When you book with NSSport SH Ltd , we want you to be completely happy with the service we offer. Below are our booking terms and conditions, which let you know what to expect from us and what we expect from you.

Our Offering

NSSport SH Ltd offer different programs, including, but not limited to, Breakfast Clubs, After School Care & Extra-Curricular Clubs, Saturday Strikers, Holiday Activities and Inset day. Further details about these services and our prices can be found on online at www.nssport.co.uk) or at our all our venues.

Bookings

We don’t accept telephone bookings or hold places open so please complete the booking online for the chosen programme.

Payment

When a payment is made in full this confirms your acceptance of the NSSport booking conditions. The named person on the booking confirmation accepts the NSSport booking conditions on behalf of all on the online form.

NSSport payments are submitted online in advance where you can pay by credit or debit cards. We also accept childcare vouchers as payment for our Holiday Activities, Breakfast Club and After School Care only. If you are using childcare vouchers you are to book with NSSport and select this payment method and then release payment, ensuring that you reference the booking number and/or child's name. Please note NSSport are unable to do this on your behalf; therefore, this is your responsibility. All childcare voucher payments must be released within 24 hours of making the booking. Any late payment may incur a £5 charge.

NSSport reserves the right to disable a customers online account if payments/fund remain outstanding/unpaid. During this time customers will be unable to access childcare services until the balance is settled.

Returned Payment

If a bank returns payment, then any bank charges incurred by NSSport SH Ltd as a result of returned payments must be paid in full by you, in addition to the original booking fee. We do not accept any liability for bank charges you may incur, or if childcare vouchers are not authorised for payment. In all cases, the responsibility rests firmly with you to ensure all payments are valid at the time of booking and please remember that your child’s place is only confirmed when full payment is cleared and received by us.

Cancellation & Refunds

Cancelling of booking by customer..

It is important to note that NSSport will not issue a refund of payment, in any form, for cancelled bookings; and we will not issue a refund of payment, in any form, for missed attendance.

If your child is sick on the day of attendance, then this must be communicated to us at the earliest possible time (no later than 24 hours after first sickness) via written message via website or email. No verbal agreement can be made with any staff member. NSSport reserve the right to request proof of sickness via school or medical records. If validated, then NSSport will issue a credit note in this instance.

If your child is absent due to an emergency:

• Family emergency

• Medical emergency

then NSSport will issue a credit note. Please note this must be communicated to us at the earliest possible time (no later than 24 hours after the absence).

Please note credit notes will be valid for 12 months from the date of issue.

Amendments

Please note no amendments will be made to a booking.

Should you wish to extend a service already booked you will need to select the service required as a new order. For holiday activities bookings you will need to contact NSSport directly to check an extended service can be offered and pay the outstanding balance as instructed by NSSport.

If you no longer need an extended service, we are unable to credit your account for the difference. All services are selected at checkout.

Cancelling of booking by NSSport

In exceptional circumstances NSSport may have to cancel dates/venues and will provide the customer with as much advance notice as possible. In this event we will offer a suitable alternative NSSport service or refund all monies paid for the cancelled dates/venues. Please note NSSport would not be liable for any other costs associated with the cancellation. If the exceptional circumstance is out of NSSport's control and we are forced to close due to the compulsory closure of its premises (e.g due to bad weather or teacher strike, site safety concern), customers will still be liable for any fees due/paid, during the entire period of closure.

Sickness

Children cannot attend if they are ill. All children who are ill or infectious are to be kept at home during their sickness and for 48 hours after the last symptom occurs.

NSSport is not responsible for injury occurring because of a pre-existing medical condition.

Medicines can only be given if written consent given by parent.

Should a child fall ill during the day, and we think it necessary, their parent/guardian shall be contacted to take the child home. It is understood that you will collect your child without delay.

Arrival & Departure Time

Parents/guardians should ensure children arrive no earlier than 10 minutes before the designated start time for the day/session. Upon arrival we will require your security password for you to use on collection. We are unable to take responsibility for children who arrive earlier.

Parents/guardians should arrive at least 10 minutes before the designated end time for the day/session. No child will be able to leave the premises without a parent/guardian without your security password being checked, unless written notification is received before the start of course detailing suitable alternative arrangements.

Late Collection Fee

NSSport reserve the right to charge a fee for late collection of any children. If a child(ren) is collected after the allocated collection time identified on booking, the parent/guardian will be subject to an immediate charge of £5.00 per child. An additional £5.00 per child will be charged for every half hour that passes, up until collection. If the parent/guardian is unable to pay the late fee at point of collection, it will automatically be charged onto their next booking.

Behaviour & Exclusion

We at NSSport expect all children to behave at all times in a manner that is acceptable to both fellow children and staff.

NSSport reserves the right to exclude a child from the course where he/she fails to maintain the required standard. Examples of this behaviour could racial, sexual, verbal or physical bullying of a fellow child or member of staff. Transportation of the child home will be the responsibility of the parent/guardian, and no refund or credit will be issued.

Toileting

We expect children attending the services provided by NSSport to be independent in their use of the toilet, to be out of nappies/pull ups and to be competent in cleaning/wiping. Toilets are available, clean and checked daily for hand soap and paper. Children are prompted to use the toilet before and after activities and it is expected that children attending can communicate with staff members when needing to use the toilet. Should any child have previous incidents when using the toilet, it is expected that the parent/carer will provide a full change of clothes including bag and flushable wipes to support the child if needed. NSSport staff are trained and will follow procedure when supporting a child to change from wet/soiled clothing, clean and change into new clothing. The child will be guided to do as much of this independently as possible before intervening. All incidents will be reported and the parent/carer will be notified at the earliest opportunity via the well-being form. NSSport will work with the parent/carer to support future attendances, ensuring that the well-being of all attendees is considered. 

Medical Information

When booking online or by booking form we require all of your child’s relevant medical information, allergies, additional needs and dietary restrictions regarding your child. If full information is not provided this may result in that child being excluded from certain activities, or if it felt necessary, excluded from using NSSport courses. In such circumstances no refund or credit note will be paid. NSSport reserve the right to cancel a booking at any time where there has been a failure to provide full information about a child.

First Aid

At every course NSSport will have at least 1 qualified first aider on site. The parent/guardian gives consent for NSSport to administer emergency first aid and see professional medical help where necessary.

Emergency medicine (Epi Pen/Auto Injector)

At each Holiday Course will have at least 1 EpiPen/Auto injector trained staff member on site. We will however require you to fill in an NSSport form to confirm you are happy for us to use your prescribed emergency medicine if required. To satisfy our insurance requirements we will need supporting information from you, the parent/guardian, to support the administration of emergency medicine.. This ensures that we have specific detail to support your child's individual needs without specific training from their GP. 

Medication

The parent/guardian must give written consent for the administration by NSSport staff of prescribed medication. An NSSport form will be provided on site to fill out.

Safeguarding

NSSport staff have a duty to respond if they suspect a child in their care may be suffering from abuse, or if a child makes a disclosure about a form of abuse. In this event the relevant staff will follow the Safeguarding Children’s Policy as detailed in our Policies and Procedures.

Equal Opportunities

NSSport is an equal opportunities employer and welcomes all children, regardless of their gender, ability, race or religion. Each child is of equal value and is entitled to equal access of opportunity. We operate a zero-tolerance policy on discrimination or bullying of any kind.

Lost Property

Please ensure that children do not bring valuable toys and belongings with them as we cannot be held responsible if they go missing. PLEASE LABEL ALL ITEMS as we cannot guarantee the return of lost property but will endeavour to return items on request that we are able to identify. Parents will be required to pay the cost of postage. NSSport will not be able to store lost property beyond the holiday period that it is found. If it is left unclaimed after this period has expired, NSSport will distribute the lost property to local charities.

Photography

NSSport take great pride in our promotional and marketing. We will be taking photographs at our courses that may be used for marketing and promotional purposes. If you would rather your child was not included in any photographs, we must be informed at the time of booking. This can simply be done by selecting the preferences on your online account with us.

Liability

NSSport does not accept liability for sickness, personal injury or death of any participants unless directly caused by the proven negligence of the company and employees. Venues providing the facility and their employees are under no liability for personal injuries, loss or damage to property whilst attending an NSSport course.

Insurance

All children that attend NSSport courses are covered by our Public Liability Insurance.

Birthday Parties: NSSport are fully insured for the duration of your chosen package (1 hour or 1.5 hours). Should you extend the party after your chosen package time has ended for party food and games then you may wish to take out extra insurance should your household insurance not cover this. NSSport cannot be held liable for injuries/accidents sustained after the party package time has elapsed. Please do speak with your insurer to clarify you are covered. If not, NSSport recommend using Events Insurance https://www.events-insurance.co.uk who will be able to provide you with a competitive price.

Mobile Phones

All phones are prohibited on our programmes and at our venues. If you wish for your child to carry a mobile phone and they are seen using it then the site manager may confiscate it until the end of that day. NSSport will not take any responsibility for the damage or loss of any electronic devices that are brought in.

Policies & Procedure

NSSport’s course policies and procedures will be available upon request via email. These are to be used by the individual that made the booking only and are to be used appropriately and note shared by any third party. 

Data Protection

We will use your details to contact you via email/mail or text with future information about our services. You may opt out of our mailing list when booking or afterwards at any stage. NSSport is registered under the Data Protection Act.

Staff have DBS (formally CRB) checks in place, however, in the unlikely event of any incorrect information provided by the staff when completing the DBS we cannot be held responsible.

Complaints

NSSport are committed to providing high quality environment for children to play, learn, make new friends, develop and to have fun. If you or your child were not entirely satisfied with the service we provided then we would like to know about it. Complaints should first be made to the Manager, who will complete a complaints report, and do everything possible to ensure the complaint is dealt with as quickly and effectively as possible. If the complaint concerns the manager of the service, you should email contact@nssport.co.uk to ensure we can offer you the appropriate support. If the complainant feels that the outcome of the complaint is insufficient, or would like to take the grievance further, the complaint should be made in writing and sent to: Managing Director of NSSport SH Ltd at 5-9 EDEN STREET KINGSTON UPON THAMES SURREY UNITED KINGDOM KT1 1BQ

If in the unlikely event that you are not 100% satisfied with the outcome of the complaints procedure, you may wish to contact the Ofsted Early Years Complaints Helpline, on 0300 123 4666, or visit – www.ofsted.gov.uk/contactus.

Changes to terms and conditions

Terms and Conditions are correct at the time of publication/issue but are subject to change without prior notice.

Privacy Policy

Effective Date: 19 February 2026

NSSport SH Ltd (“we”, “our”, “us”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store and protect personal data in connection with our holiday camps, breakfast clubs, after school programmes and related services.

This policy is written in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).

Who We Are

NSSport SH Ltd
5–9 Eden Street
Kingston upon Thames
Surrey
KT1 1BQ
Email: contact@nssport.co.uk

For the purposes of UK GDPR, NSSport SH Ltd is the Data Controller.

Data Collected & Usage

We collect Data from you which includes personal Data; in each case in accordance with this Privacy Policy.

• Parent Information: Full Name, Address, Email Address, Telephone Numbers, Emergency Contact Details, Booking History
• Child Information: Full Name, DOB, Gender, School Attended, Medical Information, Dietary Requirments, Safeguarding Information, Attendence Records, Incidents
• Technical Information: IP address, Cookies (see cookie policy) 

We only collect data that is necessary to provide our services safely and effectively.

Lawful Basis for Processing

Under UK GDPR, we rely on the following lawful bases:

• Contract: to process bookings, provide our services, manage payments
• Legal Obligation: to comply with safeguarding requirements, maintain health and safety records, retain financial information for HMRC
• Legitimate Interests: Improve our services, manage operations efficiently, respond to enquiries
• Consent: for marketing communications, photography and video use, optional data collection. 

You may withdraw at any time. 

How we use your Information

We use personal data to:

• Manage registrations and bookings

• Ensure the safety and wellbeing of children

• Provide appropriate care based on medical or additional needs

• Communicate important programme information

• Process payments

• Improve our services

• Send marketing communications (where permitted)

We do not sell your data to third parties.

Children's Data

We recognise that children’s data requires enhanced protection.

All information relating to children must be provided by a parent or legal guardian. We only process children’s data where necessary for the safe delivery of our services and safeguarding obligations.

Sensitive data (such as medical or additional needs information) is handled with strict confidentiality and shared only where necessary.

Data Sharing

We may share personal data with:

• Payment processing providers

• Booking system providers

• Email marketing providers (e.g. Mailchimp)

• IT and website hosting providers

• Professional advisers (accountants, insurers)

• Regulatory or safeguarding authorities (where legally required)

Where third parties process data on our behalf, they do so under written agreements and must comply with UK GDPR.

If data is transferred outside the UK, appropriate safeguards (such as International Data Transfer Agreements or adequacy regulations) are in place.

Data Retention

We retain personal data only as long as necessary.

Typical retention periods:

• Booking and financial records: 6 years (HMRC requirement)

• Safeguarding and incident records: in line with safeguarding guidance

• Marketing data: until consent is withdrawn or no longer relevant

• General enquiries: up to 2 years

Data is securely deleted or anonymised when no longer required.

Data Security

We implement appropriate technical and organisational measures to protect personal data, including:

• Secure password-protected systems

• Restricted staff access

• Encrypted payment processing

• Secure cloud-based systems

• Staff safeguarding and data protection training

While we take all reasonable steps to protect data, transmission over the internet cannot be guaranteed to be completely secure.

Marketing Communications

We may send marketing communications about camps, clubs or related services:

• Where you have given consent

• Or where permitted under PECR “soft opt-in” rules

You can unsubscribe at any time by:

• Clicking the unsubscribe link in emails

• Contacting us directly

Our email marketing provider may use tracking technology to measure engagement.

Your Rights Under UK GDPR

You have the right to:

• Access your personal data

• Request correction of inaccurate data

• Request erasure (“right to be forgotten”)

• Restrict processing

• Object to processing

• Request data portability

• Withdraw consent at any time

You also have the right to lodge a complaint with the Information Commissioner’s Office. We encourage you to contact us first to resolve any concerns.

External Links

Our website may contain links to third-party websites. We are not responsible for their privacy policies or practices.

Changes to This Policy

We may update this Privacy Policy from time to time. Updates will be posted on this page with a revised effective date. 

Social Media Policy & Usage

NSSport SH Ltd and NSSport Ltd operates official social media accounts to promote our holiday camps, breakfast clubs and after school clubs. We may share photographs or videos of activities on our social media platforms for promotional purposes. We will only do so where appropriate consent has been obtained from a parent or legal guardian. Consent can be withdrawn at any time by contacting us. We will never identify children by full name alongside images unless explicit permission has been provided. If you contact us via social media platforms (such as Facebook or Instagram), we may receive personal information such as your name, profile details and message content. This information is used solely to respond to your enquiry and will not be used for marketing unless you have provided consent. We will never request passwords, payment details or sensitive personal information via social media messaging. We may use social media platforms to promote our services. This may involve the use of cookies or pixels (such as Meta Pixel) to measure advertising performance. Further information can be found in our Cookie Policy. Please note that social media platforms operate their own privacy policies. We encourage you to review their policies before engaging with our accounts. Photographs and video recordings are considered personal data under the UK GDPR.NSSport SH Ltd processes images under: Consent (Article 6(1)(a) UK GDPR) Where relevant, safeguarding obligations. Images are stored securely and access is restricted to authorised staff only.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements or our services. Any updates will be published on this page and, where appropriate, notified to you by email.

This policy was last updated on 19 February 2026

If you have any questions about this Privacy Policy or how we handle personal data, please contact:

NSSport SH Ltd
Email: contact@nssport.co.uk

 

Safeguarding Policy

NSSport SH Ltd. Recognise our moral and statutory responsibility to safeguard and promote the welfare of all children who attend with us. We endeavor to provide a safe and welcoming environment where children are respected and valued. We are alert to the signs of abuse and neglect and follow procedures to ensure children receive effective support, protection & justice. Due to the many hours of care that we are providing, staff will often be the first people to sense that there could be a cause of concern in a child's/children's safety. Staff may be the first people in whom children confide about abuse.

NSSport SH Ltd has a duty to be aware that abuse does occur in our society and that we have a responsibility to identify indicators and act upon incidents in the most effective way to protect the child.

This section outlines the procedures that will be followed if NSSport SH Ltd have any reason to believe that a child in our care is subject to emotional, physical or sexual abuse, as well as neglect. This document also outlines our procedure in identifying radicalisation and extremism.

Our prime responsibility is the welfare and wellbeing of all children in our care. We believe we have a duty to the children, their parents/guardians and other staff to act quickly and responsibly regarding any instance that may come to our attention. Next Step Holiday Activities also have a duty to report suspicions of abuse to the relevant local authority which have a duty to investigate such matters.

Each site leader takes the role of Safeguarding Lead but will seek guidance from the companies Designated Safeguarding Lead (DSL) They have a duty to log any incidents that may occur. Evidence may be recorded using, accident and incident report forms, injury logs, and any other report forms which will have been signed by the parent/guardian. This may also include observations and records of conversations between parents/guardians and the DSL, taking care to accurately record details such as the date, time and any persons involved.

(The DSL will also use other forms in our records to collate evidence this will include existing injury logs, accident, incident and any other report forms which will have been signed by the parent/guardian.)

NSSport SH Ltd staff are trained and updated regularly in order to be able to recognise signs and symptoms of abuse.

Staff are trained on the following courses:

• Level 2 or higher safeguarding award
• Domestic Abuse
• Forced Marriage
• Female Genital Mutilation (FGM)
• Safer Recruitment
• Channel Awareness / Prevent Duty
• Promotion of British Values

The government guidelines “What to do if you’re worried a child is being abused” is promoted and followed.

We endeavour to enrol all staff onto the ‘What to do if’ training courses and staff will attend various levels of the course depending on their role within the setting. Staff CPD is monitored and conditions with ‘refresher’ courses and expiration are adhered to.

NSSport SH Ltd safeguarding policy is continuously monitored by its Designated Safeguarding Lead (DSL) officer. This professional has attended training in this area. All NSSport SH Ltd staff are made aware of who this colleague is and are given contact information in how to contact them.

Next Step Holiday Activities safeguarding policy is supported by the following resources of information:

• Ofsted
• OOSA – Out of school alliance
• Child Protection Training UK
• Safeguarding Schools – Andrew Hall (specialist safeguarding consultant) via weekly emails
• Achieving for Children (AFL)

All Next Step Holiday Activities Staff should:

• Be familiar with procedures to follow and who to discuss any concerns with.
• Seek advice if unsure of anything relating to child protection.
• Keep confidential always - sharing information on a need to know basis only.
• Be aware investigations may lead to criminal proceedings and not jeopardise this process through asking leading questions of attempting to investigate the matter themselves.
• Consider the child’s wishes and feelings at all times.
• Communicate with the child in an appropriate manner according to age, language, beliefs etc.
• Remain professional and non-confrontational always
• Reassure the child but not make any promises.
• Hold full, up to date, information on all children including; name(s), address(es), gender, date of birth, name(s) of person(s) with parental responsibility (for consent purposes) and primary carer(s). Keeping records stored confidentially.

In addition the DSL:

• holds ultimate responsibility for safeguarding and child protection in the company;
• acts as a source of support and expertise in carrying out safeguarding duties;
• Encourages a culture of listening to children and taking account of their wishes and feelings;
• is appropriately trained with updates every two years;
• Will refer a child if there are concerns about possible abuse, to the relevant county authority and act as a focal point for staff to discuss concerns.  Referrals should be made in writing, following a telephone call using the Multi Agency Referral Form (MARF) ;
• Will keep detailed, accurate records, either written or using appropriate online software, of all concerns about a child even if there is no need to make an immediate referral;
• Will ensure that all such records are kept confidential, stored securely and are separate from pupils, until the child’s 25th birthday;
• Will ensure that when a pupil leaves the setting, their child protection file is passed to the new school (separately from the main pupil and ensuring secure transit) and that confirmation of receipt is obtained;
• Will ensure that a copy of the CP file is retained until such a time that the new school acknowledges receipt of the original file. The copy should then be shredded;
• will liaise with the Local Authority and work with other agencies and professionals in line with Working Together to Safeguard Children;
• Has a working knowledge of SSCB procedures;
• Will ensure that either they, or another staff member, attend case conferences, core groups, or other multi-agency planning meetings, contribute to assessments, and provide a report where required which has been shared with the parents;
• Will ensure that all staff sign to say they have read, understood and agree to work within the company’s child protection policy, staff behaviour policy (code of conduct) and Keeping Children Safe in Education & working together to safeguard children and ensure that the policies are used appropriately;
• Will organise child protection and safeguarding induction, regularly updated training and a minimum of annual updates (including online safety) for all staff, keep a record of attendance and address any absences;
• Has an understanding of locally agreed processes for providing early help and intervention and will support members of staff where Early Help is appropriate;
• Will ensure that the name of the designated members of staff for Child Protection, the Designated Safeguarding Lead and deputies, are clearly advertised at each site.
• Be aware of the child’s developmental and environmental needs as well as the parents/carers capability to respond to these
• Assess the child using the Common Assessment Framework (CAF)
• Liaise with the appropriate agencies and know how to contact them, including Police, Social Services and Local Safeguarding Children Boards (LSCB)
• Keep logged evidence; accurate written records of conversations and observations – including day and date, storing in line with the data protection act and sharing on a need to know basis only.

DSL will refer to the link below to obtain Multi Agency Forms

 https://www.surreyscb.org.uk/resources-category/sscbmultiagencyforms/

NSSport SH Ltd have a duty to protect children in their care from risk of abuse, neglect, exploitation and violence as defined in law under the Children’s Act 1989 and 2004, and the United Convention for the Rights of the Child 1989.

Along with this comes the responsibility to act following concerns for the wellbeing of a child under its care, carrying out appropriate procedures and informing the relevant agencies.

If a member of staff has any concerns for the welfare or wellbeing of a child they must in accordance with OFSTED, report to their activities Manager who will follow the correct procedure.

It is important that staff keep accurate records of their observations by listening to the children in their care. Strict confidentiality will be observed always. All staff will receive training on the protection of children from abuse.

While children are in our care NSSport SH Ltd aim to:

• Ensure all children are never placed at risk. -Ensure that confidentiality is maintained always.
• Ensure that all staff are familiar with and aware of child protection issues and procedures.
• To regularly review and update this policy.

 If any incidents need reporting, the following will be contacted on: 

Venues in London Borough of Richmond Upon Thames:

• Richmond Upon Thames Children’s Services
  020 8891 7969 (office hours: 8:30 – 17:00) or 020 8744 2442

Police will be contacted in all cases on 999.