Refunds & Cancellations (For Parents/Guardians)

Overview

We know plans can change. This policy explains how cancellations, refunds, credits, and changes to bookings are handled for Flag Frenzy Football Camp ("we", "us", "our"). By registering your child, you ("you", "parent/guardian") agree to the terms below. This policy should be read alongside our Terms & Conditions, Code of Conduct/Behaviour Policy, and Safeguarding Policy.

Definitions

• Camp week means a full-week booking for the published dates.
• Single-day booking means booking one or more individual days (not the full week).
• Camp start date means the first day of your child’s booked attendance (for a week, the Monday of that week; for single-day bookings, the specific booked day).
• Administrative fee means a non-refundable fee charged to cover booking and processing costs.
• Credit means a non-cash balance that can be applied to a future Flag Frenzy Football Camp within 12 months (subject to availability).

1) Booking Confirmation & Payment

• A place is confirmed once payment is received and you receive our confirmation email.
• We may limit numbers for safety and staffing; once full, a waiting list may operate.
• Prices may vary for early-bird offers, sibling discounts, and standard rates; the price at the time you complete checkout is the price that applies to that booking.

2) Statutory Cooling‑Off (UK)

Our services are leisure activities scheduled on specific dates. Under the UK Consumer Contracts Regulations 2013, the usual 14‑day cooling‑off right generally does not apply to such services when tied to a specific date or period. This section is provided for transparency only and is not legal advice.

3) Cancellations by Parent/Guardian

Applies to the total of your booking (weekly or single days). For single-day bookings, timelines are measured against the specific day.

• 14+ days before camp start date: Full refund minus a £10 administrative fee.
• 7–13 days before camp start date: 50% refund of the affected booking (the other 50% is forfeited).
• Less than 7 days before camp start date: No refund.
• No-shows / missed days / early departures: No refund or credit.

Note: If your booking included discounts (e.g., sibling or early-bird) and a cancellation means the remaining booking no longer qualifies, we will recalculate fees and refunds at the correct undiscounted rate.

4) Changes & Transfers (instead of cancelling)

• Switching to another day in the same week: Free with 72+ hours’ notice, if spaces are available; otherwise we’ll place you on a waiting list.
• Transferring the place to another child: Permitted with 48+ hours’ notice if (a) the new child meets age/eligibility criteria and (b) updated registration, medical and consent forms are completed. No fee. Maximum two transfers per original booking.
• Switching from single days to a week pass (or vice versa): We’ll recalculate the total and collect any difference. Refund rules in section 3 still apply to any portion being cancelled.
• We cannot guarantee changes requested with less than 48 hours’ notice.

All change requests must be emailed (see “How to request” below).

5) Medical Cancellations

If your child cannot attend due to illness or injury, we may offer a credit (not a cash refund) for the unused portion of the booking when you provide a doctor’s note dated within 7 days of the missed session(s). Credits are valid for 12 months and are subject to availability. For contagious illnesses, please follow public health guidance; we may require a clearance note before returning.

6) Cancellations by Flag Frenzy Football Camp

• Full cancellation before start: If we cancel the camp in its entirety (e.g., low enrolment, venue closure, or government restrictions), you may choose a full refund or a credit.
• Partial cancellation / mid-week disruption: If sessions are cancelled after the week starts due to extreme weather, safety concerns, venue issues or other force majeure events, we will offer a proportionate credit for the cancelled session(s). Cash refunds are not guaranteed once camp has started.
• Weather: We operate in varied weather with safety-first adaptations. Only in unsafe conditions would we cancel a session.

7) Behaviour, Safety & Safeguarding

We reserve the right to refuse admission or require a child to be collected if behaviour, safety, or safeguarding concerns arise that pose risk to themselves or others, or there is a serious breach of our Code of Conduct. In such cases, no refund is due for the day(s) concerned. Persistent breaches may result in removal from the remainder of the week without refund.

8) What Fees/Items Are Non‑Refundable

• The £10 administrative fee where applicable.
• Third-party transaction/processing fees (e.g., card/PayPal fees) retained by the provider.
• Merchandise, uniforms, or add-ons once collected/used.
• Any portion already delivered (e.g., days attended).

9) Refund Method & Timing

Where a refund is due, it will be processed to the original payment method. We aim to process approved refunds within 7–10 business days; bank processing times may vary. We cannot refund to a different card/account.

10) Chargebacks & Returned Payments

If a payment is disputed or reversed (chargeback), the booking is suspended. You are responsible for any third‑party dispute fees we incur. We will attempt to resolve with you first; unresolved chargebacks may result in refusal of future bookings until settled.

11) How to Request a Cancellation, Change, or Refund

Please email: admin@flagfrenzyfootball.co.uk

Include:

• Parent/guardian full name and phone number
• Child’s full name and DOB
• Booking reference (if available) and dates booked
• What you’re requesting (cancel, switch day(s), transfer to another child, medical credit, etc.)
• Any supporting documents (e.g., doctor’s note)

Requests are actioned once we confirm receipt. Requests made via social media/DMs aren’t monitored for cancellations.

12) Discounts & Offers

• Sibling discounts: If cancelling one child means the discount no longer applies to the remaining child(ren), we will recalculate the price and any refund accordingly.
• Early-bird pricing: If you cancel and rebook after the early-bird period, the current price at the time of rebooking applies.

13) Data & Privacy

We will handle your information according to our Privacy Policy (see website footer). Some information may be shared with payment processors strictly to complete refunds or credits.

14) Policy Updates

We may update this policy for clarity, law, or operational reasons. The version in place at the time you booked applies to that booking. The latest version will always be posted on our website.

Contact

Disclaimer

This policy is for general guidance only and is not legal advice. Consider seeking independent legal review to ensure it suits your circumstances.