1. Introduction

Sport at the Heart (SatH) is a sports and wellbeing charity that provides high-quality, accessible, and affordable sports, play, arts, and community programmes for children, young people, and families. By booking a place in any of our sessions, you agree to the following Terms & Conditions.

These Terms & Conditions apply to all term-time and school holiday bookings, including regular sessions, holiday camps, and specialist programmes.

2. Eligibility & Registration

  • Bookings are open to children aged 5-18 years.
  • Parents/carers must complete an online registration form before their child’s first session.
  • Families applying for concessionary places on our School Holiday Camp’s must provide proof of eligibility (e.g., Free School Meals confirmation).
  • We require a minimum of two emergency contacts for each child.

3. Booking & Payment

  • All bookings must be made in advance via our online system.
  • Payments can be made via debit/credit card or bank transfer:
    o Account Name: Sport at the Heart
    o Account Number: 65677261
    o Sort Code: 08-92-99
    o Reference: (Child’s Name + Session Type)
  • Concessionary places are funded by partners such as Brent’s Holiday Activity and Food Fund, John Lyon’s Charity, and The Felix Project. These places are limited and prioritised for local families and those eligible for Free School Meals.

Late Payments

  • Failure to make payment on time may result in cancellation of the booking.
  • Any outstanding fees may lead to suspension from future bookings.

4. Cancellations & Refunds

  • Term-Time Sessions: Cancellations must be made at least 48 hours in advance so we can offer that place to another participant.
  • School Holiday Camps: Cancellations must be made at least 7 days in advance to qualify for a credit.
  • We operate a no-refund policy, except in exceptional circumstances at our discretion.
  • If a session is cancelled by SatH (e.g., due to weather or staffing issues), a credit or refund will be offered.

5. Attendance & Late Collection

  • The programme starts promptly each day; please arrive on time.
  • Holiday Camps: Drop-off is at 10:00 AM and pick-up is at 3:00 PM.
  • Term-Time Sessions: Drop-off and pick-up times vary by programme.
  • Late pick-ups will incur a £5 fee in the first 15 minutes, and £5 for every 5 minutes thereafter.
  • Persistent late pick-ups may result in cancellation of membership.

6. Behaviour & Conduct

  • SatH promotes a positive, trauma-informed environment where all young people have the opportunity to thrive.
  • We use a three-strike behaviour system:
    o Strike 1: Verbal warning and reminder of expectations.
    o Strike 2: Time-out and discussion with staff.
    o Strike 3: Parent/carer contacted for early collection.
  • Serious incidents (e.g., violence, bullying, drugs/alcohol) may result in immediate suspension.
  • SatH reserves the right to refuse future bookings for repeated behaviour issues.

7. Food & Allergies

  • All children attending full-day programmes will receive a freshly-prepared nutritious meal.
  • Families may send a packed lunch, but we do not allow:
    o Fizzy drinks
    o Sweets or excessive sugary snacks
    o Nuts (SatH is a nut-free zone)
  • Parents/carers must inform us of allergies and dietary requirements during registration.

8. Personal Belongings

  • Children must not bring valuable items (e.g., toys, electronics) to sessions.
  • Mobile phones will be stored securely and only accessed during designated times.
  • SatH is not responsible for lost, stolen, or damaged personal items.

9. Trips & Off-Site Activities

  • Some sessions may involve off-site trips.
  • Parents/carers must complete a consent form before any trips involving public transport, minibuses, or coaches.
  • Children must follow staff instructions at all times during off-site activities.

10. Health & Safety

  • SatH follows strict health and safety policies.
  • If a child shows signs of illness (e.g., fever, vomiting), they must stay home.
  • If a child becomes ill during a session, parents will be contacted for immediate pick-up.

COVID-19 Measures

  • Families must inform us if their child or any household member has COVID-19 symptoms.
  • Enhanced cleaning and hygiene procedures are in place.

11. Data Protection & Privacy

  • SatH complies with the UK General Data Protection Regulation (UK GDPR).
  • Personal data is used solely for booking, communication, and safety purposes.
  • Data may be shared with funding partners (e.g., Brent Council) as required for subsidised places.
  • Parents may request data access or removal by contacting hello@sportattheheart.org.

12. Contact Information

  • Email: hello@sportattheheart.org
  • Phone:
    o Sacha: 07534 269921
    o Matt: 07506 866527
    o Koran: 07908 851 789
  • Main Venue: Roundwood School & Community Centre, Longstone Avenue, NW10 3UN
  • Website: www.sportattheheart.org

By completing a booking with SatH, you agree to the above Terms & Conditions. If
you have any questions, please get in touch with us before making a booking.