Breakfast & After School Club Terms & Conditions

Woodpeckers Childcare

Bookings and Payments Terms & Conditions 

When booking your child or children into Woodpeckers Breakfast and After School Clubs we would like you to clearly understand the Booking and Payment process as well as the Terms & Conditions of our clubs.

Booking Permanent Sessions

If you are making bookings on a permanent basis, which means you want places every week for specific sessions on set days, you now have two options. You may either pay before the start of each month for the whole month or before the start of each week. Therefore, if you elect to pay weekly the fees for the sessions should be in Woodpeckers bank account no later than the Friday prior to the following week’s sessions. For those choosing to pay monthly, fees should arrive into the Woodpeckers bank account at least two clear days before the start of the month. If there is insufficient credit in your Woodpeckers Account by the agreed date you will not be able to access childcare at any Woodpeckers Club for the sessions the following week. This may result in your Permanent Places being released to others on the waiting list and you having to book Ad Hoc sessions going forward. You will be able to join the waiting list and re-apply for Permanent Places should you wish.

Ad Hoc Sessions

Any sessions that are not Permanent Places will be booked on an Ad Hoc basis. You can make them as far in advance as you wish. Alternatively, they need to be made no later than the Thursday of the week before they are needed. If you have no credit in your Woodpeckers account to cover the following weeks sessions or haven’t made payment before booking your places, you will have to make payment no later than midday on the Friday prior to the week’s sessions. If you have not made payment before the cut-off at midday on the Friday your places will be cancelled and your child will not be able to attend. Of course, you can build up credit in your account in advance, but there must be sufficient funds to cover the sessions booked for the following week.

Emergency & Short Notice Bookings (and Payment)

To accommodate those parents and carers that occasionally need to book places after the Thursday cut-off date, Woodpeckers will provide that service in certain circumstances. These will include unexpected appointments, work shifts and alike.  Woodpeckers will look at each situation on an individual basis. For the booking to be confirmed fees must be in your Woodpeckers Account before the start of the session. You will be able to do this in two ways. Firstly, by transferring funds into your Woodpeckers Account and leaving it in credit for just such an occurrence. Alternatively, you may make a BACS Transfer into your Woodpeckers Account immediately the booking is made. Once received your booking will be confirmed and your child(ren) can attend the session. Woodpeckers understand that there are some emergencies that don’t allow time for the payment to be made and we will gladly be there to help as always. You won’t have to worry about payment until your crisis is over and the child(ren) will be looked after whilst you deal with your emergency.

However, should a place be booked, your child attend and no payment made prior to the session in a non-emergency situation, Woodpeckers will withdraw the offer to make bookings beyond the Thursday date. This will be with immediate effect and permanently.

The reason for having to do this is to allow for Woodpeckers to plan staffing levels for the following week therefore we need to know how many children are attending each session. To organise the staff our Manager needs as much time as possible to arrange the appropriate numbers in the Staff to Child Ratio to which Woodpeckers operate, as part of its Ofsted Registration. Woodpeckers also reserve the right to withdraw the option to book after the Thursday cut-off should they feel that bookings are being made too frequently and without real need.

Payment of Fees

You can pay for fees with Childcare Vouchers or online via BACS Transfer to Woodpeckers bank account. Please note these are the only methods Woodpeckers can accept payment. If you book Permanent Sessions you can either pay monthly in advance or weekly. If you choose to pay weekly you must do so no later than Friday of the week sessions are booked for. Woodpeckers will not accept a child at either Breakfast or After School Club if there are arrears on your account. Should this happen, your child or children will not be accepted back until fees are paid. This may mean that your place has been given to someone on a waiting list. If this is the case you may have to join the waiting list before the original sessions become available.

Payment for Late Collection

Woodpeckers clubs close at 5.45pm unless otherwise stated. If you collect you child or children after this time you will be charged a fee for doing so. Fees will be charged at £5.00 per child for every 15 minutes or part there of, up until 6.15pm or when Woodpeckers staff are requested to leave the building. After this time Woodpeckers may invoke its Uncollected Child Policy (details of which are available at the club upon request) and place the child or children in the control of Social Services. Late Collection fees are designed as a deterrent and Woodpeckers reserve the right to withdraw the offer of a place if a child or children are collected late more than twice.

Tax Credits

Woodpeckers is frequently contacted by HMRC Tax Credits to confirm dates and cost of childcare provided to individuals. Woodpeckers may contact HMRC Tax Credits to advise them of changes, and may ask you to confirm the amount you are claiming against any of Woodpeckers Clubs Ofsted registration number and pass the details on to them.

Invoices and Statements

Invoices will not normally be generated and it is your responsibility to make payment based on Permanent or Ad Hoc Sessions you have booked. If you are unsure of the amount to pay and when, it is your responsibility to find out from either the Club’s Manager or Woodpeckers Office in advance of your child or children starting at Woodpeckers. Failure to make payment will result in your sessions being withdrawn. You will receive a Weekly Summary via email which details the sessions you have booked for the previous week and the total cost of that week. Should you need to contact Woodpeckers regarding payments or your Weekly Summary, please email info@woodpeckerschildcare.co.uk

Child Absence or Non-Attendance

Any Permanent, Ad hoc, Emergency or Short Notice booking is payable even if your child does not attend due to sickness, a party, they are collected early or any other reason not sanctioned by Woodpeckers Senior Management. Session fees will need to be paid for any family holiday not authorised by the school. You will not be charged for days when the school is closed due to staff training or closure for foul weather. If a child is absent due to long-term sickness (more than a 6 consecutive school days) you can speak with Woodpeckers Senior Management about fee exemption. You may also apply for exemption if your child must attend regular medical appointments. Please note that in both cases you may need to provide evidence from a Doctor or Medical Practitioner.