Terms & Conditions
Terms and Conditions
Admission
Our Club aims to be accessible to children and families from all sections of our local community.
Admission to Rocketeers is organised by the admin team and we use a waiting list system when the
need arises. The waiting list will be operated on a first come-first served basis, except for siblings
who will have priority for the same days as a sibling already attending. See our Admission and Fees
Policy for more details.
Payment of fees
The fee per session is payable for all booked sessions including when your child is sick, or on holiday
(regardless of the amount of notice given). This includes if your child is self-isolating as a result of
contact or because school has closed a bubble.
A sibling discount is offered to siblings attending the same session on the same day.
We do not charge for bank holidays and professional training days.
Invoicing and Payment Terms
Invoices will be issued on the 1st of each month for contracted sessions. Payment must be received
in full by the 15th of the same month unless otherwise agreed in writing.
For ad hoc bookings, invoices are issued at the time of booking and are payable within the
timeframe stated on the invoice.
Late Payments
If payment is not received by the due date, the following will apply:
- A 10 % of the owing amount for late payment will be applied from the 16th of the month for
contracted bookings.
- For ad hoc bookings, a 10% of the owing amount for late payment will be applied 6 days
after the invoice date.
We allow a short grace period to account for processing times of childcare voucher and tax-free
childcare payments. However, it remains the parent/carer’s responsibility to ensure payment is
received on time.
Non Payment and Account Management
If an account remains unpaid:
- At one month in arrears, parents/carers will be contacted to arrange a Payment Plan for any
overdue contract invoices.
- For ad hoc bookings, if payment remains outstanding 12 days after the invoice date, the
account will be frozen.
An account freeze means:
- No further bookings can be made
- Any future bookings may be cancelled
- Access to childcare provision may be suspended (where applicable)
Payment Plans
Where an account falls into arrears, we may offer a Payment Plan to support repayment of
outstanding balances.
- Payment Plans must be agreed in writing and adhered to in full.
- Payment Plans will run alongside any new invoices, which must continue to be paid on time.
- Failure to maintain agreed payments may result in immediate suspension of services and
cancellation of bookings.
Failure To Engage
If a parent/carer fails to respond to communication regarding outstanding balances or does not
agree to a Payment Plan:
- The child’s place may be suspended
- All future bookings may be cancelled
- The account may be referred for further recovery action
Responsibility For Payment
It is the responsibility of the parent/carer to ensure that all payments are made on time, including
where payments are made via third-party providers (e.g. childcare vouchers or government
schemes).
Delays from third-party providers do not remove the obligation to ensure payment is received by the
due date.
Closures
In the case of enforced and extended closure a payment of 20% of invoices due over the period of
the closure will be required to retain spaces at Rocketeers clubs. This payment is non-refundable.
Any sessions already paid for but not taken can be reclaimed as time in lieu at either wraparound or
inset day sessions, space permitting. In the case of any short term, illness related closure which lasts
for 14 days or less, fees remain payable in full and sessions can be reclaimed as time in lieu as above.
If the closure extends beyond 14 days then this will be treated as extended closure and payments
will be as set out above. Time in lieu is claimable on sessions that you do not normally attend, not on
contracted sessions yet to be paid for.
Booking Sessions
To book sessions with Rocketeers please visit our website at www.rocketeerschildcare.co.uk and
click on the Book Now button at the top of the page, this will take you through to our online booking
system where you can set up an account for Contract or Adhoc bookings within term time and for
Holiday Club bookings. The same account is used for all types of bookings.
Contract bookings – These are regular reoccurring sessions that run throughout the school year
until notice is given. Sessions are invoiced on a monthly basis and are due by the 15 th of the month
prior. Fees are payable in advance by card payment, childcare vouchers or through an HMRC tax
free childcare account. Once a contract is set up you will be able to view the bookings a month at a
time within your online account as the invoices are sent out. When registration occurs within the
school year sessions will be invoiced on a monthly basis, with the initial invoice covering all sessions
before the next months regular invoicing cut off.
Ad Hoc Bookings – These are one off additional bookings that can be made alongside a Contract or
ideal for people who have varying childcare needs. Please note spaces for adhoc bookings are only
guaranteed once a booking is made. Fees are payable immediately upon booking by card payment or
childcare vouchers.
Inset Days – Fees are payable immediately upon booking by card payment or childcare vouchers.
Please contact us to get a list of voucher schemes we are enrolled in.
Registration Fee
All bookings require a one-off, non-refundable registration fee of £25, per registered family.
Changes to days and cancelling your place
Breakfast & Afterschool Club - You must give us 4 weeks’ notice of termination or of any changes in
Contract bookings. If you need to change the days that your child attends, please contact us. While
we will always try to accommodate changes where possible, contract bookings cannot be moved for
one-off occasions, as these sessions are secured in advance and prevent other families from booking
those spaces
Inset Days and ad hoc sessions – We require 5 days notice to cancel any sessions booked and 48
hours notice if you need to swap the days that your child attends. In this instance please contact us
as we try to accommodate such changes wherever possible.
Reporting Absence
Please remember that we need to know if your child will not be attending Rocketeers for any reason.
Even if you have informed your child's school, you still need to notify us as the school does not
automatically pass this information on to us. If your child doesn’t attend a booked session, we will
have to treat them as a ‘missing child’ unless you have notified us of their absence.
Temporary Interruption of Provision
Rocketeers Childcare acknowledge that they will not be under any liability or responsibility to the
Parent or Child in respect of any temporary interruption in, or temporary failure of, or delay in
providing term time childcare.
If such failure or delay is caused by the temporary unavailability of staff, building or maintenance
work to the premises, fire, abnormal weather conditions, Government action or regulations or by
some other cause (whatever the description and not necessarily limited to the foregoing examples)
beyond the reasonable control of Rocketeers Childcare, no recompense will be made.
Reviewed and Implemented: April 2026
