Terms & Conditions

Louno Space Club Terms and Conditions

1. Enrolment and Fees

1.1. Enrolment in Louno Space Club is confirmed upon receipt of full payment for the term, unless otherwise agreed in writing.

1.2. Fees cover the cost of materials, resources, and the delivery of sessions by our tutors.

1.3. Instalment plans are available (monthly or other cadence as agreed). Failure to keep up with instalment payments may result in suspension of participation until payment is made.

2. Refund Policy

2.1. Refunds are not issued after enrolment unless a replacement participant is found. This policy supports sustainability by avoiding waste of pre-purchased materials and ensuring programme viability.

2.2. If a replacement participant is found, a refund will be issued minus a 10% administrative fee to cover processing and material costs.

2.3. Refunds are not given for missed sessions due to participant absence (e.g. illness, holidays, or other commitments).

3. Session Cancellations

3.1. Louno Space reserves the right to cancel a session due to unforeseen circumstances, including but not limited to tutor illness, school closures, or emergencies.

3.2. In the event of a cancelled session, Louno Space will endeavour to reschedule the session to a mutually suitable date, subject to school and tutor availability.

3.3. If rescheduling is not possible, participants will be offered either a refund for the missed session or a credit towards the following term.

4. Participant Conduct

4.1. All participants are expected to behave respectfully towards tutors, peers, and the learning environment.

4.2. Disruptive or unsafe behaviour may result in removal from a session or the programme without refund.

4.3. Bullying, discriminatory behaviour, or repeated misconduct will not be tolerated.

5. Parental/Guardian Responsibility

5.1. Parents/guardians are responsible for ensuring their child is collected promptly at the end of each session.

5.2. Any specific needs, allergies, or medical conditions of participants must be communicated during enrolment to ensure their safety and inclusion.

5.3. Parents/guardians must notify the Space Club in advance if another person will collect their child.

6. Late Pickups

6.1. Parents/guardians must inform the Space Club if they are running late.

6.2. Late pickup is charged at £1 per minute, unless the school allows children to participate in another supervised after-school club, or alternative arrangements are agreed.

7. Promotions and Offers

7.1. Louno Space reserves the right to run promotions and offers, e.g. free sessions in exchange for feedback, or prize draws for lesson materials (such as BBC micro:bits).

7.2. Promotional campaigns (e.g. discounted sessions or “join now, pay later”) will include specific terms. Non-payment may result in exclusion from the club.

8. Liability and Insurance

8.1. Louno Space takes all reasonable steps to ensure the safety and security of participants during sessions.

8.2. Louno Space is not liable for any accidents or incidents arising from participant misconduct, failure to follow instructions, or circumstances beyond our reasonable control.

8.3. Parents/guardians are responsible for ensuring appropriate insurance coverage for their children, if desired.

9. Safeguarding

9.1. All Louno Space tutors and staff have an enhanced DBS check and follow safeguarding procedures in line with statutory guidance.

9.2. Any safeguarding concerns will be reported in accordance with our safeguarding policy.

10. Data Protection

10.1. Personal information provided during enrolment is collected and processed in accordance with applicable data protection laws (UK GDPR).

10.2. Louno Space may use anonymised participant data for reporting, monitoring, or promotional purposes.

10.3. Contact details provided may be used to share relevant information about sessions and club updates.

11. Photography & Media

11.1. Louno Space may capture photographs or videos during sessions for use in social media, promotional materials, marketing emails, and other communications.

11.2. Our general policy is that we do not capture identifiable faces of participants. Media typically focuses on activities, materials, and group work without revealing children’s identities.

11.3. During enrolment, parents/guardians will be asked to provide explicit consent if they are comfortable with their child’s face being included in media. Where consent is not given, no identifiable images of that child will be used.

11.4. Parents/guardians may withdraw consent at any time by notifying Louno Space in writing.

12. Changes to Terms and Conditions

12.1. Louno Space reserves the right to update these Terms and Conditions as required.

12.2. Any changes will be communicated to parents/guardians prior to implementation.