BOOKING, PAYMENT & CANCELLATION TERMS

Booking and payment

• Camp places are booked and paid for in advance. Paid places can be paid by card or through Tax-Free Childcare. HAF places are free with a valid HAF code.
• Every paid booking includes a £20 booking fee. This fee is waived at the time of booking, so you are not charged it when you book.
• By completing your booking you agree to these terms.

Camps are non-refundable, but your money is not lost

Camp places are non-refundable. If you cancel, we do not refund to your card. Instead we preserve the value as Robocode credit that you can use towards another camp.

• Your credit is issued as a single-use credit code.
• Cancel 24 hours or more before the camp starts: credit is the amount you paid minus the £20 booking fee.
• Cancel less than 24 hours before the camp starts: credit is 50% of (amount paid minus £20).
• The £20 booking fee that was waived at booking is retained if you cancel. In cases of genuine hardship we may choose to waive it.
• Credit codes are valid for 12 months and can be used at any Robocode venue, camp or date. A code is used once for one booking; if the new booking costs more you can top up the difference by card.

Cancelling part of a booking

You can cancel a single day of a multi-day booking. That day’s place is released and its value is credited on the same terms above.

No-shows

If a child does not attend and the booking was not cancelled beforehand, the place is forfeited and no credit is given.

If we change or cancel a camp

• If we cancel a camp or session, you receive a full refund, or full credit if you prefer, and we will contact you.
• Occasionally we may need to change a session’s time or date. We will let you know in advance.

Collecting your child on time

• Please collect your child by the end of their booked session. Late collection is charged at £5 for every 15 minutes, or part of 15 minutes, up to a maximum of £30 per session.
• If a collection is recorded more than 90 minutes late we do not charge automatically: a gap that long is usually a check-out somebody forgot to record rather than a late parent, so a member of staff looks at it first.
• Lateness is measured against the session end time you booked. If we change the end time and you have not accepted that change, we measure against your original booked time.

Leaving the venue (supervised walks)

Camps may include a short, supervised walk to a local park or green space. Staff accompany the group throughout.

• Not every venue does this, and whether it happens on a given day depends on the group, the plan and the weather.
• We ask for your permission for each child when you book, and we will not take a child off site without it.
• If you have not given permission, or we have not managed to ask you, your child stays at the venue with a member of staff. An unanswered question is never treated as permission.
• You can change your answer at any time, including during the camp, from your booking page. If you change it on a camp day we tell the venue straight away.
• On warm days please apply sun cream before drop-off and send a hat.

Behaviour and safeguarding

We may remove a child from camp for serious behaviour or safeguarding reasons. Any credit for unused days in that case is at our discretion.

Screens, devices and online safety

Robocode teaches with technology, and we keep screen use purposeful, supervised and balanced with off-screen activity. Our Screen Time and Acceptable Use Policy applies at every camp from 1 September 2026, and by booking you accept it alongside these terms.

• Screen time at camp is creative: children build, code, design and test their own work. Entertainment video, social media and personal accounts are not used at camp.
• The day is timetabled so screen sessions alternate with off-screen activity, breaks and physical games, and staff teach healthy habits such as regular eye breaks.
• Internet access for learning is filtered and supervised at all times.
• Camps are mobile phone-free for children: phones and smart devices are stored away during the day. To reach your child during camp, call the venue.
• The full policy is linked in the page footer of our website and available from any venue on request.

HAF (free) places

Free HAF places require a valid HAF code and that your child is eligible, for example through benefits-related free school meals. By booking a HAF place you confirm your child is eligible, and you accept that if the claim is found to be ineligible you may be liable for the standard paid fee.

Card details and outstanding balances

• With your consent, we securely store your card with our payment provider (Stripe) so that any charge you have agreed to, such as a late-collection fee, can be taken. You can ask us to remove your stored card at any time.
• Any outstanding balance, for example an unpaid late-collection fee, may prevent new bookings until it is settled.

Photos, medical information and data

Photo and media permission and your child’s medical, dietary and SEND details are collected separately during booking. We handle your data in line with our Privacy Policy.

If something goes wrong

If you are unhappy with anything, tell the venue first so we can put it right quickly. If that does not resolve it, our complaints procedure and complaint form are published at robocode.uk/policies, and we will respond in line with them.