Terms & Conditions – Toddler Sessions (5 –7 Week Terms)

1. Bookings & Payments

• Sessions are booked in 5 to 7-week term blocks only.
• Full payment is required in advance to secure your child’s place.
• We do not offer single-session bookings or drop-ins.
• Places are limited and offered on a first-come, first-served basis.

2. Cancellations & Refunds

• By enrolling, you are committing to the full term.
• No refunds or credits are offered for missed sessions due to illness, holidays, or changes in circumstances.
• If a session is cancelled by us (e.g. due to staff illness or venue issues), we will offer:
  • A catch-up session, where possible
  • Or a credit/refund, at our discretion

3. Supervision & Responsibility

• All children must be accompanied by a responsible adult (parent, carer, guardian, or grandparent) for the entire duration of each session.
• The accompanying adult is fully responsible for the supervision, safety, and wellbeing of the child(ren) in their care at all times.
• Children must not be left unattended during sessions, regardless of age.
• Please do not attend if you or your child is unwell with a contagious illness (e.g. fever, vomiting, rash).
• Any medical needs, allergies, or additional support requirements must be disclosed at the time of booking.
• A qualified First Aider is present at all sessions, and a First Aid kit is available on-site.

4. Session Guidelines

• Sessions are designed for toddlers in age-appropriate groups. Please attend the session suitable for your child’s developmental stage.
• Please arrive on time to allow sessions to begin smoothly.
• Personal belongings and buggies are brought at your own risk.
• Food and drink are not permitted during sessions unless otherwise stated (e.g. baby feeding or medical reasons).

5. Photography & Consent

• We may occasionally take photos or short videos for marketing purposes (e.g. website, social media).
• Consent will be requested at booking. You may opt out at any time.
• No identifying photos will be used without your permission.

6. Conduct & Inclusion

• We are committed to providing a safe, inclusive, and friendly environment for all families.
• Any behaviour that is unsafe, disruptive, or discriminatory may result in removal from the sessions without refund.
• We welcome all grown-ups — including mums, dads, non-binary parents, carers, guardians, and grandparents.

7. Privacy & Data Protection

• Your personal data is used only for booking, safety, and communication purposes.
• All data is handled in accordance with GDPR and stored securely.
• See our Privacy Policy for more information.

8. Changes to Terms

• These Terms & Conditions may be updated at any time. The latest version will be available upon request or via our website/email.

Privacy Policy – Toddler Sessions

We are committed to protecting your privacy and handling your personal data responsibly.

This policy explains what information we collect, why we collect it, how it is used, and your rights under data protection law.

1. Who We Are

Magical Story Elves (Mini Adventures) provide baby and toddler group sessions for families and caregivers. We are the data controller of the personal information you provide.

If you have any questions, you can contact us at:
📧 Babette@magicalstoryelves.co.uk
📞 07720310455

2. What Information We Collect

We collect and store the following personal information:

• Parent/carer full name
• Child’s first name and age
• Contact details (email, phone number)
• Medical or allergy information (for safety)
• Emergency contact details
• Photo consent preferences
• Booking and payment records

3. Why We Collect Your Data

We collect this data so that we can:

• Process bookings and communicate session details
• Ensure the health, safety, and wellbeing of participants
• Respond in the event of a medical emergency
• Comply with our legal obligations (e.g. insurance, safeguarding)
• Share occasional updates, term announcements, or marketing (only if you opt in)

4. How We Store Your Data

Your information is:

• Stored securely in password-protected digital system.
• Only accessed by the business owner and relevant staff on a need-to-know basis
• Retained only as long as necessary for the purposes above (typically no more than 12 months after your last session)

5. Sharing Your Data

We do not share your data with third parties unless:

• Required by law (e.g. in case of a safeguarding concern)
• We have your explicit consent
• It’s necessary in a medical emergency (e.g. paramedics or first responders)

We will never sell your personal information.

6. Photography & Social Media

Photos or videos may occasionally be taken during sessions for use on our website or social media.
We will always ask for your consent during booking and respect your preferences at all times.

7. Your Rights

Under UK GDPR, you have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate or incomplete data
• Request deletion of your data (where legally possible)
• Withdraw your consent to marketing or photo use at any time
• Make a complaint to the Information Commissioner’s Office (ICO)

To exercise any of these rights, contact us at babette@magicalstoryelves.co.uk.

8. Changes to This Policy

We may update this policy from time to time. The latest version will always be available on request or via our website/email.

Last updated: 17/07/2025

Safeguarding Policy

Business Name: Magical Story Elves

Policy Created: 17/07/2025

Review Frequency: Annually or when legislation or procedures change

Policy Statement

We are committed to safeguarding the welfare of all children and families who attend our sessions. While we are not a registered childcare provider, we take the safety and wellbeing of every child seriously and will respond appropriately to any concerns raised.

Purpose of the Policy

This policy sets out how we:
– Recognise potential signs of abuse or neglect
– Respond to concerns or disclosures
– Report concerns to the appropriate agencies
– Support families while maintaining a duty of care

Who Is Responsible?

Safeguarding Lead: Babette Smith
As the business owner/session leader, you are responsible for:
– Being aware of safeguarding procedures
– Keeping this policy up to date
– Recording and responding to concerns appropriately

What Is Safeguarding?

Safeguarding means protecting children and vulnerable adults from:
– Physical, emotional, or sexual abuse
– Neglect or poor care
– Domestic violence or harm
– Harmful environments

Recognising Concerns

We may become concerned about a child or parent if:
– A child shows unusual or worrying behaviour (withdrawn, aggressive, fearful)
– A child appears physically hurt or neglected
– A parent/carer shares a concern or appears distressed
– Something said or seen during a session raises concern

Responding to Concerns

If a concern arises:
1. Remain calm and listen carefully if a child or parent speaks to you
2. Do not promise confidentiality — explain that you may need to pass on serious concerns
3. Record what was said or observed as soon as possible, using exact words where appropriate
4. Report the concern to the appropriate authority (see below)
5. Inform the parent/carer if appropriate and safe to do so

Reporting Safeguarding Concerns

If you are seriously concerned about a child’s safety or welfare, contact:

Hertfordshire Children’s Services – Safeguarding Team
📞 0300 123 4043 (24/7)
📧 protectedreferrals.cs@hertfordshire.gov.uk

If someone is in immediate danger, call 999.

Confidentiality and Record Keeping

– All safeguarding concerns are kept confidential and stored securely.
– Only those who need to know will be informed.
– Written records must be dated, factual, and signed.

Ongoing Training and Review

– This policy will be reviewed annually or when safeguarding guidance changes.
– The session leader will stay updated on local safeguarding contacts and basic training.

Health & Safety Policy

Business Name: Magical Story Elves

Policy Created: 17/07/2025

Review Frequency: Annually or when changes occur

Statement of Intent

We are committed to providing a safe, healthy, and welcoming environment for all families attending our baby and toddler sessions. We take all reasonable steps to ensure that risks are assessed and controlled, and that all activities are carried out safely, particularly given the involvement of very young children.

Our Commitments

– Conduct and regularly review risk assessments – Maintain appropriate insurance (Public Liability, Employers’ Liability) – Provide and maintain safe, age-appropriate, and regularly cleaned equipment – Ensure a First Aider is present and a First Aid kit is available – Keep emergency contact and medical information on file – Follow evacuation procedures for emergencies – Promote hygiene and illness prevention (e.g. stay-home-if-unwell policy)

Responsibilities

Business Owner – Babette Smith / Session Leader: Joanne Phoenix – Ensure safe setup and manage hazards – Review risk assessments regularly – Communicate safety procedures to adults attending – Keep emergency procedures up to date Parents / Carers: – Must supervise their child(ren) at all times – Must inform of any medical needs, allergies, or additional support – Must not attend if they or their child are unwell with a contagious illness

Safeguarding

Although our sessions are not a registered childcare setting, we take safeguarding seriously. Any concerns involving the welfare of a child will be acted on in line with our safeguarding policy and reported to the appropriate local authority where necessary.

Accidents and Emergencies

– All accidents will be recorded and monitored – Parents/carers will be informed immediately – A First Aider will respond appropriately – Emergency services will be contacted if required

Review and Updates

This policy will be reviewed annually or if: – There are changes to activities, equipment, or venue