Privacy Policy

Introduction

We are committed to protecting the privacy and security of the personal information of every participant and their families. This privacy policy outlines how we collect and use your information.

Information We Collect

We may collect the following types on data:

  • Personal information: name, date of birth, phone number, email address and any emergency contact details we may need
  • Health information: medical conditions, allergies, medications and any other relevant information regarding health
  • Payment information: card details and any other payment information for the camp costs
  • Photographs or videos: we like to take some photos and videos during our camps to really show off your Future Stars. However, consent is collected on our sign up form. If consent is not given, your child's image will not be shown on social media, website, etc. 

How We Use Your Information

We use the information listed above for the following purposes:

  • Bookings and Admissions: to process bookings, manage camp activity and communicate with parents and carers
  • Health and Safety: to ensure the safety and well-being of participants
  • Payment Processing: to process all payments and manage financial records
  • Communication: to send you any updates and other relevant information
  • Marketing and Promotions: to use photographs and videos for promotional materials, with consent

Information Sharing and Disclosure

We do not sell or rent your personal information to third parties, however we may share your information with:

  • Camp Staff: to ensure proper care and supervision over your children
  • Medical professionals: in case of an emergency
  • Legal Authorities: if required by law, or to protect the safety of both staff and participants

Your Rights

You have the right to:

  • Access and update your personal information
  • Request the immediate deletion of your personal information
  • Withdraw consent for the use of any photographs or videos 

Changes to This Privacy Policy

 We may change and update this Privacy Policy. However, you will be made aware of any significant changes via email and on our social media accounts.

Contact Us

If you have any questions please don't hesitate to contact one of our team members at: info@futurestarscamps.co.uk. We should get back to you within the next 3 working days.

By registering your child for our sports camp you acknowledge that you have read and understood our Privacy Policy and agree to its terms.

 

 

 

 Behaviour Policy

At Future Stars Camps we are committed to providing a positive and supportive environment where all children can thrive and reach their full potential. To ensure that all children have a safe and positive experience, we have established our behaviour policy:

 

Respect and Sportsmanship

All children are expected to treat coaches and peers with respect. Good sportsmanship is compulsory and we encourage our participants to celebrate each others achievements.

Positive Attitude

We promote a positive attitude towards participation and teamwork. Children are expected to support one another, motivate their peers and strive to do their best at every session.

Consequences for Inappropriate Behaviour

Safety is our number one priority. Children must behave in a manner that ensures both the safety of themselves and the safety of everyone around them. Any form of bullying, inappropriate behaviour, or refusal to follow instructions will not be tolerated. Our behaviour procedure is as follows: 

  • A verbal warning will be given for minor incidents
  • If behaviour does not improve, then the child will be asked to leave the camp and a refund will not be issued.

Keeping Children Safe
On very rare occasions, if a child is at risk of hurting themselves or others, trained staff may gently guide or hold them to prevent harm. This is always a last resort, carefully recorded, and parents are informed. Our focus is on supporting children, not punishment. This will only be carried out by staff who are trained in recognised positive handling techniques (e.g. Team Teach).

 

Refund & Cancellation Policy

We understand that plans can change and we strive to be as accommodating as possible. Please review our refund and cancellation policy below:

Cancellation by Participants

  • If you cancel your slot 5 days or more before your session, you will be issued a full refund. To cancel, email info@FutureStarsCamps.co.uk and let us know your child/s name.
  • If you cancel your space less than 5 days before your booking slot/day, a refund will not be issued. (Exceptional circumstances will be considered)
  • No refunds will be issued if a child is to leave the session early, dislikes the camp or is dismissed due to behavioural issues. The ONLY exception to this would be if a child has to leave due to a medical issue or an injury, the refund will be calculated by remaining hours.

Cancellation by Future Stars Camps

  • In the unlikely event that the camp is cancelled due to unforeseen circumstances, a full refund will be provided to all participants.

Refund Process

  • All refund requests must be submitted in writing via email to info@FutureStarsCamps.co.uk
  • Approved refunds will be processed within 14 business days of the request

 

Safeguarding Policy

At Future Stars Camps we are committed to providing a safe environment where children can have fun whilst feeling secure. This Policy highlights our safeguarding procedures:

Child Protection

  • All directors and senior members of staff are required to undergo DBS checks, and have a solid understanding of our safeguarding policy. Staff members and volunteers without a valid DBS certificate will not be allowed to be unsupervised with any children
  • Staff will be trained to recognise cause for concern and will report any concerns to the Designated Safeguarding Lead (DSL)
  • All concerns will be taken seriously and appropriate action will be taken in line with local safeguarding procedures, including notifying appropriate authorities if necessary
  • If a parent, child or staff member have a concern about a member of staff then they are to report it to the DSL
  • If a parent, child or staff member have a concern about the DSL they are to go to the local authorities
  • Under no circumstances should a member of staff or volunteer inflict physical or psychological harm on a child 

Code of Conduct

  • All staff and volunteers will be made aware of our code of conduct and must follow it strictly. This includes appropriate interactions with children, maintaining professional boundaries and ensuring an all-round positive environment 
  • Physical contact with children should be kept to a minimum and only when necessary for safety

Photography

  • At Future Stars Camps, we like to take photos and videos during our camps - we use these on our social media platforms, website and advertisements. Consent is collected on the Future Stars Camps registration form, if you do not consent, your child's image will not be used.
  • We ask that parents/carers refrain from posting pictures/videos of other children online

Contact details of the DSL

Name: Ben Bridges

Phone number: 07869843155

 

 

 

Missing Child Policy

The following policy outlines the procedure we follow in the unlikely event that a child goes missing:

Prevention measures:

  • Staff will conduct a register at the beginning of each session and regular headcounts before and after each session
  • Children will be briefed on safety protocols, including where meeting points are and making sure to notify a staff member if they are going somewhere (e.g. the toilet)

Reporting:

  • If a child is reported missing, the staff member must notify a senior member of staff immediately
  • The senior member of staff will document all the necessary details including; child's name, last known location and time. 

Response Plan:

  • Staff will immediately begin a search of the area
  • If the child cannot be found within 15 minutes then local authorities will be contacted and parents will be made aware. 

Communication:

  • Information must be shared with staff and the parents of the child whilst maintaining confidentiality
  • Updates will be provided as the issue develops 

 This policy will be reviewed annually to ensure the effectiveness and to match the safety standards. All staff must receive training on this policy and be made aware of the necessary  of the necessary precautions.

Health and Safety Policy

We are committed to providing a safe and healthy environment for all children, staff, and visitors attending our holiday camp. We take all reasonable steps to comply with health and safety legislation and to ensure that risks are identified, assessed, and managed effectively.

Responsibilities

The camp organisers are responsible for implementing this policy and ensuring that health and safety procedures are followed at all times. All staff are expected to take reasonable care of their own safety and that of the children in their care, and to report any hazards or concerns immediately.

Risk assessments

Risk assessments are carried out for all areas used by the camp, including indoor spaces, outdoor areas, equipment, arrival and collection procedures, and activities. These are reviewed regularly and updated as needed. Control measures are put in place to minimise risks, and staff follow these at all times.

Supervision and ratios

Children are supervised at all times by staff. Appropriate adult-to-child ratios are maintained in line with guidance for holiday provision. Staff are positioned to effectively monitor children during indoor and outdoor activities.

Accidents, incidents and first aid

A first aid kit is available on site at all times. First aid will be administered as required, and all accidents and incidents are recorded in the incident and accident book. Parents or carers are informed of any accidents involving their child. Emergency services will be contacted if necessary.

First aid, accidents and incidents

A suitable first aid kit is available on site at all times. At least one member of staff is responsible for overseeing first aid arrangements during each session. First aid will be administered as required, and all accidents and incidents are recorded in the accident and incident book. Parents or carers are informed of any accident or injury involving their child on the same day. Emergency services will be contacted where necessary.

Equipment and environment

All equipment used is age-appropriate and checked regularly to ensure it is safe and suitable. Any damaged or unsafe equipment is removed from use immediately. Indoor and outdoor spaces are checked before use to ensure they are safe and free from hazards.

Fire safety and emergencies

Staff are familiar with the school’s fire and emergency procedures. In the event of an emergency, children will be evacuated calmly to the designated assembly point and registers will be taken to ensure all children are accounted for.

Hygiene and infection control

Good hygiene practices are promoted, including regular handwashing before eating, after using the toilet, and after outdoor activities. Toilets and handwashing facilities are cleaned regularly. Measures are in place to reduce the spread of infection, including cleaning of shared equipment and surfaces.

Weather and outdoor safety

Weather conditions are monitored, and activities are adapted as necessary to ensure children’s safety. Children have access to drinking water and rest breaks, and suitable arrangements are made during extreme weather conditions.

Review

This policy is reviewed regularly and updated as required to reflect changes in guidance, legislation, or the operation of the camp.

Complaints Policy

We aim to provide a high-quality holiday camp experience for all children and families. We take all complaints seriously and view them as an opportunity to improve our service. All complaints will be handled fairly, promptly, and professionally.

How to make a complaint

Parents or carers are encouraged to raise any concerns or complaints in the first instance by speaking directly to the camp organisers. Complaints can also be submitted in writing via email.

Handling complaints

All complaints will be acknowledged and investigated by the camp organisers. We will aim to respond to complaints within 5 working days, outlining any actions taken or proposed to resolve the issue.

Recording complaints

A written record of all complaints will be kept, including the nature of the complaint, actions taken, and outcomes. These records will be stored securely and in line with data protection requirements.

Escalation

If a complainant is not satisfied with the outcome, they may request that the complaint be reviewed further. Where appropriate, advice may be sought from relevant authorities or professionals.

Review

This policy is reviewed regularly and updated as required to ensure it remains effective and appropriate for the operation of the camp.

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