Booking Terms & Conditions
Changes to Ad Hoc Bookings
If you notify us at least 21 days before the date on which the services are due to start, subject to availability, we may allow you to change the dates of your booking to new dates within the same school term period. In these circumstances we may at our discretion charge you a £5 administration fee.
Cancellation of Ad Hoc Bookings
If you let us know that you wish to cancel your booking within 28 days of the date on which the booking is due to start, we will not refund any advance payment you have made for that booking. If you have not yet paid, payment in respect of the booking will still be due.
If you give us more than 28 days’ notice that you wish to cancel your booking, we will provide you with a refund in respect of that booking or, if you request, we may provide a credit to your account to the value of the refund.
For long term bookings
For long term bookings, you may end the contract by giving us 1 month’s written notice. We will provide a refund for any services you have paid for but not received which were due to take place after the 1 month notice period has elapsed.
Payment
You must use your best endeavours to resolve any issues with your CCVs or TFCAs or CCV provider or TFCA provider promptly so as to reduce any delays in payment to us.
One-off (or ad hoc) bookings
We accept payment by credit card, debit card, via tax-free childcare accounts (“TFCA”) and childcare vouchers (“CCVs”).
You must pay for the services at the time you place your order via our website unless you wish to pay for the services using CCVs/TFCAs in which case CCVs and/or tax-free childcare vouchers must be sent to us at the time the booking is made, you must provide your authorisation to your CCV/TFCA provider on the day you make your booking and complete the credit card or debit card capture phase of the CCV/TFCA provider checkout is to guarantee your booking while waiting to complete the voucher payment. No payment will be taken from the bank account provided, unless you choose to split your payment across multiple payment methods or payment is not made within 14 days of your booking.
- If you book services which are due to commence within 5 days of the date of your booking, you must use your best endeavours to ensure that we receive funds from your CCV/TFCA provider before the services start date but if that is not possible then you must use your best endeavours to ensure that we receive funds from your CCV/TFCA provider as soon as possible after the services have been carried out. If payment is not received from your CCV/TFCA provider within 7 days of the date of your booking, a late payment charge will be added to the balance due in an amount equal to 15% of the charges for the relevant services; If payment is not received from your CCV/TFCA provider after 14 days, your card used to secure your booking will be charged. In the event that your CCV/TFCA provider payment arrives after your card has been charged your additional payment will be added to account credit for future bookings or refunded to your card, minus the late payment charge.
- If you book services which are due to commence more than 5 days after the date of your booking, you must ensure that we receive funds from your CCV/TFCA provider within 7 days of your booking. If payment is not received from your CCV/TFCA provider within 7 days of the services being booked, a late payment charge will be added to the balance due in an amount equal to 15% of the charges for the relevant services. If Payment is not received from your CCV/TFCA provider after 14 days, your card used to secure your booking will be charged. In the event that your CCV/TFCA provider payment arrives after your card has been charged your additional payment will be added to account credit for future bookings or refunded to your card, minus the late payment charge.
Long-term bookings
We accept payment by credit card, debit card, via tax-free childcare accounts (“TFCA”) and childcare vouchers (“CCVs”).
We will invoice you monthly in advance for the services.
- At the time you make your booking you must pay the fees in advance relevant to services to be carried out in the calendar month (or remainder of it) in which you place your order save that for orders submitted in the last 7 working days of a calendar month, the fees for the remainder of that calendar month and the following calendar month will be payable in advance (“Initial Advance Fees”). Thereafter we will raise invoices on a monthly basis (on or around the 16th of each month to be paid by 1st of the next month) in respect of the following month’s fees. If payment is not received before the 1st of the next month, a late payment charge will be added to the balance due in an amount equal to 15% of the charges for the relevant services. For example, an invoice raised on 16th November (in respect of services to be provided in December) must be paid before 1st December, failing which the late payment charge described above will be applied.
If you wish to pay for the services using CCVs/TFCAs:
- in respect of our invoice relating to the Initial Advance Fees which must be paid in advance, you must send our invoice to your CCV/TFCA provider immediately on receipt and you must use your best endeavours to ensure that we receive funds from your CCV/TFCA provider as soon as possible and in any event, before the services start date. If payment is not received from your CCV/TFCA provider within 7 days of the services start date, a late payment charge will be added to the balance due in an amount equal to 15% of the charges for the relevant services;
- thereafter, you must send our invoices to your CCV/TFCA provider immediately on receipt and you must use your best endeavours to ensure that we receive funds from your CCV/TFCA provider by the 1st of each month. If payment is not received from your CCV/TFCA provider by the 1st of the next month, a late payment charge will be added to the balance due in an amount equal to 15% of the charges for the relevant services. For example, an invoice raised on 16th November (in respect of services to be provided in December) must be paid by 1st December, failing which the late payment charge described above will be applied. Credit card or debit card capture phase of the CCV/TFCA provider checkout is to guarantee your booking while waiting to complete the voucher payment. No payment will be taken from the bank account provided, unless you choose to split your payment across multiple payment methods or payment is not received before the 1st of the next month. In the event that your CCV/TFCA provider payment arrives after your card has been charged your additional payment will be added to account credit for future bookings or refunded to your card, minus the late payment charge.
You must read our terms and conditions in full
Notwithstanding that we have summarised some of the key points on amendment and cancellation of bookings here, we strongly advise that you read our terms and conditions carefully and in full, a copy of which is available on our website here: https://www.rbactivecare.co.uk/our-policies on request. Reading these key points should not be in substitute for reading our terms and conditions in full.
