Terms & Conditions

Terms & Conditions – YMCA Cheshire Children’s Sessions

By registering your child for any YMCA Cheshire Children’s Session (hereafter referred to as “the Programme”), you acknowledge and accept the following Terms and Conditions in full. These terms constitute a binding agreement between YMCA Crewe and the parent(s)/legal guardian(s) of any child registered to attend.

1. Attendance and No-Show Policy

To ensure that places are utilised efficiently and to maintain fairness for all families, the following attendance policy applies:

  • A child’s place on the Programme is dependent on regular attendance.
  • If a child is absent for three (3) consecutive sessions without prior communication, YMCA Cheshire reserves the right to terminate their registration. The child’s place will be reallocated to another individual on the waiting list without further notice.
  • Notice of absence must be given in advance of the session start time via one of the following methods:
  • Telephone
  • Text message
  • Email to the designated youth team contact
  • Exceptional circumstances (e.g., illness, bereavement, family emergency) will be considered on a case-by-case basis at the discretion of YMCA Cheshire management.

2. Medical Conditions and Health Declarations

For the health and safety of all participants, the following applies:

  • All relevant medical conditions, allergies, and additional needs must be fully disclosed at the time of registration.
  • The parent/carer is responsible for ensuring this information remains accurate and up to date throughout the duration of the child’s involvement in the Programme.
  • Any updates or changes to a child’s medical profile must be submitted in writing via email to: millie.oldroyd@ymcacrewe.org.uk
  • Failure to provide accurate and up-to-date information may result in the child being temporarily or permanently excluded from the Programme on health and safety grounds.

3. Illness and Infection Control Policy

To protect the wellbeing of all children, staff, and families, YMCA Cheshire adheres strictly to the following illness policy:

  • Children who have experienced vomiting, diarrhoea, fever, or other contagious symptoms must not attend any session within 48 hours of their last symptom.
  • YMCA Cheshire reserves the right to refuse entry to any child who appears visibly unwell.
  • In the event a child becomes unwell during a session, parents/carers will be contacted immediately and required to collect their child promptly.
  • Persistent breaches of this policy may result in the temporary suspension of the child’s place for the protection of others.

4. Behaviour, Conduct and Safeguarding

YMCA Cheshire is committed to providing a safe, inclusive, and supportive environment. The following code of conduct applies to all children participating in the Programme:

  • Participants are expected to engage respectfully with staff, volunteers, and peers at all times.
  • The following behaviours may result in immediate removal from the session and possible suspension or permanent exclusion from the Programme:
  • Verbal or physical bullying
  • Repeated defiance of staff instructions
  • Deliberate damage to property
  • Aggressive, threatening, or unsafe behaviour
  • YMCA Cheshire staff will always aim to use positive behaviour management strategies and will work with families where additional support is needed. However, serious or persistent incidents will be escalated appropriately in line with our safeguarding policy.

5. Liability and Personal Belongings

YMCA Cheshire aims to create a safe and secure environment; however:

  • Children are permitted to bring personal items (e.g., toys, mobile phones, headphones) at their own discretion and entirely at their own risk.
  • YMCA Cheshire accepts no liability or responsibility for any personal belongings that are lost, stolen, or damaged while on the premises or during Programme activities.
  • We strongly advise that valuable, sentimental, or electronic items be left at home.
  • YMCA Cheshire staff are not responsible for supervising the use or storage of personal belongings, and cannot intervene in personal disputes over lost or missing items.

6. Appropriate Clothing – Adults and Residents on Site

To maintain a safe, respectful, and family-friendly environment for all users of the premises:

  • All parents, carers, visitors, and residents are required to wear suitable and appropriate clothing when accessing any part of the building, including the reception area, café, and communal spaces.
  • This includes:
  • Clothing that provides full coverage of the chest, midriff, and lower body
  • Avoidance of see-through, revealing, or offensive garments
  • Clean and hygienic clothing suitable for public and child-focused spaces
  • Appropriate footwear (e.g., no bare feet indoors)
  • Individuals who fail to adhere to this policy may be asked to adjust their clothing or, in repeated cases, may be refused access to the premises.
  • This policy is in place to promote hygiene, safeguard children, and uphold the YMCA’s values of respect, dignity, and inclusion for all.

7. Data Protection and Confidentiality

YMCA Cheshire complies with UK GDPR and data protection legislation. All personal data provided during registration will be:

  • Stored securely and only accessed by authorised staff
  • Used solely for the purposes of programme administration, safeguarding, and communication related to your child’s participation
  • Not shared with any third party unless required by law or in safeguarding circumstances
  • You may request access to or correction of your data at any time by contacting us directly.

8. Right to Amend

YMCA Cheshire reserves the right to amend these Terms & Conditions at any time in response to changes in policy, legislation, or operational requirements.

Any changes will be communicated via email or posted on our website. Continued use of the Programme following such changes will be deemed acceptance of the updated terms.

9. Photography and Media Consent

YMCA Cheshire may take photographs or video recordings during sessions for the purpose of:

  • Internal evaluation and monitoring
  • Promotion of services on social media, websites, or printed material
  • Reporting to funders and partners

Photographs and videos will only be used with prior written consent provided during registration. Parents/carers have the right to withdraw or amend consent at any time by contacting us in writing.

10. Late Collection Policy

To safeguard children and respect staff time:

  • All children must be collected promptly at the end of each session.
  • If a child is not collected within 15 minutes and no communication has been received, YMCA Cheshire reserves the right to:
  • Contact emergency contacts listed on file
  • Involve external safeguarding services if deemed necessary
  • Repeated late collection may lead to withdrawal of the child’s place on the Programme.

11. Emergency Procedures and First Aid

YMCA Cheshire maintains an emergency response procedure and ensures that all sessions have access to trained first aiders:

  • In the event of illness, injury, or emergency, appropriate first aid will be administered by qualified staff.
  • If necessary, emergency services will be contacted, and parents/carers will be notified immediately.
  • YMCA Cheshire staff will remain with the child until a parent/carer arrives.

12. Use of Mobile Phones and Devices (Children)

To ensure a safe, distraction-free, and child-focused environment:

  • Mobile phones and electronic devices must not be used during sessions unless permitted for a specific activity by staff.
  • Misuse may result in the item being held securely by staff and returned at the end of the session.
  • YMCA Cheshire is not liable for any device that is lost, stolen, or damaged on-site.

13. Parental Responsibilities

By registering for the Programme, parents/carers agree to:

  • Provide accurate, complete, and up-to-date information at registration
  • Ensure the child is collected on time and absences are communicated appropriately
  • Support YMCA Cheshire’s policies regarding behaviour, safety, and inclusion
  • Respond promptly to communication from staff when required
  • Respect the YMCA Cheshire environment, staff, and community standards

For any queries or clarification regarding these Terms & Conditions, please contact:

YMCA Crewe Youth Team

📧 info@ymcacheshire.org.uk

📞 01270 257673 (will need checking)

🌐 www.ymcacrewe.org.uk