by their parent/career, we will begin our missing child procedure as per our policies and procedures.

   21. Policies and Procedures

  • Click here for our full policies and procedures.

   22. Data Protection

  • Super Star Sport West London is registered as a Data Controller under the Data Protection Act 1998 (GDPR from 25th May 2018).

  • To process your booking, we need to collect personal details about you and your children. We will treat it as confidential and keep it secure, complying with all relevant UK legislation.

  • We will use your email address and telephone number to contact you with information that relates to any bookings that you make and any information that we might need that relates to the welfare of your child.