Terms & Conditions for SEN Respite Service

1. Terms & Conditions (general)

   • i. Interpretation 1.1 “Company” refers to SUNSEN and all its subsidiaries, affiliates, and related entities, collectively referred to as “we”, “us”, or “our”. 1.2 “Parent/Guardian” refers to anyone who has booked a SEN session, created an account, bought a voucher, purchased a membership or a subscription for their child or young person. 1.3 “SEN Session” or “SEN Sessions” refer to the Company’s special educational needs sessions. 1.4 “Terms and conditions” refer to this document. 1.5 By accessing and using this website (the “Site”), you accept and agree to be bound by and comply with these terms (the “Terms”). If you do not accept the Terms, you should not use the Site. 1.6 The Company reserves the right to change the Terms and therefore ask Parents/Guardians to check the Terms regularly, prior to booking.

2. Bookings

   • 2.1 Pre-booked SEN sessions must be paid for in advance on this Site.

   • 2.2 Due to limited number of spaces per session, we cannot guarantee space for parents/guardians who have not booked in advance.

   • 2.3 It is not possible to pay for your session on arrival.

   • 2.4 If a parent/guardian has purchased a multiple session pass, online booking automatically deducts a session from the pass.

   • 2.5 Once sessions are shown to be full online, there will be no more spaces available, subject to there being no cancellations. In the case of cancellations, there will be a waiting list. If a Parent/Guardian commits to the waiting list and is then given a space in the session, they have confirmed the place and are subject to the Terms.

   • 2.6 Prices are as stated on the Site; these may change from time to time, but all bookings made prior to change in price will remain unchanged.

   • 2.7 Identity will be verified for multiple pass cards. Cards are assigned to one Parent/Guardian and ownership may not be transferred.

   • 2.8 The Company reserves the right to refuse entry or expel Parents/Guardians and their children from the session should their conduct be deemed unfit or should they be deemed to be in breach of the Terms or for any other reason in the Company’s sole discretion. In such instances, the Company will not refund the Parent/Guardian.

   • 2.9 The Referral system is operated at the Company’s discretion. Not all locations partake and the Company reserves the right to deny referrals for free sessions and corresponding referral credit. For the avoidance of doubt, resale of referrals or referral credit is not accepted and will not be honoured by the Company.

3. Cancellations

   • 3.1 Cancellation policies vary from location to location and will be stated on the terms and conditions on the relevant booking system when you book. Each business will have a stated cancellation window, which will apply to each session. For example, if a business states that it has a 12-hour cancellation policy, all cancellations must occur more than 12 hours before the start of the session in order to receive the credit back from that booking.

   • 3.2 Where cancellations are made outside that window (i.e., a sufficient time before the start of the session), credit will be added back to the relevant account. Cancellations made inside the cancellation window will not be refunded, and the credit will be deducted.

   • 3.3 Deductions from multiple session passes operate under the same terms as stated in 3.1 & 3.2 – if a Parent/Guardian books into a session with a multiple session pass, the deduction will be made from the pass unless the cancellation is made within the relevant time period.

   • 3.4 Unused multiple session passes will not be liable for refunds. All memberships are also non-refundable.

   • 3.5 The Company cannot be held responsible for a particular session or instructor becoming unavailable. If an instructor becomes unavailable, we will ensure – where practically possible – that they are replaced by another instructor. Where this is not possible, or where a session is cancelled due to unforeseen circumstances, we will issue a credit note to all those who have previously booked that session. The Company will not be liable for any other incurred costs or damages to the Parents/Guardians from a cancellation.

   • 3.6 Memberships and session pass terms may vary from business to business, but all passes and memberships have terms clearly stated at point of purchase. In general, memberships recur automatically each month on the same day and card details are stored securely. Memberships can be cancelled at any time by contacting the individual business or admin@sunsen.co.uk by email with at least 2 weeks’ notice (prior to the date of cancellation). Memberships can be placed on hold at any time, for a minimum of one week, by emailing the individual business or admin@sunsen.co.uk. This includes, but is not limited to, reasons of COVID-19 isolation, long term illness, or injury. Cancellations and holds are not confirmed until you have received confirmation back from the business.

4. Locations and Start Times

   • 4.1 Our locations and times are liable to change from week to week but once it is scheduled online, we will endeavour to keep the location and times as stated. Any changes made to the location and times will be highlighted on the Site and all booked customers will be informed by email.

   • 4.2 Parents/Guardians are asked to arrive to sign in at least 10 minutes prior to the start of the SEN Session. The Company reserves the right to refuse entry to anyone arriving after the start of the session.

5. Health and Safety

   • 5.1 The Company advises Parents/Guardians not to bring their children to an SEN Session without first seeking medical advice if they have any concerns over their child’s physical condition.

   • 5.2 Parents/Guardians with children who have medical conditions, such as low or high blood pressure or cardiovascular irregularities, should not attend the session without first informing staff, updating your account information or emailing admin@sunsen.co.uk

   • 5.3 The Company reserves the right to refuse access to any Parent/Guardian and their child if it in any way doubts the health of the child and their ability to safely take part in the sessions.

   • 5.4 Parents/Guardians accept the risk of injury from their child’s participation in the sessions. The Company accepts no liability for injury to the child, except in so far as such injury is by law incapable of exclusion.

   • 5.5 New Parents/Guardians may be asked to fill out a Physical Activity Readiness Questionnaire or may be asked about their child’s physical fitness directly by the instructor, so the Company is better informed of the child’s physical condition. This form will also waive the Company’s responsibility for physical injury caused by the sessions, except for instances of negligence.

   • 5.6 Children who are unwell and pose risk to other vulnerable children will not be able to partake in our sessions. If a child becomes unwell during a session, the Parent/Guardian will be contacted to collect the child immediately.

6. Personal Belongings

   • 6.1 Personal belongings brought to the sessions are brought at the Parent’s/Guardian’s risk. All facilities have some form of storage space, but the safety of the possessions is not the responsibility of the Company. We do not accept liability for loss or damage of personal possessions except in so far as such loss or damage is by law incapable of exclusion.

7. Dress and Suitability

   • 7.1 The Company requests all children to be dressed appropriately for the activities involved in the SEN sessions. Details of recommended attire are featured on the Site.

   • 7.2 No admittance to children under the age of 4 years and not older than 25. Age appropriate groups are created and allocated time at the centre. Age groups: 4-12, 13-17, 18-25.

   • 7.3 Any specific equipment required for the sessions will be provided by the Company.

8. Accessibility

   • This website has been designed to be accessible to as many people as possible. If you have difficulty using our site, please let us know and we will do our best to rectify this in future maintenance and development.

   • All pages on this site comply with all priority 1, 2, and 3 guidelines of the W3C Web Content Accessibility Guidelines.

   • All pages on this site validate as XHTML 1.0 Transitional.

   • This site is built using structured semantic markup. H2 tags are used for main titles to aid users of screen reading software such as JAWS. For example, on this page, JAWS users can skip to the next section within the accessibility statement by pressing ALT+INSERT+2.

9. Behaviour and Conduct

   • The Company has a zero-tolerance policy towards abusive, rude, or inappropriate behaviour. We are committed to providing an environment that is free from bullying, harassment, victimisation, and unlawful discrimination. Discrimination, harassment, or any form of prejudice will not be tolerated. We expect our Parents/Guardians to show respect and courtesy when interacting with the Company team members, as well as with other parents/guardians and children. We will not accept rude, abusive, intimidating, or inappropriate behaviour or language in our sessions, nor through our customer communication channels (email, phone, social media, or otherwise).