TERMS & CONDITIONS
1. INTRODUCTION
These Terms & Conditions govern enrolment and participation in CHARAVÉA, a structured developmental programme delivered by Safer Care Pathways Ltd. They should be read alongside the Parent/Carer Consent Form, Safeguarding & Child Protection Policy, Privacy Notice, Emergency & Safeguarding Procedure and any programme-specific information issued to families.
By enrolling a participant, the parent/carer confirms that they have authority to do so and agrees to these Terms & Conditions on behalf of the participant where the participant is under 18.
2. ABOUT CHARAVÉA
CHARAVÉA is a structured character, confidence and life-development programme designed to support girls and young women through age-appropriate learning, reflection, discussion and practical development.
· FOUNDATION – Ages 9–13
· FORMATION – Ages 14–16
· TRANSITION TO IMPACT – Ages 17–20
The programme is educational and developmental. It is not a substitute for medical care, counselling, psychotherapy, emergency mental health support or specialist safeguarding services.
3. PROGRAMME DELIVERY
Each programme cohort is normally delivered as 16 structured sessions of approximately 90 minutes each. Delivery may take place weekly across approximately 16 weeks, or according to the published cohort timetable over a longer delivery period.
· Sessions may be delivered face-to-face, online or through a blended format.
· The confirmed day, time and venue/platform will be provided before the cohort begins.
· Parents/carers are responsible for ensuring the participant arrives or joins on time.
· Reasonable programme changes may be made where necessary for safety, venue availability or operational delivery.
4. ENROLMENT
Enrolment is confirmed only when the required registration information has been completed, the appropriate consent has been provided, and any required payment arrangement has been accepted.
· Places are allocated subject to availability.
· Safer Care Pathways Ltd reserves the right to refuse or defer enrolment where safeguarding, capacity or suitability considerations require this.
· Providing inaccurate or misleading information may affect enrolment or continued participation.
5. CURRENT PROGRAMME FEES
The current standard programme investment is shown below. This section is editable and may be updated before publication.
Programme
Age Group
Fee per Session
16-Session Total
FOUNDATION
9–13
£20
£320
FORMATION
14–16
£23
£368
TRANSITION TO IMPACT
17–20
£25
£400
Any monthly instalment plan, sibling discount, promotional offer or alternative payment arrangement will be confirmed in writing at the point of enrolment and forms part of the participant's enrolment agreement.
6. PAYMENT TERMS
· Payment may be made in full or through an agreed instalment plan where offered.
· The first payment or agreed deposit must be received before the participant's place is confirmed unless otherwise agreed in writing.
· Instalments must be paid on the agreed due dates.
· If a payment is missed, Safer Care Pathways Ltd may contact the parent/carer to agree a reasonable resolution before taking further action.
· Non-payment does not automatically remove statutory consumer rights or the organisation's safeguarding responsibilities.
7. CANCELLATION RIGHTS
If enrolment is completed online, by telephone or another distance method, consumers may have statutory cancellation rights under the Consumer Contracts Regulations 2013. These rights apply in addition to these Terms & Conditions.
· Where applicable, a parent/carer may cancel within the statutory cancellation period.
· If the parent/carer expressly asks for the programme to begin during that cancellation period, charges may lawfully apply for services already supplied if permitted by law.
· Nothing in these Terms removes or reduces statutory cancellation rights.
· Requests to cancel should be submitted in writing using the organisation's published contact details.
8. WITHDRAWAL AFTER THE PROGRAMME HAS STARTED
Families may withdraw a participant at any time by giving written notice. Safer Care Pathways Ltd will consider refund requests fairly and in accordance with applicable consumer law, the stage of programme delivery and the terms of the agreed payment arrangement.
· Missed sessions caused by personal absence are not normally refundable.
· Where the organisation cancels a session, an alternative session or reasonable replacement arrangement will normally be offered.
· Where the organisation is unable to continue the programme for operational reasons, appropriate communication and any applicable refund or credit arrangements will be considered in accordance with consumer law.
9. ATTENDANCE & PARTICIPATION
· Participants are expected to attend regularly and engage respectfully.
· Repeated absence may affect the participant's experience of the programme.
· Parents/carers should notify the organisation where a participant will be absent.
· Late arrival may reduce participation time without entitlement to additional time.
10. EXPECTED CONDUCT
CHARAVÉA aims to provide a safe, respectful and encouraging environment for every participant.
· Treat others with kindness, dignity and respect.
· Respect personal boundaries and privacy.
· Use appropriate language and behaviour.
· Do not bully, intimidate, harass or deliberately exclude others.
· Do not bring or share harmful, offensive or inappropriate material.
· Follow reasonable instructions given by authorised facilitators.
Persistent or serious breaches may result in behavioural support measures, parent/carer meetings, temporary suspension or removal from the programme where necessary for the safety and wellbeing of participants.
11. SAFEGUARDING
Safeguarding is central to CHARAVÉA. All safeguarding concerns will be managed in accordance with the CHARAVÉA Safeguarding & Child Protection Policy and Emergency & Safeguarding Procedure.
· Confidentiality cannot be guaranteed where a participant may be at risk of harm.
· Relevant information may be shared with appropriate safeguarding agencies where necessary and lawful.
· Parents/carers will normally be involved unless doing so may increase risk or conflict with safeguarding advice.
· A safeguarding concern may result in referral to children's social care, police, health professionals or other appropriate services.
12. PARENT / CARER RESPONSIBILITIES
· Provide accurate registration and emergency contact information.
· Inform CHARAVÉA of relevant accessibility, health or safeguarding information necessary for safe participation.
· Notify the organisation of significant changes to contact details or circumstances relevant to participation.
· Support punctual attendance and appropriate online participation where applicable.
· Raise concerns respectfully and promptly using the organisation's published communication channels.
13. ONLINE DELIVERY
Where sessions are delivered online, participants and families agree to follow the organisation's online safeguarding expectations.
· Use the approved meeting platform and authorised access details only.
· Do not record, photograph or distribute sessions without written permission.
· Do not share meeting links with unauthorised persons.
· Participants should join from a safe and appropriate environment where possible.
· Facilitators may end an online session or remove access where immediate safeguarding or safety concerns arise.
14. PHOTOGRAPHY, VIDEO & INTELLECTUAL PROPERTY
Photography and video are optional and require separate consent where applicable. Refusing media consent will not prevent participation in the programme.
· Programme materials, workbooks, journals, presentations and resources remain the intellectual property of Safer Care Pathways Ltd unless otherwise stated.
· Families may use materials for the participant's personal learning but must not reproduce, sell, publish or distribute them without permission.
· Participant work remains the participant's own unless specific written arrangements state otherwise.
15. HEALTH, ACCESSIBILITY & REASONABLE ADJUSTMENTS
Safer Care Pathways Ltd will seek to provide reasonable adjustments for participants with disabilities or additional needs where appropriate and reasonably practicable.
· Families should discuss relevant accessibility needs before the programme begins.
· Reasonable adjustments will be considered individually.
· The organisation may need to discuss practical arrangements to support safe participation.
· CHARAVÉA does not provide clinical treatment or specialist medical care.
16. DATA PROTECTION & PRIVACY
Personal information will be handled in accordance with the organisation's Privacy Notice and applicable UK data protection legislation.
· Information will be collected only where reasonably necessary for programme administration, safeguarding, communication and lawful organisational purposes.
· Children's information will be handled with particular care and with appropriate safeguards.
· Records will be retained only for as long as justified by lawful organisational, safeguarding, contractual or regulatory purposes.
· Families may contact the organisation regarding personal data using the published privacy contact details.
17. COMMUNICATION
· Official communication will normally be made through approved organisational email, website forms or other authorised channels.
· Parents/carers are responsible for monitoring communications relating to attendance, programme updates and safeguarding matters.
· Personal social media accounts should not be used as the primary communication route between facilitators and participants.
18. COMPLAINTS & FEEDBACK
Families are encouraged to raise concerns early so they can be addressed constructively.
· Programme complaints should first be raised with the published CHARAVÉA contact.
· Safeguarding concerns must be raised through the safeguarding route and will not be treated as ordinary customer complaints.
· Where a concern remains unresolved, the organisation's complaints procedure will apply.
19. LIMITATION OF LIABILITY
Nothing in these Terms excludes or limits liability where it would be unlawful to do so. Safer Care Pathways Ltd remains responsible for providing services with reasonable care and skill where consumer law requires this.
· The organisation is not responsible for losses arising from inaccurate information provided by a parent/carer, unauthorised sharing of online access links, or circumstances outside its reasonable control, except where liability cannot lawfully be excluded.
· Participants and families remain responsible for their own personal belongings unless loss is caused by the organisation's negligence or other liability recognised by law.
20. FORCE MAJEURE & PROGRAMME CHANGES
Occasionally circumstances outside the organisation's reasonable control may require changes to programme delivery, including severe weather, venue closure, public health events, transport disruption or other unforeseen events.
· Where reasonably possible, families will be offered notice of changes.
· The organisation may substitute an online session, alternative date, venue or facilitator where appropriate.
· Any significant change affecting the overall programme will be communicated as soon as reasonably practicable.
21. GOVERNING LAW
These Terms & Conditions are governed by the laws of England and Wales. Statutory consumer rights remain unaffected.
22. CONTACT DETAILS
Organisation: ________________________________________________________
Website: ________________________________________________________
General enquiries email: ________________________________________________________
Safeguarding email: ________________________________________________________
Telephone: ________________________________________________________
Registered office: ________________________________________________________
23. ACCEPTANCE
By signing the enrolment or Parent/Carer Consent documentation, the parent/carer confirms that they have read, understood and accepted these Terms & Conditions.
Parent / Carer name: ________________________________________________________
Participant name: ________________________________________________________
Signature: ________________________________________________________
Date: ________________________________________________________
APPENDIX A — ENROLMENT SUMMARY
Participant: ________________________________________________________
Programme: ________________________________________________________
Cohort: ________________________________________________________
Start date: ________________________________________________________
Session day/time: ________________________________________________________
Delivery format: ________________________________________________________
Venue / online platform: ________________________________________________________
Total programme fee: ________________________________________________________
Payment arrangement: ________________________________________________________
Outstanding balance: ________________________________________________________
APPENDIX B — CANCELLATION REQUEST
This form may be used by a parent/carer to request cancellation in writing.
Parent / Carer name: ________________________________________________________
Participant name: ________________________________________________________
Programme: ________________________________________________________
Date of enrolment: ________________________________________________________
Requested cancellation date: ________________________________________________________
Reason for cancellation (optional): ________________________________________________________
Signature: ________________________________________
Date: ___________________________________________