Terms and Conditions of Supply

  1. Introduction

1.1 This section sets out the Terms and Conditions by which APPLIED
SPEECH AND DRAMA TUTORS agrees to provide services to you and your child.

1.2 When you book a service from us, you are signifying your
agreement to these Terms and Conditions. These can be found on our Website. It
is your responsibility to familiarise yourself with them before you book or
purchase any product or service from us.

1.3 We reserve the right to modify, cancel or append to
these Terms and Conditions at any time. The current Terms and Conditions always
appear on our Website. On renewal of courses or purchase of any APPLIED SPEECH AND DRAMA TUTORS
services, the most recent Terms and Conditions shall apply.

2. Definitions

2.1 “Club” is a course that we have agreed, verbally or in
writing that your child may attend.

2.2 “Class” refers to one self-contained class as part of a
course that occurs at a specific time on the same day at the same venue each
week during Term-Time.

2.3 “Confirmation”, “Application Form”, “Parent Letter” and
“E-mail” are the processes by which we exchange information and enter into
contracts regarding our services.

2.4 “Course” is classes occurring on the same day at the
same venue each week during Term-Time.

2.5 “Missed Session” is a Session, no part of which has been
attended by your child.

2.6 “APPLIED SPEECH AND DRAMA TUORS” refers to all “ASDT”, “MAKE
A SCENE”, “we”, “us” or “our” refers to APPLIED SPEECH AND DRAMA TUTORS courses
and any of its directors, employees, subcontractors.

2.7 “Registration Form” is the pre-printed form we will give
to you to check and complete before leaving your child with us.

2.8 “Session” refers to a particular Class held at a
specific time on a specific date at a specific venue for a specific duration.

2.9 “Term-Time” denotes the periods throughout the year
during which we run regular weekly Workshops as stated on our Website.

2.10 “Waiting List” is a list maintained by us comprising
children who wish to attend a particular course which is over-subscribed.

2.11 “You” refers to a person or organisation buying
services from us.

2.12 “Your child” is any child for whom you are nominated as
an authorised adult on the Registration Form regarding your dealings with us
and we therefore deem to be in your care. “Children” shall be construed
accordingly.

2.13 “School” refers to each individual school of where a
course takes place

2.14 “Secure your space” is where you apply for a course
using an application form and paying the correct fee

2.15 “Venue” is a school which a course takes place

3. Clubs

The following provisions shall apply in relation to courses
only.

3.1 Applying for a Club

3.1.1 Your child can apply for the course if

a) There is availability on the Course;

b) Your child is of the correct age as stated on the
application form for each venue

c) Your child must attend that particular school of the club
of which you are applying for; or

d) In the rare case of a class not reaching capacity by 48
hours before the course is due to start some exceptions may be made at the teacher’s
discretion

3.1.2 You can only secure your space by fully filling out an
application form and returning it along with the correct fee

3.1.3 You must provide us with such contact, identification
and health details as are requested by us so that we can assume responsibility
for your child during the course.

3.1.4 You must check and sign the Application Form prior to
the course starting ensuring that it is accurately and fully completed.

3.1.5 If your child refuses to take part in the course, a
refund may be given subject to paragraph 4

3.1.6 You can only apply and pay for a course at any one
time. A course will consist of a number of sessions that run on consecutive
weeks during Term-Time. You cannot pay for one session at a time.

3.1.7 Details of APPLIED SPEECH AND DRAMA Term-Time dates
can be found on our Website or via your schools page. It is your responsibility
to make yourself aware of these.

3.2 Payment

3.2.1 The cost of courses and valid methods of payment are
given on the application form which are available at each venue.

3.2.2 The full cost of a course must be paid by the start of
the first session of a club.

3.2.3 If full payment is not received by the start of the
first session of a club, we reserve the right to suspend your child from any
further Sessions within the course unless:

a) The full payment for the course is received by the start
of the 2nd session of the course

3.3 Renewal

3.3.1 We will send you a parent letter after the half term
point of the course. (Depending on your schools policy) This will provide information about the performance at the
end of term. It will also act as a notice to you to book a further course the
following term. (The current drama club members will get a priority booking
period depending on the school)

3.3.2 Please note that if payment for the following term is
not received by the date outlined in the parent letter (the end of the priority
booking time), your child will be automatically withdrawn from the Club for the
next term. Further attendance will require rebooking which is subject to
availability.

3.3.3 We will send out the parent letters after the half
term point via e-mail if you provide us with these details. It is your
responsibility to ensure you are fully aware of all the details within the
letter and act on any queries you may have immediately.

3.3.4 Some school only let us offer a “first come, first
serve” term. In this case we follow the school direction.

4. Refunds and Cancellations

4.1 You may cancel your child’s Untaken Sessions at any time
and for any reason.

4.2 In the event that you wish to cancel any Untaken
Sessions a full refund for any untaken sessions minus £10.00 administration fee
will be given in the following circumstances only:

a) There is a child on the waiting list willing to take your
child’s space

b) If there isn’t a waiting list you know of a another child
that can secure their space by the time the next session is due to start

4.3 If there is not a child on the waiting list only a 50%
refund for the course will be given if you cancel any untaken sessions before
the half term point. If you cancel any untaken sessions after the half term
point no refund will be given.

4.4 You must notify APPLIED SPEECH AND DRAMA TUTORS directly
by telephone (by speaking to BROOKLYN NEWTON) or e-mailing
brooklyn@asdt-drama.com

4.5 APPLIED SPEECH AND DRAMA TUTORS reserves the right to
cancel any session with good reason and will endeavour to add another session
on to the end of a course.

4.6 Refunds are issued in the form of a bank transfer, you
will be asked to supply your bank details.

4.7 We will process any refund within 28 days of notifying
you that we are issuing you the refund.

4.8 We reserve the right to cancel any club any time up to
and including the date the course starts. Should this occur we will endeavour
to give you at least 48 hours notice and will attempt to offer you a viable
alternative or will offer you a refund of any fee paid. We will take every
possible step to prevent your class being cancelled.

4.9 We reserve the right to cancel classes without refund in
exceptional circumstances outside of our control, such as fire, flood, adverse
weather conditions, pandemic, civil commotion or terrorist activity. In such
circumstances we will do our best to offer an alternative class, however, this
may not always be possible. Where we are able to offer an alternative class, it
may not be at your regular time or venue and may be with a different Class
Teacher.

5. Missed Sessions

5.1 Sessions missed for any reason will not be refunded
under any circumstances.

6. Content

6.1 We reserve the right to alter, vary, omit or substitute
any part or parts of any course provided by us described in any promotional or
other materials published by us or on our behalf.

6.2 In the event of any change in any content as described
above, we will have no liability to refund any part of any fee paid.

7. Waiting Lists

7.1 If your child is on a Waiting List, this does not
guarantee a place on a particular course.

7.2 We intend to contact customers and prospective customers
on the Waiting Lists in this order:

a) Children who applied for and paid in full the current
course but the club was already at maximum numbers; then

b) Prospective customers who have contacted APPLIED SPEECH
AND DRAMA TUTORS directly via telephone, application form or e-mail; then

c) Other children on the Waiting List.

7.3 We accept no responsibility and make no guarantees to
the order in which places are offered.

8. Health & Injuries

8.1 We accept children on the assumption that they are in
good health and it is your responsibility to alert us to any medical complaint
or history suffered by your child.

8.2 We do not accept responsibility for loss or damage
arising from errors or omissions on the Application Form whether completed by
you or by another person in charge of your child at the time of completion.

9. Other Losses

9.1 We do not accept responsibility for any loss or expense
due to circumstances beyond our control, including, but not limited to, delays
in public transport, weather, quarantine, sickness, bereavement, strikes or
other industrial action, terrorism, fire and riot.

9.2 Without prejudice to the other terms of this agreement,
in no event (including our own negligence) will we be liable for any:

a) economic losses (including, without limitation, loss of
revenues, profits, contracts, business or anticipated savings);

b) loss of goodwill or reputation;

c) any other special, indirect or consequential losses; or

d) loss to third parties.

10. Contact

10.1 It is your responsibility to ensure that we have
current contact details for you and all adults authorised to pick up your
child. You must also keep us apprised of any changes in the health or other
relevant circumstances of you or your child.

10.2. We may accept any instructions which are given to us
regarding a child from anyone who is nominated as an authorised adult on the
Registration Form for that child.

11. Behaviour

11.1 APPLIED SPEECH AND DRAMA TUTORS expects each child to
behave in an appropriate manner as set out in the APPLIED SPEECH AND DRAMA
TUTORS Behaviour Management Policy

11.2 On the first session of a course the tutor will explain
to the children how the Behaviour Management Plan works (referred to as ‘The 3 strike rule’ to the children)

11.3 If a child does not adhere to the behaviour management
plan a member of the APPLIED SPEECH AND DRAMA TUTORS team will endeavour to
make contact with the parents and work together to ensure the behaviour
continues in a positive manner

11.4 If a child consistently does not adhere to the
behaviour management plan after many efforts then they will be removed from the
course with no refund.

 Behaviour Management Policy

At the beginning of a new term please explain and implement
the scheme set out below. If during the explanation one of the children
deserves a warning then point it out as an example. Please ask the children for
their input as to how they might gain a warning and add a few ideas of your
own. Make sure that you end the explanation with a few reasons from both you
and the children of how you wouldn’t get a warning. Please also get the children
to come up with their 3 golden rules to follow in the class (e.g. listen to the
teacher, respect each other, have fun)

The 3 Strike Rule

• If a child is behaving inappropriately (as set out in the
explanation) then issue the child with a warning using as little dialogue as
possible when they are in the act of the inappropriate behaviour i.e. “Jack
first warning” • If the child behaves inappropriately again then issue the
child with a second warning just like the first one. • If for a third time the child behaves inappropriately,
then issue the child with their third warning ask the child to sit out of the
activity.  • When the activity is set up and running over to the child
tell discuss why that was inappropriate. Then ask them to join back in the
whatever the group are doing • After some time praise the child who was sat out within a
group of children.

Points to remember

• Sit the child away from the group but where you can still
see them and they can see you.  • Use as little dialogue as possible  • Use a firm but clear voice • Do not dwell on the bad
behaviour  • Treat each child as an individual according to their
specific need.

Group behaviour management

• To gain the attention of the children clap three times/put your hand in the air/play an instrument and wait for quiet• If you ask the
group to undertake an activity and they do not follow the instructions
correctly repeat the instructions until they do.

 If there is a situation with a child whereby, they are receiving 3 strikes continuously then APPPLIED
SPEECH AND DRAMA TUTORS will:

• Discuss the behaviour and some ideas and techniques to combat
the issue between Brooklyn Newton and the tutor• Inform the school
of the situation and make enquiries if there are similar behaviours in the
school environment• Phone the parents to discuss the child’s behaviour and how
we can work together to encourage the child • Feedback discussions and ideas to the tutor • If the issues persist then the child will be excluded from
the remaining sessions of the course with no refund.

APPLIED SPEECH & DRAMA TUTORS Privacy Notice

At ASDT we respect the privacy of the children attending the
Club and the privacy of their parents or carers. The personal information that
we collect about you and your child is:

• used only to provide appropriate care for them • maintain
our service to you • communicate with you effectively Our legal basis for
processing the personal information relating to you and your child is so that
we can fulfil our contract with you.

Any information that you provide is kept secure. Data that
is no longer required* is erased after your child has ceased attending our
Club. We will use the contact details you give us to contact you via phone and
email so that we can send you information about your child, ASDTs and other
relevant news, and also so that we can communicate with you regarding payment
of our fees. We will only share personal information about you or your child
with another organisation if we: • have a safeguarding concern about your
child  • are required to by government
bodies or law enforcement agencies • engage a supplier to process data on our
behalf (eg to take online bookings, or to issue invoices)  • have obtained your prior permission.

You have the right to ask to see the data that we have about
yourself or your child, and to ask for any errors to be corrected. We will
respond to all such requests within one month. You can also ask for the data to
be deleted, but note that:  • we will not
be able to continue to care for your child if we do not have sufficient
information about them • even after your child has left our care, we have a
statutory duty to retain some types of data for specific periods of time* so
can’t delete everything immediately. If you have a complaint about how we have
kept your information secure, or how we have responded to a request to access,
update or erase your data, you can refer us to the Information Commissioner’s
Office (ICO).

By paying the termly fee you are confirming you have read
this Privacy Notice and that you give your permission for us to contact you
regarding any relevant matters as outlined above

* We do need to retain certain types of data (such as
records of complaints, accidents, and attendance) for set periods of time after
your child ceases to be in our care, but we delete as much personal data as we
can as soon as possible. 

APPLIED SPEECH & DRAMA TUTORS Complaints Procedure

General principles
• This policy statement sets out ASDT approach to dealing with concerns and complaints.

• We value good relations between the parents, children and the schools and will, therefore, do everything we can to establish and maintain them. This includes seeking to resolve any concerns or complaints promptly, and to the satisfaction of all concerned.

• We welcome feedback on what parents and the schools feel we do well, or not so well. We will consider carefully all feedback, whether positive or negative, and will review our policies and practices accordingly.

• We endeavour to keep parents and schools informed about all aspects of the ASDT course in a variety of ways e.g. newsletters, email, text messages, phone calls, Facebook and face to face contact. We regularly seek parental feedback through questionnaires and end of term shows etc.

• We will treat all concerns and complaints seriously and courteously and will advise parents and schools of the ASDT procedures for dealing with their concerns. In return, we expect parents, schools and other complainants to behave respectfully towards all members of the ASDT. In particular, any disagreement with ASDT should not be expressed inappropriately (for example via social networking sites) or in front of pupils.

• All schools and ASDT staff will receive a copy of this policy statement and will be familiar with ASDT procedures for dealing with parental and schools concerns and complaints, to which they will have access as required.

• ASDT procedures will be reviewed regularly and updated as necessary.

• ASDT staff will receive training in handling parental concerns and complaints as appropriate. This may be on an individual basis, or for specific groups.

Investigating and Resolving Complaints

The company director will follow out the following points in investigating and resolving matters that have arisen:

• Clarify the nature of the complaint

• Discuss with the relevant parties what matter occurred and who was involved

• Discuss and decide a course of action to suit all parties

• Offer an explanation and apology if appropriate

• Assure the compliant that the matter will not reoccur

• Offer an explanation of the steps that have been set up to ensure that the matter will not reoccur

Process

• Discuss your concerns with your child’s class drama tutor. Most difficulties are resolved satisfactorily at this stage.

• Contact Brooklyn Newton, outlining the matter or put your concern in writing via email

• Brooklyn Newton will investigate your concerns and respond accordingly once information has been gathered and resolution ideas have been discussed with the relevant parties

• Matters are normally resolved to a satisfactory standard and the case will be closed at this time.

APPLIED SPEECH AND DRAMA TUTORS Data Protection Policy

At ASDT we respect the privacy of the children attending the Club and the privacy of their parents or carers, as well as the privacy of our staff. Our aim is to ensure that all those using and working at ASDT can do so with confidence that their personal data is being kept secure. Confidentiality Within the Club we respect confidentiality in the following ways:

• We will only ever share information with a parent about their own child.

• Information given by parents to Club staff about their child will not be passed on to third parties without permission unless there is a safeguarding issue (as covered in the ASDT Safeguarding Policy).

• Concerns or evidence relating to a child’s safety, will be kept in a confidential file and will not be shared within the Club, except with the designated Child Protection Officer of the school and Brooklyn Newton.

• Staff only discuss individual children for purposes of planning and group management.

• Staff are made aware of the importance of confidentiality during their induction process.

• Issues relating to the employment of staff, whether paid or voluntary, will remain confidential to those making personnel decisions.

• All personal data is stored securely in either lockable file, on a password protected computer/phone.

• Students on work placements and volunteers are informed of our Data Protection policy and are required to respect it. Information that we keep the items of personal data that we keep about individuals are documented on our personal data audit. The personal data audit is reviewed annually to ensure that any new data types are included.

Children and parents: We hold only the information necessary to provide a childcare service for each child. This includes child registration information, medical information, parent contact information, attendance records, incident and accident records and so forth. Once a child leaves our care, we retain only the data required by statutory legislation and industry best practice, and for the prescribed periods of time. Electronic data that is no longer required is deleted and paper records are disposed of securely. Staff: We keep information about employees in order to meet HMRC requirements, and to comply with all other areas of employment legislation. We retain the information after a member of staff has left our employment for the recommended period of time, then it is deleted or destroyed as necessary.

Sharing information with third parties We will only share child information with outside agencies on a need-to-know basis and with consent from parents, except in cases relating to safeguarding children, criminal activity, or if required by legally authorised bodies (eg Police, HMRC, etc). If we decide to share information without parental consent, we will record this in the child’s file, clearly stating our reasons. We will only share relevant information that is accurate and up to date. Our primary commitment is to the safety and well-being of the children in our care. Some limited personal information is disclosed to authorised third parties we have engaged to process it, as part of the normal running of our business, for example in order to take online bookings, and to manage our payroll and accounts. Any such third parties comply with the strict data protection regulations of the GDPR. Subject access requests • Parents/carers can ask to see the information and records relating to their child, and/or any information that we keep about themselves.

• Staff and volunteers can ask to see any information that we keep about them.

• We will make the requested information available as soon as practicable and will respond to the request within one month at the latest.

• If our information is found to be incorrect or out of date, we will update it promptly.

• If any individual about whom we hold data has a complaint about how we have kept their information secure, or how we have responded to a subject access request, they may complain to the Information Commissioner’s Office (ICO). GDPR We comply with the requirements of the General Data Protection Regulation (GDPR), regarding obtaining, storing and using personal data.

 APPLIED SPEECH AND DRAMA TUTORS Safeguarding Children Policy 

This policy applies to all staff, including senior managers, paid staff, volunteers and sessional workers, students or anyone working on behalf of ASDT.

The purpose of this policy:

• To protect children and young people who receive the services of ASDT. This includes the children of adults who use our services;

• To provide staff and volunteers with the overarching principles that guide our approach to Safeguarding Children and protect them from significant harm. ASDT believes that a child or young person should never suffer any kind of significant harm. We have a responsibility to promote the welfare of all children and young people and to keep them safe. We are committed to practice in a way that protects them.

Legal framework

This policy has been drawn up on the basis of law and guidance that seeks to protect children, namely:

• Children Act 1989

• United Convention of the Rights of the Child 1991

• Data Protection Act 1998

• Sexual Offences Act 2003

• Children Act 2004

• Protection of Freedoms Act 2012

• Relevant government guidance on safeguarding children

We recognise that:

• the welfare of the child is paramount, as enshrined in the Children Act 1989

• all children, regardless of age, disability, gender, racial heritage, religious belief, sexual orientation or identity, have a right to equal protection from all types of harm or abuse

• some children are additionally vulnerable because of the impact of previous experiences, their level of dependency, communication needs or other issues

• working in partnership with children, young people, their parents, carers and other agencies is essential in promoting young people’s welfare.

We will seek to keep children and young people safe by:

• valuing them, listening to and respecting them

• adopting child protection practices through procedures and a code of conduct for staff and volunteers (see Guidance for delivering the ASDT Brand)

• providing effective management for staff and volunteers through supervision, support and training

• recruiting staff and volunteers safely, ensuring all necessary checks are made (see Guidance for delivering the ASDT Brand)

• sharing information about child protection and good practice with children, parents, staff and volunteers

• sharing concerns with agencies who need to know, and involving parents and children appropriately

• Knowing each school’s safeguarding policy
• Behaviour management Policy

• Arrival and Dismissal Procedure

We are committed to reviewing our policies and good practice annually

March 2020

APPLIED SPEECH AND DRAMA TUTORS Arrival and Dismissal Policy

ASDT is committed to working with schools, staff, parents and colleagues to ensure the general wellbeing and safety of children registered for each term at each school venue.

The purpose of the policy:

• to ensure that children are counted for at all times during the contracted hours • to ensure that children are collected safely and efficiently • the Little Tanks ethos is being adhered to at all times

We recognise that:

• our staff and the staff at all of our schools need to communicate about pupils attending ASDT • Pupils will arrive in the designated workspace at different times • Children have been in school for the afternoon without access to refreshments and facilities

On arrival we will:

• sign in and be given the relevant sticker/lanyard • check in with school staff if any pupils will be absent • prepare the workspace for the children’s arrival i.e. mats/benches/chairs • as the children filter in to the workspace remind them to have a drink & snack –provided by the child’s parent or carer (TEACHERS AND SCHOOLS DECISION IF SNACKS ARE ALLOWED) • encourage them to use the school facilities • ask them to put their belongings in a designated area of the workspace • deliver praise to pupils who are completing the tasks effectively • call a register – if there any absences unaware of either ask a member of staff/pupils/send assistant to check with the office.

On dismissal we will:

• ask the children collate all belongings • line the children up in a safe place – taking into account the exit door • last debrief and reminders to children about the session giving praise • ask that the children remain in the line until their name is called • ask parents for the names of the children they have come to collect • call the children’s names and ensure they are exiting through the correct door safely to the correct parent/carer that called their name • Shake hands with the child who is leaving• offer any relevant praise and feedback to parent/carers as dismissing • take any children going to Tea club etc as prearranged by the parent • in the event of a child not collected at the correct time check with a member of staff at the school • if a child is not collected within five minutes of the end of the session time then use the contact number supplied on the register • report any incidences to school staff • sign out and return sticker/lanyard