Terms and Conditions

Last updated:  26 March 2025

Version: 2025 – 2026

Kowhai Kids Club Before School Care, After School Care and Holiday Programmes may be referred to as a ‘Kowhai Kids Club Programmes’ in the following Terms and Conditions

1. PAYMENT REGISTRATION:

1.1 Kowhai Kids Club Programmes: Enrolling in a Kowhai Kids Club Programme secures a booking for the days/times selected at the time of booking. Irrespective of attendance, unless prior notice that a child will be absent is given (minimum 24 hours, or as set out in programme specific booking information), payment is still required and is expected by the date due on the invoice. Parents/caregivers of children are responsible for programme attendance.

1.2 When arriving to collect your child please sign them out on the tablet or attendance sheet and advise the Team Leader that you are taking your child. This is a Ministry of Social Development requirement and if a child has not been signed out at the end of the day, full daily fees will apply.

1.3 Programmes Length: All Kowhai Kids Club Programmes may vary in duration depending on location and programme type.

1.4 Late payment: Late payment constitutes default under this agreement and Kowhai Kids Club may withdraw children from programmes at their discretion. Additional administration fees may be charged to overdue accounts.

1.5 Early Drop Offs or Late pick-ups: Children arriving earlier or collected later than the booked session will incur extra charges. For early drop offs before the beginning of the programme and late collections after the conclusion of the programme, you will be charged $13 per 15 minutes or part thereof. For after school care or Holiday programmes, after 6:30pm a flat rate of $50 will be incurred.

1.6 Indemnity: The parent/caregiver agrees to indemnify Kowhai Kids Club Programmes against all costs, whether commissions, legal fees or otherwise, incurred by Kowhai Kids Club Programmes or their duly Authorised Agents relating to the recovery of any monies that may be outstanding from time to time pursuant to the terms of this agreement.

1.7 Discontinued sessions: Kowhai Kids Club Programmes reserve the right to discontinue any child for reasons including, but not limited to, inappropriate behaviour and non-payment of fees.

Note: Programme costs are reviewed annually, or as reasonably required, and at least one month’s notice, where possible, will be given of any change in price.

1.8 Programme Policies and Procedures: By booking your child into an OSCAR Kowhai Kids Club Programme, you are agreeing to all terms and conditions set out in the Kowhai Kids Club Programme Policies and Procedures Manual. The Kowhai Kids Club Programme Policies and Procedures Manual has been approved by the Ministry of Social Development and is available at all OSCAR Kowhai Kids Club Programme venues.

1.9 Work and Income OSCAR subsidies: Applying for an OSCAR subsidy is the responsibility of parents/caregivers. Upon request Kowhai Kids Club is able to submit the following forms on behalf of the parent/caregiver:

OSCAR Subsidy Declaration Form, Change of Circumstances Form, Annual Review of Childcare Form.

Kowhai Kids Club takes responsibility for ensuring these documents are completed or sent to Work and Income upon request. Outside of the listed forms, and if we are not requested to handle WINZ forms, we take no responsibility for ensuring documents are completed or sent to Work and Income. Parents/caregivers are responsible for paying full fees if they are unsuccessful with receiving a subsidy.

PAYMENT DISPUTES

Where there is a dispute over payments received or not received, Kowhai Kids Club will provide statements to demonstrate monies received and banked. Parents will be required to provide proof that payment was made to the correct designated place. Where this cannot be provided the parent will be required to complete payment to Kowhai Kids Club.

2. REFUNDS:

2.1 Kowhai Kids Club Holiday Programme Missed Sessions: No refund will be given where a session is missed unless Kowhai Kids Club has been contacted and advised of a child’s absence a minimum of 24 hours (or as set out in programme specific booking information) before the session commences. In the case that a child is absent, and Kowhai Kids Club was informed, the monies will be used as credit towards future bookings.

3. WEBSITE

3.1 Website: Children/Parents/Caregivers will have access to the online content of the website www.kowhaikidsclub.co.nz for the period of time they are enrolled into Kowhai Kids Club Programmes.

4. CHILD HEALTH AND SAFETY

4.1 Medical information: In the interests of your child’s well-being, whilst in the care of Kowhai Kids Club Programmes, the programme must be informed of any medical or other condition affecting your child. This information should be included in your ‘Child’s Details’ in your online account and updated if conditions develop or change.

4.2 Kowhai Kids Club is not responsible for children outside of the agreed programme time or for a child making their way to and from a programme venue. Where a child is attending any Kowhai Kids Club Programme, the ‘Drop Off/Pickup of Children’, ‘Children Not Arriving at the Programme When Expected’ and ‘Children Not Collected at the End of the Programme’ Policies & Procedures will apply.

4.3 Health and Safety Emergencies: In an emergency situation where your child needs medical attention, staff will ensure that every effort possible is made to get hold of the parents/caregivers/emergency contacts. If contact is unsuccessful, I authorise any person (acting through the staff and employees of Kowhai Kids Club Programmes) in the event of any accident or illness to my child, to take all such steps as may be necessary for the proper treatment and care of my child (as advised by a duly qualified and registered medical practitioner).

4.4 Parents/caregivers are expected to be able to collect their child at any time if they become unwell, jeopardise the safety of other children or staff at the programme, or are identified as a health risk to other children or staff at our programme.

4.5 Kowhai Kids Club OSCAR programmes are committed to the recognition and prevention of abuse of children within our programmes and the community and supports the roles of statutory agencies such as the Police and the Ministry for Children (Oranga Tamariki).

4.6 If a child’s behaviour is impacting the safety within any of our programmes, we reserve the right to remove the child permanently after following the Relevant policy requirements. If the programme team is unable to meet the needs of the child, or in an event of a child’s behaviour impacting on the team or children’s safety, arrangements for the child to be collected as soon as possible from the activity or programme will be made. If a parent, caregiver, or authorised collection person of a child, demonstrates behaviour that is impacting the safety of our staff, the children, or the Kowhai Kids Club programme in general, we reserve, at our sole discretion, the right to refuse or rescind the enrolment of a child effective immediately.

DAMAGE TO PROPERTY

Staff will take due care and responsibility regarding the structural and non-structural property and its use. Parents or guardians may be liable for replacement costs of equipment or property damaged by their child(ren).

SunSmart Policy Terms 1 & 4

Children are required to wear hats which protect the face, neck and ears when they are outside between the months of October and April or at any time the weather conditions dictate the necessity for sun protection.

No Hat, No Play. Children without a hat are only permitted to play in supervised/allocated shade areas. All children will provide their own hat for use at the programme. SPF 30+ Broad Spectrum sunscreen will be made available to all staff and children. Outdoor activities will endeavour to utilize shade for students and staff at all outdoor events and activities between the months of October and April or at any time weather conditions dictate the necessity for sun protection. If no shade is available, provision will be made for breaks within a shaded area.

5. PRIVACY AND COPYRIGHT:

5.1 Advertising: Kowhai Kids Club Programmes will occasionally video / photograph sessions and may use video footage or pictures for promotional or training purposes. You agree to your child’s image/s being used, unless written notification to the contrary is provided at enrolment. If any images are going to be used more widely you will be contacted and an agreement arranged.

5.2 Personal information: Kowhai Kids Club Programmes collect, use and share your information in accordance with the Kowhai Kids Club NZ Privacy Policy. The most current version of our Privacy Policy can be found below.

5.3 Copyright: Children/Parents/Caregivers undertake not to make copies of any Kowhai Kids Club Programme material, and/or use our intellectual property rights and content unless authorised to do so by Kowhai Kids Club NZ in writing.

6. GENERAL:

6.1 I consent to my child participating in/attending activities arranged by Kowhai Kids Club Programmes, as well as travel by private vehicle or public transport/alternative transport services as may be used from time to time to advertised programme outings.

6.2 Travelling by private car: If there is a need for children to travel by private car, parents/caregivers will provide booster seats or the appropriate required child restraint for the age and size of their child. Parents/caregivers of children seven years or older are encouraged to provide booster seats for their children until they reach 148cm tall, or eleven years old. A separate written authorisation will be required from parents/caregivers before travelling.

6.3 Belongings: Kowhai Kids Club takes no responsibility for any loss or damage to children’s property while in our programmes.

7. PRIVACY POLICY:

Thanks for checking out our page. You’ve reached us by visiting www.kowhaikidsclub.co.nz (“the Site”). We respect your privacy and value your relationship with us. This privacy policy describes how we collect and use personal information collected on the Site.

Please read this privacy policy before submitting any personal information on this Site. By using the Site, you are accepting the policies described here. We suggest that you frequently review the privacy policy to ensure that you fully understand how your personal details will be used and that you are aware of any changes we have made from time to time to this privacy policy.

1. Information we collect and how we use it

• We do not need any personal information if you simply browse the Site, we’ll just check out some pretty basic information, including the computer IP, browser and country. This really helps us improve your experience and our services to you.

• If you intend to register to use the services we provide, we may ask you to provide certain personal information that will be used to identify you, and to enable us to communicate with you, either online or offline. We may require information such as your email address, postal address, name, mobile number, credit card details, as well as additional information we need about your child(ren) to ensure we have everything we need to help with the safe use of our services. All these personal details will be stored and kept in strict confidence, subject to the terms of this Privacy Policy.

• We may also contact you to seek your comments about our services and notify you about important changes made to the Site or our services.

2. Storage, access and correction

• As required by the Privacy Act 2020, we follow strict procedures when storing and using the information you provide. We are dedicated to keeping personal information secure.

• You have rights of access to, and correction of, personal information that we hold about you. You may correct or change the information collected at any time and as often as necessary. To do so, simply log in and update your online account, or alternatively get in touch using the “Contact Us” option on the Site.

• You can also make choices about whether you receive promotional communications from us by following the ‘unsubscribe’ instructions included in our communications.

3. Use of your information

• We may use your personal information:

a) To share with our employees, and the employees of the service you use, to help administer your account and to communicate with you as required for the use of the services.

b) To monitor your use of our service, for the purpose of improving all aspects of our services and ensuring that our service is not abused nor used wrongfully.

c) To provide you with news, updates and promotional material that we believe may be useful or of interest to you.

d) To comply with any statutory or regulatory obligations or applicable rules or guidelines requiring disclosure or use of the information. This includes, but is not limited to, the following government organisations: the Ministry of Social Development, Oranga Tamariki, Worksafe, the Ministry of Primary Industries, the Ministry of Education, the Ministry of Health, Inland Revenue Department.

e) To assist any law enforcement or governmental agency in the performance of their proper functions, if we reasonably consider disclosure or use of the information to be necessary for that purpose.

f) In consultation with the school the programme or session booking is connected to, if we consider it necessary to assist the health and safety or wellbeing of an individual or others.

g) For any legitimate purpose in connection with our business.

h) To compile statistical and analytical reports for marketing purposes on the use of our service by all of our customers and end users, provided that such reports do not identify individual customers and end users.

4. Changes to our privacy policy

• We may change and update our privacy policy from time to time by updating this posting. Any such change and/or update of our privacy policy will take effect when it is posted on the Site. You are therefore strongly recommended to review our privacy policy whenever you use the Site.