Terms & Conditions
Terms & Conditions
We recommend that before booking on our fantastic camps for your son or daughter, that you read our booking conditions below. We want to ensure you have all the information you require in order to book and it is important that we are as transparent as possible. You will also find some helpful information on our website or via the person that gave you cam information to book – we would also love to hear from you, let us know if you have any queries.
In the unlikely event that things don’t quite work out as planned, we will work with you to get things back on track as quickly as we can!
1. DEFINITIONS
The conditions below apply to all Generations Christian Camps bookings.
Administration Charges: Great news! We don’t have any “hidden” charges on our camps. Your fee covers everything from food, travel once on site to our planned activities, food, accommodation and pretty much anything else we provide. You may want to bring a little spending money to use at any of the day out activities for those extra little treats.
Arrival Date: The arrival date specified in the booking confirmation or such other date as may be applicable by reference to these conditions.
Booking: The booking as detailed in the booking confirmation made by you and accepted by us in accordance with these conditions.
Booking Confirmation: Our written confirmation of the booking.
Cancellation Charges: The cancellation charges payable by you in accordance with the provisions of Clause 4.7. Child/Children - The child or children for whom the Booking is made.
Conditions: The terms and conditions set out in this document and any special terms and conditions agreed between us and you.
Contract: The contract between us and you for the booking.
Departure Date: The departure date specified in the booking confirmation or such other date as may be applicable by reference to these conditions.
Deposit: The non-refundable holding deposit as specified in the booking confirmation payable by you in accordance with these conditions.
Insurance: The insurance cover offered by Generations Christian Camps insured by Ansvar Insurance details of which are available on request.
Our/We/Us: Generations Christian Camps (Charity registration number 285763) whose registered address is at 6 Brent Way, Dartford, DA2 6DA
Payment Dates: Unless otherwise agreed in writing by us:
(a) The deposit shall be payable immediately upon confirmation of the booking by you or, where the booking is made less than 60 days prior to the arrival date, at the same time as payment of the balance of the price and
(b) The balance of the price shall be payable upon such date as specified in the booking confirmation or, where no such date has been specified in the booking confirmation, by no later than 60 days prior to the arrival date or, where the booking is made less than 60 days prior to the arrival date, the full price shall be payable immediately upon return of the booking confirmation by you.
Price: The price set out in the booking confirmation or as otherwise confirmed in writing by us.
You/Your: The person making the booking for a camper or themselves if a helper whose booking is accepted by us in accordance with these conditions
2. CONDITIONS APPLICABLE
2.1 These conditions shall apply to the contract to the exclusion of all other terms and conditions.
2.2 We reserve the right to update these conditions from time to time. Any updated conditions shall not apply to any existing bookings, but shall apply to any new bookings.
2.3 No variation to these conditions (including any special terms and conditions agreed between the parties) shall be binding unless agreed in writing between us and you.
2.4 Any representations made by us or by our team concerning the booking shall not be incorporated into the contract unless confirmed in writing by us and in entering into the contract you acknowledge that you do not rely on and waive any claim for breach of any such representations which are not so confirmed.
2.5 Any typographical, clerical, or other error or omission in any literature, leaflet, publicity, price list, acceptance of offer, booking confirmation, invoice or other documentation issued by us shall be subject to correction without any liability on our part.
2.6 The details published in various brochures and leaflets are compiled from up-to-date and accurate information available at the time of going to print.
3. BOOKING PROCEDURE
3.1 We shall generate a booking confirmation in response to a booking made by you (whether made by submission online, written or oral). The booking confirmation shall be deemed to be an offer made by us to you to enter into a contract subject to these conditions which may be withdrawn at any time prior to acceptance by you in accordance with clause 3.2 prior to the date stated thereon or otherwise prescribed by us.
3.2 No booking confirmation shall be deemed to be validly returned to us unless accompanied by payment of any deposit or other sum as stated on the booking confirmation.
3.3 Any booking confirmation not returned by you prior to any date stated thereon or as otherwise prescribed by us shall be deemed to have expired.
3.4 Provisional bookings will be held at our discretion and we shall not be liable in the event we are unable or unwilling to provide a booking confirmation.
3.5 You shall not be entitled to make any alteration to any documentation issued by us. Any alteration required to any details which appear on the booking confirmation should be notified to us as soon as possible and in the event we are able to satisfy your requirements we shall send to you a revised booking confirmation. If you wish to make any alteration or amendment after you have returned the signed booking confirmation to us the provisions of clause 4 will apply.
4. CHANGES AND CANCELLATIONS
4.1 If you wish to change or add any additional information to your booking, we will endeavour to make such changes as you may request but it may not always be possible to accommodate such requests. Any request for changes to the booking may be made either in writing or by telephoning the bookings officer / camp leader on the details provided in your booking confirmation. If we agree to your request we will confirm the changes. We may not be able to accept changes or additions 14 Days or less prior to the arrival date but will try to accommodate where we possibly can.
4.2 We reserve the right to make changes to the booking which are required to conform to any applicable safety or other statutory requirements or which are not of a material nature.
4.3 Itineraries, programmes and transportation services are subject to alteration due to weather or operational factors beyond our control.
4.4 We make use of borrowed vehicles such as minibuses and helpers own personal cars for transportation. All drivers are checked for legal reasons to ensure they are permitted to drive on camp.
4.5 Material changes to our scheduled program may be necessary by reason of prevailing weather conditions, operational considerations and matters beyond our control. Accordingly, we reserve the right to make changes which are of a material nature and in such circumstances, we will inform you as soon as reasonably possible.
4.6 Credit notes have a validity period of 12 months from the date issued (available for use booking camp the following year) and cannot be redeemed after the expiry date. Credit notes can be used as full payment or part payment towards our camps. Credit notes are non-transferrable and cannot be exchanged for cash.
4.7 You shall be entitled to cancel the booking upon providing us with written notice. Cancelled bookings prior to 30th May will result in the loss of any deposit paid with the balance refunded, cancellations after 30th May will not be eligible for any refund.
4.8 Without prejudice to any other right or remedy available to us we shall be entitled to cancel the contract without any liability in the following circumstances: (a) if you do not pay the price in full in accordance with the payment dates; or (b) if you fail to provide any information requested by us; or (c) if any of the circumstances specified in clause 6.4 or 6.9 apply; or (d) if we in our sole discretion consider that the camp is unsuitable for your child. In the event of cancellation under this clause 4.8 you shall be liable to pay the cancellation charges specified at clause 4.7. The date of cancellation shall be deemed to be the date upon which we provide you with notice of cancellation.
5. PRICE AND PAYMENT
5.1 Subject to any special terms agreed in writing you shall make payment for the deposit and the balance of the price in accordance with the balance due dates detailed in clause 5.4. We will not send payment reminders. In the event that your nominated credit/debit card is declined, we reserve the right to cancel your booking in which instance our cancellation charges as detailed in clause 4.7 will be applied to your booking.
5.2 If you fail to make payment by the payment dates then the booked place may be cancelled and reallocated.
5.3 If your arrival date is less than 60 days away at the point of booking you will need to pay the full balance to secure your child’s place at camp..
5.4 Balances due: 30th May of any given year for any summer camps. Camps run at different times of the year will provide their own booking schedule. Bookings made after the due dates must be paid in full at time of booking. Balances must be cleared before children attend camp.
6. YOUR RESPONSIBILITIES
6.1 Participation in activities requires individuals to be in good health and have a reasonable basic level of fitness and a willingness to take part.
6.2 You will be required to complete and return to us the appropriate medical forms which can be downloaded from our website or may be sent out to you once your booking has been confirmed. Completed forms must be received by us BEFORE we can accept your child at camp. We reserve the right to exclude any child arriving at camp where completed forms have not been received by us prior to their arrival at Camp.
6.3 Campers will be required to ensure that their behaviour is compatible with the orderly conduct of activities and that minimal disturbance to others is caused and campers are required at all times to follow the instructions of our team and comply with all Rules.
6.4 Campers are required to be able to wash themselves without assistance and fully toilet trained / out of nappies prior to attending one of our camps. We reserve the right to exclude a camper if during their time at camp in our opinion this is not the case based on multiple toilet accidents during their time on camp. Where there are medical conditions we should be informed in advance so we can consider what support we may be able to provide if any.
6.5 You and your child shall at all times take such precautions as shall be necessary and/or as maybe reasonably required by us to prevent or restrict the spread of infectious or contagious diseases e.g., chicken pox, gastro enteritis. In particular (and without limitation) you are required to advise us if your child has suffered from or been in contact with other persons or animals suffering from infectious or contagious diseases representing any threat to human health within the period of 4 weeks prior to the arrival date at Camp in which case we shall be entitled to cancel the booking of the child and the appropriate cancellation charges (calculated on a pro-rata basis where appropriate). Failure to provide such information that results in additional care to your child (and or other children where a communicable disease) may result in you having to collect your child from camp.
6.6 We reserve the right to decline to accept or to cancel any booking or exclude any child at any time prior to the arrival date or between the arrival date and the departure date, if in our reasonable opinion the behaviour of that child is or may be disruptive, dangerous, inappropriate, or incompatible with the general enjoyment of our camp. This may include when a child presents with a special educational requirement which was not disclosed prior to arrival. If we exclude a child, the parent will not be entitled to a refund for any unused portion of the camp. Behaviour deemed inappropriate may include but is not limited to:-
• Leaving the site unless accompanied by a member of our staff;
• Threatening behaviour including offensive or insulting language to other visitors or our staff;
• Suspected involvement with illegal drugs;
• Fostering an inappropriate relationship with another visitor;
• Wilfully leaving allocated areas without good reason;
• Inappropriate use of mobile phones, cameras or video equipment
• Theft, vandalism or illegal activities;
• Inappropriate behaviour;
• Failure to comply with the camp Rules;
• Bullying (in any form) which adversely affects the enjoyment of other visitors.
• Injury to staff
All children are expected to abide by these rules and conditions.
You must arrange for your child to be collected as soon as reasonably possible from when we contacted you. A refusal to collect your child at the camps request will result in a notification to the Head of Safeguarding who will follow the safeguarding procedures.
6.7 It is your responsibility to inform us at the time of booking or as soon as You become aware of any actual or anticipated disabilities, social or behavioural problems or circumstances (including details of past experiences) affecting your child where such problems or circumstances may affect your child’s stay (including the provision of any transportation services), the stay of other campers and the ability of our team to support your child appropriately. This may include but is not limited to mobility or medical problems, diagnosed conditions such as ADHD or Asperger’s Syndrome, past difficulties experienced such as being excluded from school or extended periods being cared for away from parents. If we believe that we need to make reasonable adjustments to our usual programme or pastoral care or transportation arrangements of a child we will carefully consider matters with reference to social compatibility, physical access, successful participation and health and safety. All information provided will be treated sensitively and confidentially. We are committed to making our holidays accessible to as many guests as possible but very occasionally we may not be able to provide the service required. Where such information is provided to us promptly and as required under these conditions and we cancel any booking made you shall be entitled to a full refund of any deposit or part of the price relating to the affected part of the booking as the case may be.
6.8 On request you shall provide us with written confirmation from your child’s General Practitioner and details of any medical condition we need to be aware of. You will also be required to give full details of any medical conditions your child has and provide us with any medication required that must be in date for the full duration of camp. If your child requires an Epipen, please ensure at least 2 are provided.
6.9 If a child has an Educational Health Care Plan (EHC), you must notify us at the point of booking. The plan will need to be disclosed to us so we can ensure we are best prepared to plan for your child’s stay with us at camp. We reserve the right to cancel a booking if we cannot successfully meet the needs of the child. The health, safety and welfare is of paramount important. If under this clause we have to cancel a booking we will provide a full refund.
6.10 We reserve the right to exclude any child or cancel the booking for any child at any time prior to the arrival date or between the arrival date and the departure date if we in our absolute discretion have reason to believe that important information has not been provided to us. In such circumstances Cancellation Charges shall be payable as set out at clause 4.
6.11 Where we provide transportation as part of the booking you and/ or your child shall abide by the Travel Rules. Failure to do so may result in our declining to provide transportation. Serious breach may result in exclusion of your child in accordance with clause 6.5.
6.12 In an instance where a child is seen by our first aiders and has been deemed to be well, if a parent then requests the child to be taken to a doctors’ surgery or hospital a parent/guardian will need to come and collect the child.
6.13 Supervised off-site visits are included in the booking fee. You may however choose to provide your child with some spending money for them to spend how they choose at these locations. Please note your child will be responsible for keeping their money safe for the duration of camp and we accept no liability for the safekeeping of this money or other valuables.
7. COMPLAINTS
If any problem is experienced between the arrival date and the departure date the matter should be immediately reported to the Camp Leader on the details provided in your booking confirmation letter to allow us the opportunity to rectify any problem raised. If it is not resolved you should write to us within 28 days of the departure date and we will endeavour to find a satisfactory solution. info@generationschristiancamps.org.uk
8. LIABILITY
8.1 Our public liability insurance is provided by Ansvar insurance and covers all activities and travel on our camps where our rules are followed.
8.2 If you wish to receive details of the insurance provided please contact info@generationschristiancamps.org.uk
8.3 Except in respect of death or personal injury caused by our negligence or that of our team we shall not be liable to you by reason of any representation or any implied warranty condition or other term or any duty at common law or under the express terms of the contract for any consequential loss or damage, (whether for loss of profit or otherwise) costs, expenses, or other claims for consequential compensation whatsoever (and whether caused by our negligence or that of our team or otherwise) which arise out of or in connection with the booking except as expressly provided in the conditions.
8.4 Subject as expressly provided in these conditions all warranties, conditions, or other terms implied by statute or common law are excluded to the fullest extent permitted by law.
9. PERSONAL PROPERTY
9.1 You and Your Child must take all appropriate measures for the protection and security of any valuables, baggage or other personal possessions.
9.2 We accept no liability for loss or damage to valuable, baggage or personal property unless such loss or damage is proven to be due to our negligence or that of our team.
9.3 If any personal possessions are missing when your child leaves camp please let the Camp Leader know about it immediately as there may still be time to find the missing property before camp closes down at the end of the season. Expensive and treasured items such as mobile phones, jewellery, CD players, mp3 players, I-pods, personal video games, digital cameras, designer clothes shoes/trainers etc. should not be brought to camp as they are unnecessary and inappropriate on a multi-activity camp.
9.4 We are unable to accept responsibility for mobile phones should they be lost or damaged at Camp. We have a strict no mobile phone policy for campers.
10. FORCE MAJEURE
10.1 We shall not be liable for any delay in performing or failure to perform any obligation due to any cause beyond our reasonable control including strikes, lock-outs, labour disputes, shortages of personnel, act of God, war, riot, civil commotion, terrorism, malicious damage, threats to safety, compliance with any law or governmental order, rule, regulation or direction, accident, environmental contamination, pandemic outbreak of disease, breakdown of plant or machinery, fire, flood, storm, difficulty or increased expense in obtaining workmen, materials, goods or raw materials in connection with the performance of this agreement.
11. PHOTOGRAPHY, MARKETING AND THE INTERNET
11.1 To ensure that our marketing materials give an accurate and honest impression of our camps. We use images of children attending previous camps in our marketing. If you do not wish images of your child to appear in our future marketing materials please inform us of this in writing prior to the arrival date so that we can ensure that your child is not included within any photographs which may later be used for marketing purposes.
11.2 Inappropriate use of or sharing of images or videos taken at camp is not permitted and may result in your child being excluded from camp.
12. DATA PROTECTION
12.1 Personal information requested during the booking process is held on computer and used by us in connection with the booking. Where necessary we share personal information with our Camp Helpers, Committee, Trustees and other third parties for the purpose of fulfilling our obligations under the contract. We take full responsibility for ensuring that proper security measures are in place to protect personal information where we hold it. Please note the provisions of clause 11 in relation to the use of photographs.
13. GENERAL
13.1 The headings in the conditions are for convenience only and shall not affect their interpretation.
13.2 We may perform any of our obligations or exercise any of our rights hereunder by ourselves or through our team of volunteers.
13.3 No waiver by us of any breach of the contract by you shall be considered as a waiver of any subsequent breach of the same or other provision.
13.4 No failure by us to exercise any power given to us or to insist upon strict compliance by you with any obligation hereunder and no custom or practice of the parties at variance with these conditions shall constitute any waiver of any of our rights under the contract.
13.5 No person who is not a party to this contract has any rights under the contracts (Rights of Third Parties) Act 1999 to enforce any of these conditions.
13.6 If any provision of these conditions is held by any competent authority to be invalid or unenforceable in whole or in part that provisions shall apply with the minimum variation necessary to ensure enforceability and the validity of the other provisions of these conditions and the remainder of the provisions in question shall not be affected thereby.
13.7 The contract shall be governed by the laws of England and subject to the jurisdiction of the English courts.
CHANGES TO OUR BOOKINGS TERMS & CONDITIONS
We may change these bookings terms & Conditions from time to time. Changes will be posted on our website with the effective date. Please visit this page regularly so that you are aware of our latest updates. Your acknowledgment of these changes or use of the Services following notice of any changes (as applicable) indicates your acceptance of any changes.
CONTACT US
Feel free to contact us with questions or concerns using the email address below:
General enquiries:
info@GenerationsChristianCamps.org.uk