Please read these terms and conditions carefully before booking. By booking a place, you confirm that you have read and accepted them.
Fees and bookings
Sessions cost £15 per child. Blocks of four sessions cost £60 and must be paid in advance. The dates covered by your booking will be confirmed when you book.
Payment reserves your child's place for the booked sessions. A place in a future block is confirmed once the booking and payment have been completed.
These terms do not affect your statutory consumer rights.
Cancellations and missed sessions
Please let us know as soon as possible if your child cannot attend.
Where a session goes ahead and your child misses it because of illness, holidays or other personal circumstances, we do not normally offer a refund, replacement session or credit.
If you wish to withdraw your child from future booked sessions, please contact us promptly. Any amount retained will reflect our actual loss, taking account of costs saved and whether we can fill the place. In exceptional circumstances, Bitsi may offer credit at its discretion.
If Bitsi cancels a session, including because of staff absence, venue closure or unsafe weather conditions, you will receive a £15 refund for that session. Any alternative session or credit will only be offered as an option.
Weather and venue closures
Sessions will normally go ahead during a yellow weather warning, provided local conditions and access to the venue are safe.
If an amber or red Met Office weather warning affects the venue or local travel during session times, the session will be cancelled. We may also cancel following local authority advice or where local conditions make attendance unsafe.
We will notify parents/carers as soon as possible using the contact details provided. Cancelled sessions will be refunded in accordance with the cancellation terms above.
Staffing and supervision
Sessions are led by Jasmine Chand, a qualified primary school teacher with first aid training. Both Jasmine and Bitsi's Assistant Instructor hold PVG Scheme membership for working with children.
Our normal staffing arrangement is two adults for a maximum of 10 children, providing a ratio of one adult to five children.
In exceptional or unforeseen circumstances, such as short-notice staff illness, a session may proceed with the Lead Instructor only in accordance with Bitsi's Lone Working Policy. In these circumstances, the ratio may be one adult to a maximum of 10 children, all aged six or over.
Lone working will only proceed following a risk assessment confirming that the particular group, activities and venue can be managed safely. Activities may be adapted, numbers reduced or the session cancelled where necessary. Parents/carers will be informed of the change as soon as practicable.
Bitsi staff are responsible for supervising children from the point they are handed over to a staff member until they are collected or leave under an agreed independent departure arrangement.
Children with additional support needs
Bitsi is committed to providing a safe, inclusive and welcoming environment for all children, including those with additional support needs.
Please contact us before your child's first session to discuss any support they may need. We will work with you to understand their individual needs and consider reasonable adjustments to activities, communication and the environment.
Where additional support is needed, we will discuss what arrangements and support can be put in place before attendance. New parents should attend their first session five minutes early to discuss what support their child may need.
Please keep us informed of any changes that may affect your child's participation, wellbeing or safety.
Drop off and collection
Parents/carers must bring children to the session room and hand them over to a member of Bitsi staff before leaving. Once their child has been handed over, adults should leave the room unless a support arrangement has been agreed in advance.
Parents/carers may enter the room five minutes before the end of the session to view their child's creations. Sessions finish promptly so that staff can prepare for the next group.
If someone else will be collecting your child, please notify staff at the start of the session and provide the person's name. Please contact staff directly if collection arrangements change during the session. Staff may check the collecting adult's identity before releasing a child.
High school-aged children may arrive or leave independently only where parental consent has been provided and the arrangement has been agreed with Bitsi.
If you are delayed, please contact staff as soon as possible. Your child will remain supervised while staff attempt to contact you or your nominated emergency contact. If no authorised adult can be reached, staff will follow Bitsi's safeguarding procedures.
Behaviour and participation
Children are expected to treat others respectfully, use equipment carefully and follow staff instructions.
Behaviour concerns will be managed in accordance with Bitsi's Children's Behaviour Policy. We will work with children and parents/carers to understand concerns, agree support strategies and consider appropriate adjustments.
Where there is an immediate safety concern that staff cannot safely manage, a parent/carer may be asked to collect their child promptly.
A temporary pause or ending attendance will be considered as a last resort where, despite support and appropriate adjustments, Bitsi cannot safely meet the child's needs. This will be discussed with the parent/carer. Fees for any remaining sessions cancelled by Bitsi will be refunded.
During shared digital activities, children must use respectful language, respect others' creations and only access or change another child's work with permission.
Equipment and damage
Bitsi provides laptops and other equipment required for session activities. Children will be shown how to use equipment safely and carefully.
We recognise that accidents can happen. Parents/carers will not be charged for accidental damage occurring during appropriate use.
Where equipment is deliberately damaged, we will discuss the incident and circumstances with the parent/carer. Any request for a contribution towards repair or replacement will be reasonable, proportionate and reflect the actual loss, taking account of the equipment's age and condition. Parents/carers will not be asked to cover damage caused by equipment faults or Bitsi's failure to take reasonable care.
Health and safety
Bitsi will organise the room, equipment and cables to reduce foreseeable risks. Children will be shown how to move safely around the room and use equipment appropriately.
Children must follow staff instructions, walk indoors and keep walkways clear.
Parents/carers must provide accurate emergency contact details and ensure that a nominated adult can be contacted during the session.
In a medical emergency, staff will contact the emergency services where necessary and inform the child's parent/carer as soon as possible.
Illness and medication
Please inform us before your child's first session of any relevant medical conditions, allergies or medication needs, and notify us promptly of any changes.
Children should not attend if they are too unwell to participate or have an illness that could put others at risk.
Medication requirements, including inhalers and emergency medication, must be discussed before attendance so that a suitable individual arrangement can be agreed. This will take account of the child's needs, staff training, written parental consent and whether the child can self-administer with appropriate support.
Please do not leave medication with staff without a prior agreement. Any agreed emergency medication must be accessible during the session.
Food and drinks
Children should bring a water bottle. Drinks must be kept away from laptops and electrical equipment, and children may take water breaks as needed.
Food should not be consumed during sessions unless agreed in advance for a medical or individual support need.
Toilets
Children must tell a member of staff before leaving the room to use the toilet and notify them when they return.
Please discuss any toileting support needs with us before attendance so that appropriate arrangements can be agreed.
Safeguarding
Bitsi is committed to protecting children from abuse, neglect and harm, including online harm. Concerns will be handled in accordance with Bitsi's Safeguarding Policy.
Bitsi's Designated Safeguarding Lead is Jasmine Chand. Parents/carers can raise a concern directly with Jasmine using Bitsi's published contact details.
Where necessary to protect a child, information may be shared with relevant agencies, including local authority social work services or Police Scotland.
Bitsi's Safeguarding Policy is published on our website and available on request.
Photography and recording
Permission for Bitsi to take or use identifiable photographs or videos of children will be requested separately from acceptance of these terms. Declining permission will not affect your child's participation.
Bitsi does not publish photographs of the front of children's faces on social media. We may share photos of the side of their faces, hands and backs/shoulders on social media that does not identify the child. We may share images of activities and children's work where children cannot be identified.
Parents/carers may photograph their own child and their child's work, provided other children are not included. Please check with staff before recording within the session room.
Use of laptops and online platforms
Bitsi uses filtering, supervision and clear expectations to reduce online risks. These measures cannot guarantee that all inappropriate content will be blocked.
Children must:
- Use only the websites, applications and accounts approved for the activity.
- Ask staff before downloading files or changing device settings.
- Keep passwords and personal information private.
- Tell staff immediately if they encounter upsetting content or something unexpected.
- Respect other children's accounts, files and digital creations.
See also our Use of Technology guidance.
Privacy and personal information
Bitsi uses personal information to manage bookings, communicate with families, support children's participation and meet safeguarding responsibilities.
Our Privacy Notice explains what information we collect, why we use it, who it may be shared with, how long it is retained and your data protection rights. It will be provided or linked during booking and is also available on request.
Relevant information about booking services and learning platforms used by Bitsi is included in the Privacy Notice.
Timekeeping and communication
Sessions last one hour. Please arrive and collect your child on time.
If you would like to discuss your child's progress or a concern in detail, please contact us to arrange a separate conversation so that staff can maintain supervision and prepare for sessions.
Pay as you go sessions
Where spaces are available, individual sessions may be booked for £15.
Please contact us in advance to check availability. A place is confirmed only when Bitsi has accepted the booking and agreed payment arrangements.
Payment may be made in advance by bank transfer or on the day by cash or card, as agreed when booking.
Pay as you go bookings do not reserve a place in future sessions. Current block-booked members receive priority when renewing, with remaining places offered to waiting-list families before individual sessions are made available.
The cancellation and missed-session terms above also apply to confirmed pay as you go bookings.
Questions and complaints
Please contact Jasmine Chand using Bitsi's published contact details if you have a question, concern or complaint.
We will acknowledge your concern, consider it fairly and explain the outcome and any action we propose to take. Safeguarding concerns will be handled through the safeguarding procedures.
Changes to these terms
We will notify parents/carers of changes before they apply to future bookings. Material changes to an existing booking will be discussed with affected families rather than applied without notice.