T’s & C’s Terms & Conditions


  • All bookings must be made through either xpkids.co.uk or info@xpkids.co.uk

  • All bookings are subject to availability.

  • All bookings must be made in advance of the session starting.

  • The person making the booking accepts the booking conditions on behalf of the account holder.

  • All bookings must be paid for in advance at the time you make a booking.  If you have selected to pay by either card instalment of Childcare Voucher/Tax Free Childcare payments, your first instalment will be due the month prior to the start of your booked sessions.

Cancellation Notice and Charges:

  • It is the account holder’s responsibility to cancel sessions.

  • Any booked sessions which are not attended are still charged unless 48 hours’ notice is given.

  • Parents must inform XP Kids by email if their children are arriving late at after school club due to attending an extra-curricular club.

  • For After School clubs we are not able to swap sessions unless the 48 hours’ notice is given.

  • Any booked sessions which are not attended are still charged.

  • All bookings must be made prior to arriving onsite. If you arrive at a site and have not booked your child will not be accepted until a booking is made.

  • It is the parents’ responsibility to inform the school if their child is attending after school club.

  • It is the parents’ responsibility to let the school know of any late cancellations.

Special Offers and Discount codes​

  • Sibling discount is only valid when siblings are booked into the same sessions under the same booking reference.

  • Only one offer or discount code can be used per booking.

  • Offers and discounts may be withdrawn at any time.

Payments and Overdue Balances

  • Types of payment available are Credit/Debit card or childcare vouchers

  • When paying by Childcare Vouchers, please use your Parent ID as a payment reference.  

  • Having an overdue balance may lead to the termination of your child’s place within the club.

  • XP Kids will pass any unrecovered fees to an external debt collection agency. Any fees associated with the debt collection will be passed on to the debtor.

Late Collection Fees:

  • A charge of £5 per 10 minutes will be applied to all collections made after the advertised session end time.

Safeguarding and Welfare:

  • If your child does not arrive at a booked ASC session and we have not been advised of their non-attendance by you the parent, we will begin our Missing Child Procedure.

  • We are committed to safeguarding all the children in our care from harm and abuse.

  • XP Kids are obligated to report any suspected child abuse or neglect to the relevant authorities.

  • Parents must inform XP Kids of any conditions that may affect their child (medical, learning, behavioural, etc). If full information is not provided, this may result in XP Kids excluding them from certain activities or if it felt necessary, excluding them from using XP Kids.  In such circumstances no refund or credit will be paid.

  • XP Kids has a duty to protect the anonymity of the families we work with. Therefore, we will not divulge information unless there is a legal or safeguarding requirement to do so.



If your child requires medication of any sort, including an inhaler, the following must be in place before your child can attend:


  • Completed Health Care Plan, please contact Katie Cameron who will email this to you

  • Permission to Administer medication form, please contact Katie Cameron who will email this to you

  • Our own supply of medication at the club – we have no access to any medication stored in school


Please note: If the above is not in place, your child will not be able to attend the session



  • Children can only be collected by an adult over the age of 16 who has been authorised to collect them which is done by the parent adding collectors on their account as a collector.



Any babysitting/care arrangement between parents and XP Kids staff is entirely separate from any agreement with XP Kids. XP Kids does not take responsibility for such private arrangements, although any behaviour that has a negative effect on the business may be considered misconduct and will be dealt with in accordance with the Disciplinary Procedure.



  • XP Kids reserves the right to exclude or refuse any person without notice, if we consider that their presence compromises the good atmosphere of the club. Transport home will be the responsibility of the parent and no refund/credit will be available.

Forced Closures:

  • If XP Kids is forced to close due to an external factor such as bad weather, infectious or contagious disease outbreak, Power cut, Teacher Strikes or other industrial action, by order of Local Authority or Environmental Health, customers will still be liable for fees incurred during the entire period of closure.

Schedule Changes:

  • XP Kids may need to amend activity programmes, schedules, services, dates, times and/or venues on occasions that may be out of our control. This will be without refund or compensation to the customer.


  • XP Kids occasionally take photographs and videos at our venues which can be used for marketing and promotional purposes, including on social media. If you would rather your child was not included in any photographs, please ensure your child’s details are up to date.


  • If you or your child were not entirely satisfied with the services we provided, we would appreciate the feedback.  Please see our complaints procedure for official steps.  If you feel the complaint outcome is insufficient or would like to escalate your grievance further, please email The Head of XP Kids on katie.cameron@xpkids.co.uk


  • XP Kids does not accept liability for personal injury or death of any participants unless directly caused by the proven negligence of the company or its servants.

  • XP Kids take no responsibility for any items that are lost/stolen or damaged at the club.

Lost Property:

  • On request, XP Kids will endeavour to return items that can be identified. Postage costs of lost property are the responsibility of the parent. Unclaimed After School Club lost property will be distributed to local charities at the end of each half term. 

Parent Abuse of staff:

  • The threat or use of physical violence, verbal abuse, intimidation or harassment towards our staff is likely to result in a termination of all direct contact. Such incidents may be reported to the police and this will always be the case if physical violence is used or threatened.

Data Protection:

  • XP Kids collect personal details for you and your child to register and enable us to process your booking.  It is your responsibility to ensure that you have the necessary permission to pass on the personal details of everyone required.  XP Kids may hold some of your details for future marketing purposes. Please let us know if you do not want to receive future communication from XP Kids.

  • For XP Kids policies and procedures, please visit: xpkids.co.uk

  • Parents must agree to the terms and conditions of our booking system to book with us.