Aveea Academy Terms & Conditions
1. What This Covers
These Terms & Conditions form the agreement between Aveea and:
Parents or guardians booking their child into an after-school programme
Schools booking Aveea to deliver after-school workshops on their behalf
They apply to all Aveea after-school programmes, regardless of whether the booking is made by the school or the parent. By confirming a place, both parties agree to these terms in full.
Note: These Terms & Conditions do not apply to one-off workshops, in-school STEM days, or holiday camps. Separate agreements may apply for those.
2. Our Aims
To deliver fun, high-impact STEM experiences in safe, inclusive settings.
To operate professionally, with consistency, reliability, and high energy.
To uphold the values of trust, safeguarding, and excellence every time we step into a school.
3. Responsibilities of Parents & Schools
a. Health & Medical
Parents must inform us of any medical conditions, allergies, or care plans in advance.
Emergency medications (e.g. inhalers, EpiPens) must be provided; our trained team will administer them if needed.
Aveea does not administer non-emergency medication.
b. SEND Support
If a child requires 1:1 support during the school day, the same level of support must be provided during Aveea workshops.
Aveea staff cannot provide SEND 1:1 support under any circumstances.
c. Behaviour & Participation
Children must follow the school’s behaviour policy.
We reserve the right to remove any child mid-workshop if their behaviour puts themselves or others at risk.
Repeated incidents may lead to a ban from future workshops.
If a child is excluded for the remainder of a paid term, the unused workshops will be refunded or credited, at the parent’s choice.
d. Attendance & Collection
It’s the parent/guardian’s responsibility to inform both school and Aveea if a child is absent.
Children must be collected on time. Persistent lateness will result in removal from the programme.
If a child is not collected, they may be sent to school aftercare (if available). Late collection is handled in full under Section 7.3.
e. Emergencies
In the event of a medical emergency, we will contact parents and (if needed) emergency services.
If we cannot reach a parent, we will contact an emergency contact or follow the school’s safeguarding protocol.
f. Contact Updates
Parents must immediately update Aveea on changes to emergency contacts, custody arrangements, or welfare risks.
4. Fees & Payments
a. Bookings
Parent bookings are made via School Gateway or direct to Aveea.
School bookings are invoiced directly. Regardless of booking method, these Terms apply in full.
b. Refunds & Non-Attendance
If a workshop goes ahead and your child does not attend, whether through sickness, lateness, early collection, or a change of mind, the workshop is treated as delivered, and no refund or credit is due. This includes partly attended workshop.
Booking a place is a commitment to the programme. You cannot cancel part-way through and reclaim fees for workshops you have chosen not to use.
Refunds are the exception, not the norm. The only circumstances in which a refund applies are set out in Section 8, and arise solely where Aveea is unable to deliver a workshops and unable to reschedule it.
c. Late Collection
Late collection is handled in full under Section 7.3.
5. What Aveea Commits To
a. Safeguarding
All staff are trained in safeguarding and DBS-checked.
We report serious concerns to school DSLs or authorities as required.
Our Safeguarding Policy is available on request.
b. Safe Environment
Aveea will not tolerate violence, abuse, threats or harassment towards children or staff.
We reserve the right to take immediate disciplinary or legal action if needed.
c. Equal Access
We welcome children from all backgrounds.
We comply with the SEND Code of Practice and Equalities Act 2010.
d. Insurance
Aveea carries all legally required insurances, including public liability.
e. Health & Safety
All workshops are delivered under Aveea’s internal Health & Safety Policy.
We are not liable for injuries resulting from unsafe school premises (e.g. broken furniture, hazards).
f. Complaints
Complaints are taken seriously and handled according to our Complaints Policy.
Speak to an Aveea Leader or email info@aveea.org.
6. Media & Photos
Aveea regularly takes photos and videos during workshops to celebrate learning and share success.
These may appear on our website, social media, or school newsletters.
Photos are always vetted for appropriateness.
If you do not want your child featured in photos, you must inform us in writing in advance.
We respect requests for removal from future materials, but cannot guarantee removal from past posts.
7. Site Safety & Collection
7.1 Movement & Supervision
Children may move between areas (e.g. classroom to hall or playground) depending on the activity. Schools are responsible for handover, but Aveea takes over supervision from workshop start. Head counts are conducted at the beginning and end of each workshop.
7.2 Missing Child Procedure
If a child expected is missing:
We alert school staff and parents
Search the site immediately
After 10 minutes, the police are called
The incident is logged and reviewed with the school
7.3 Late Collection
Children must be collected on time
10+ minutes late = £10 fine
Persistent lateness may result in the child losing their place
After 30 minutes without contact, we notify Social Care and follow school safeguarding protocols
7.4 Emergency Contacts
We keep our own contact list. Parents must keep both Aveea and the school updated with emergency details.
7.5 Visitors
Only pre-approved guests (e.g. STEM partners) are allowed. Aveea controls access and reserves the right to remove any unauthorised individual.
7.6 Venue Responsibility
Aveea runs the workshop. The school is responsible for the safety of the venue (e.g. furniture, exits, environment).
8. Cancellations
Occasionally a scheduled workshop cannot go ahead. This may be because Aveea is unable to deliver it (for example staffing, illness, or travel disruption), because the school is closed or does not give Aveea access to the venue, or because of events outside either party’s control (for example severe weather, flooding, or a public emergency). We provide cover wherever possible, so cancellations on our side are rare, but where a workshop genuinely cannot run, the cause does not change what happens next.
Our priority is always continuity, not cancellation. We will:
Reschedule the affected workshop(s) for a later date wherever possible; or
where rescheduling is not practical, offer a credit (voucher) for the affected workshop(s), redeemable against a future Aveea programme.
Refunds
Refunds are the exception, not the norm. Because we reschedule first and offer a credit second, a refund only arises in the rare event that a workshop cannot be delivered and cannot be rescheduled within a reasonable time.
School bookings: where Aveea is booked directly by a school, the remedy for any workshop that does not go ahead, including where the school itself closes or denies access, is rescheduling or a credit. Refunds are not provided.
Parent (consumer) bookings: in the rare event above, if you would prefer not to hold a credit, you may request a refund for the affected workshop(s). This is a backstop for exceptional circumstances, not a general entitlement, and reflects your statutory consumer rights.
We do not provide refunds for workshops that are rescheduled or credited.
9. Legal Bits
a. Force Majeure
We’re not liable for failure or delay caused by events beyond our control (e.g. fire, flood, severe weather, transport strikes, or pandemic-related closures). This protects Aveea against claims for loss; it does not remove your right to a reschedule, credit, or refund for an undelivered workshop under Section 8.
b. Waivers & Exceptions
Any waiver of these terms must be provided in writing by Aveea leadership.
c. Jurisdiction
These Terms & Conditions are governed by UK law.