Schools Out Club Derby Ltd Contract with HAF Service Users

Company Registered Address: 80 Friargate, Derby, DE1 1FL

Contact Number: 07984908836

Email Address:

Ofsted Registration Details:

Allestree Holiday Club Easter & Summer Holidays: St Edmund’s Church Hall, Kingscroft, Allestree, Derby, DE22 2FN. Ofsted details: RP534934, Setting Reference Number: 2599892, Registration Date: 26/8/2020, Approval setting date: 20/07/2020

Allestree Holiday Club Christmas/ January Holidays: St John’s Methodist Church, Birchover Way, Allestree, Derby, DE22 2QL. Ofsted details: EY493996  Approval setting date:: 08/09/2015

Kilburn Holiday Club: Kilburn Baptist Church, Highfield Road, Kilburn, Belper, Derbyshire, DE56 OLT. Ofsted details: EY494019 Approval setting date: 28/06/2023

By registering and booking your child or children with Schools Out Club Derby Ltd you agree to the terms and conditions set out in this contract.

This contract has been devised in conjunction with the proprietor Amanda Hudson and the Management Team who have the responsibility for the daily implementation of all the procedures. This contract is also in line with recommendation from Derby City Council & Derbyshire County Council for Early Years.


  1. Child Protection: Parents/ carers must notify staff of any injury sustained by their child outside the club. If staff have any concerns about the welfare of the children in our care it is our legal duty to inform the Local Social Care of any child protection or safeguarding concerns. In turn staff will provide information on any accidents, incidents or injuries which may have been sustained whilst in our care. Your child will not be permitted to leave the club with anyone other than yourselves without prior arrangement. In the case of an emergency you should contact the club with details of an alternative adult who will collect and provide a password.
  2. Cancellations & Absences: It is vital that you let us know if your child is unable to attend any sessions booked, during school holidays please ring, text 07984908836 or email to let us know so that we are not waiting to start an activity at holiday club. As part of the delivery of the HAF sessions we have to complete reports of if your child attended the session booked or not. We also only offer a limited number of places for the HAF sessions therefore it is important for us to know if you no longer want the sessions so that we can offer those to other children. It is the responsibility of the parent/ carer to notify us.
  3. Sickness: We have the right not to allow your child to attend if your child is unwell or suffering from any contagious illness. If your child falls ill during the session we would appreciate your co-operation in collecting your child promptly. 24 hours is the compulsory duration in which we cannot accept children into our setting if they have suffered from sickness, diarrhoea, conjunctivitis or any other highly contagious illness. We also reserve the right to summon whatever medical attention thought necessary in an emergency or case of server illness.
  4. Acknoledgement that your child is in recipt of free school meals that are benefit related: Children who use th HAF sessions must receive free school meals due to parent/carer receiving benefits. The HAF sessions are not available to any children that receive school meals due to their age. Examples of benefits that parents might receive are:
  • Income Support
  • Income-based Jobseeker’s Allowance 
  • income-related Employment and Support Allowance 
  • support under Part VI of the Immigration and Asylum Act 1999 
  • the guaranteed element of Pension Credit 
  • Child Tax Credit (provided you’re not also entitled to Working Tax Credit and have an annual gross income of no more than £16,190) 
  • Working Tax Credit run-on – paid for 4 weeks after you stop qualifying for Working Tax Credit 
  • Universal Credit – if you apply on or after 1 April 2018 your household income must be less than £7,400 a year (after tax and not including any benefits you get)
  1. Your child must be the correct age to access the funding for a HAF session. Children who are in Nursery cannot use the HAF sessions. Children must be in Reception (5yrs old) or older to access the funded sessions.
  2. Arriving Early and Late for the HAF Holiday Club: Children are not allowed to be dropped at the holiday club before the allocated sessions has started. Children must also not be collected any later than the finish time of the session. We reserve the right to invoice any parent who collects at a later time to cover staffing costs for care of your child.
  3. Change of Details: It is very important that you let staff know if you have any changes of address, telephone numbers, doctors, email address or any change to medical or dietary needs or any security issues. Any codes provided by school to access the HAF funding, a change in where your child attends school or if you are no longer entitled to use the HAF sessions due to a change in not receiving benefits any longer. Update us by emailing:
  4. GDPR: Privacy Policy Schools Out Club is required to collect personal data from you, about you and your child to deliver a childcare service. The personal information we will collect is as follows:
  • Name, address and date of birth of the child
  • Name, address, phone number(s)m and email addresses of both parents and emergency contacts
  • Names of people who have parental responsibility for the child
  • Medical, Dietary and Security requirements
  • Special Educational needs or disability
  • Ethnic group
  • Religion
  • Home languages
  • Consent for photographs on website, Facebook, around the setting, local publications and videos
  • Permission to share information with other settings or outside professionals
  • Personal information including parent’s national insurance number and proof of identification for government funding
  • Doctors details
  • Name of the school your child attends
  • The code given to you by school to access the HAF sessions

We will collect this data verbally and in writing online in the form of registration forms and government funding forms. We are required to hold and use this personal data to comply with the statutory framework of England, OFSTED, the department for education and our Local Authority.

This data will be used to:

  • Data on each child & parents is required to be submitted to the Local Authority where funding has been allocated for HAF sessions. For Derby this is Derby City Council. For Derbyshire this is Street Games overseen by Derbyshire County Council.
  • Support your child’s development
  • Monitor and report on your child’s progress
  • Share information about activities in our setting
  • Contact named people in an emergency
  • Share with other professionals in accordance with legislations

This data will be held and stored securely and will not be disclosed to any other person unlawfully in line with the General Data Protection Regulations 2018. Schools Out Club may need to share your data by law with outside agencies as stated above with the relevant councils. Data will be obtained for a specific lawful purpose and not processed in any manner incompatible with that purpose.

  • Data will be accurate and kept up to date as parents/carers formally notify us of any changes.
  • Data will not be stored for any longer than is necessary (up to the age of child turning 15 years when they are no longer old enough to attend) Data will be kept safe from unauthorised access, accidental loss or destruction.
  • Data will be disposed of safely.
  • Staff will understand their role in data protection.
  • Parents and carers have the right to know what information we hold and can request in writing to the manager to see this.

If you feel that Schools Out Club have breached data protection laws, please write to The Manager who will deal with your complaint as soon as practically possible. If a breach is found Schools Out Club will report to the Information Commissioners Office (ICO) within 72 hours of becoming aware of the breach. Telephone number: 0303 123 1113. If you feel that Schools Out Club have not dealt with the complaint, then you should report to the ICO. By registering your child or children with Schools Out Club Derby Ltd you agree to the terms and conditions set out in this contract.