Terms

Welcome to the Time Seekers website

Please read the terms and conditions below which cover your use of this website, our privacy policy as well as information for bookings and payments.

Website Terms & Conditions

Welcome to our website. If you continue to browse and use this website you are agreeing to comply with and be bound by the following terms and conditions of use, which together with our privacy policy govern Time Seekers’ relationship with you in relation to this website.

The term “Time Seekers” or “us” or “we” refers to the owner of the website. The term “you” refers to the user or viewer of our website.

The use of this website is subject to the following terms of use:

The content of the pages of this website is for your general information and use only. It is subject to change without notice.
Neither we nor any third parties provide any warranty or guarantee as to the accuracy, timeliness, performance, completeness or suitability of the information and materials found or offered on this website for any particular purpose. You acknowledge that such information and materials may contain inaccuracies or errors and we expressly exclude liability for any such inaccuracies or errors to the fullest extent permitted by law.
Your use of any information or materials on this website is entirely at your own risk, for which we shall not be liable. It shall be your own responsibility to ensure that any products, services or information available through this website meet your specific requirements.
This website contains material which is owned by or licensed to us. This material includes, but is not limited to, the design, layout, look, appearance and graphics. Reproduction is prohibited other than in accordance with the copyright notice, which forms part of these terms and conditions.
All trademarks reproduced in this website, which are not the property of, or licensed to the operator, are acknowledged on the website.
Unauthorised use of this website may give to a claim for damages and/or be a criminal offence.
From time to time this website may also include links to other websites. These links are provided for your convenience to provide further information. They do not signify that we endorse the website(s). We have no responsibility for the content of the linked website(s).
You may not create a link to this website from another website or document without Time Seekers' prior written consent.
Your use of this website and any dispute arising out of such use of the website is subject to the laws of England and Wales.

Website Disclaimer

The information contained in this website is for general information purposes only. The information is provided by “Time Seekers” and whilst we endeavour to keep the information up-to-date and correct, we make no representations or warranties of any kind, express or implied, about the completeness, accuracy, reliability, suitability or availability with respect to the website or the information, products, services, or related graphics contained on the website for any purpose. Any reliance you place on such information is therefore strictly at your own risk.

In no event will we be liable for any loss or damage including without limitation, indirect or consequential loss or damage, or any loss or damage whatsoever arising from loss of data or profits arising out of or in connection with the use of this website.

Through this website you are able to link to other websites which are not under the control of “Time Seekers”. We have no control over the nature, content and availability of those sites. The inclusion of any links does not necessarily imply a recommendation or endorse the views expressed within them.

Every effort is made to keep the website up and running smoothly. However, “Time Seekers” takes no responsibility for and will not be liable for the website being temporarily unavailable due to technical issues beyond our control.

Copyright Notice

Any redistribution or reproduction of part or all of the contents in any form is prohibited other than the following:

you may print or download to a local hard disk extracts for your personal and non-commercial use only
you may copy the content to individual third parties for their personal use, but only if you acknowledge the website as the source of the material

You may not, except with our express written permission, distribute or commercially exploit the content. Nor may you transmit it or store it in any other website or other form of electronic retrieval system.

Privacy & Data Protection

At Time Seekers 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 Time Seekers can do so with confidence that their personal data is being kept secure.

Our lead person for data protection is Amie Friend. The lead person ensures that the Club meets the requirements of the GDPR, liaises with statutory bodies when necessary, and responds to any subject access requests.

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 our 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 and the manager.
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 on a password protected computer.
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 matrix. The personal data matrix is reviewed annually to ensure that any new data types are included.

Children and parents: We hold only the information necessary to provide a safe environment for each child who attends a Time Seekers club, activity or event. This includes child registration information, medical information, parent contact information, attendance records, incident and accident records, additional needs information and so forth. Our lawful basis for processing this data is fulfilment of our contract with the child’s parents. Our legal condition for processing any health-related information about a child, is so that we can provide appropriate care to the child. 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.

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. 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.
Parents /carers can ask us to delete data, but this may mean that we can no longer provide a club space to the child as we have a legal obligation to keep certain data. In addition, even after a child has left our care we have to keep some data for specific periods so won’t be able to delete all data immediately.
Staff and volunteers can ask us to delete their data, but this may mean that we can no longer employ them as we have a legal obligation to keep certain data. In addition, even after a staff member has left our employment we have to keep some data for specific periods so won’t be able to delete all data immediately.
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.

Admissions and Fees

Time Seekers is an independent company, which offers archaeology clubs and topic days for schools and museums.

Places are offered on a first-come first-served basis. When all places have been filled, a waiting list will be established.

Registration

When an enquiry regarding places is made, parents or carers will be given all the relevant Club information, including:

Information regarding availability of places
Details of the Admissions and Fees policy
Registration form, medical form, photo permission, and permission for the consumption of food during the club.
Behaviour policy
Complaints policy

If a place is available, the child will be invited to attend the Club as soon as the completed forms and payment are received.

If no places are available the parent will be informed and the child’s name added to the waiting list. As soon as suitable places become available parents will be informed.

Booking procedure

Parents must complete the necessary paperwork, including registration, medical statement, booking, photo and food permission forms, before their children can attend the club.

Permanent place: Once booked, if a child does not attend for any reason, you will still be charged for this place. If you wish to cancel the place altogether, one month’s notice in writing is required.

Fee structure

Fees are charged at rates advertised by Time Seekers.
Fees will be taken in advance of a child joining a club.
Fees can be paid electronically through Time Seekers website, via PayPal.
Fees are charged for booked sessions whether the child attends or not.

Delivery & Refunds

Please note: This section refers to delivery and refunds on physical products. For refunds on event, club or workshop places, please see the relevant policy.

Delivery

We aim to dispatch items within seven working days of receiving payment of your order, subject to stock availability. We will usually use Royal Mail for delivery and will attempt to deliver your order to your delivery address. If items are returned to us as undeliverable we shall refund the price of the products less any postage and packing costs.

Refunds

Under the Consumer Protection (Distance Selling) Regulations 2000, you can cancel your order for products within 7 days of the day on which the item was delivered. If you wish to cancel your order, you can write to us at Time Seekers, 2 Fitzalan Mews, Fitzalan Road, Arundel, BN18 9LF or by email .(JavaScript must be enabled to view this email address).

If you have already received the products you must carefully repackage and return them to us at Time Seekers, 2 Fitzalan Mews, Fitzalan Road, Arundel, BN18 9LF. Until the items have been returned, you must keep them in your possession and take reasonable care of them. We will credit the price of the cancelled products once we have received and checked that they are in a re-saleable condition. We will only refund postage costs on faulty items.

We take care to ensure you receive your goods in perfect condition. However, if your goods are damaged, please call us on 07535 666571‬ within 3 working days of receipt of your order. We will either replace the goods or arrange a refund as appropriate.

Behaviour Management

Time Seekers uses effective behaviour management strategies to promote the welfare and enjoyment of children attending the Club. Working in partnership with parents, we aim to manage behaviour using clear, consistent and positive strategies. The Club rules are clearly displayed at every session and are discussed regularly.

Whilst at Time Seekers we expect children to:

Use socially acceptable behaviour
Comply with the Club rules, which are made clear during the club sessions
Respect one another, accepting differences of race, gender, ability, age and religion
Develop their independence by maintaining self-discipline
Choose and participate in a variety of activities
Ask for help if needed
Enjoy their time at the Club.

Encouraging positive behaviour

At Time Seekers positive behaviour is encouraged by:

Staff acting as positive role models
Praising appropriate behaviour
Sticker or dojo rewards, depending on the policies of the school
Informing parents about individual achievements

It is inevitable that as children develop and learn, there are times when they need support and guidance to understand that their behaviour is not acceptable. Staff at the Club will try to determine the cause or triggers of the inappropriate behaviour to prevent the situation from recurring.

Dealing with inappropriate behaviour

Challenging behaviour will be addressed in a calm, firm and positive manner.
In the first instance, the child will be temporarily removed from the activity.
Staff will discuss why the behaviour displayed is deemed inappropriate.
Staff will give the child an opportunity to explain their behaviour, to help prevent a recurrence.
Staff will encourage and facilitate mediation between children to try to resolve conflicts through discussion and negotiation.
Staff will consult with parents to formulate clear strategies for dealing with persistent inappropriate behaviour.

If after consultation with parents and the implementation of behaviour management strategies, a child continues to display inappropriate behaviour, the Club may decide to exclude the child in accordance with our Suspensions and Exclusions policy. The reasons and processes involved will be clearly explained to the child, school and parent.

Physical intervention

Physical intervention will only be used as a last resort, when staff believe that action is necessary to prevent injury to the child or others, or to prevent significant damage to equipment or property. If a member of staff has to physically restrain a child, the manager will be notified, and an Incident record will be completed. The incident will be discussed with the parent or carer as soon as possible as well as the school.

If staff are not confident about their ability to contain a situation, they should call the senior member of school staff on site, or, in extreme cases, the police.

All serious incidents will be recorded on an Incident record and kept in the child’s file. This may be used to build a pattern of behaviour, which may indicate an underlying cause. If a pattern of incidents indicates possible abuse, we will implement child protection procedures in accordance with our Safeguarding policy.

Complaints

At Time Seekers we aim to work in partnership with parents to deliver a high quality after school club for everyone. If for any reason we fall short of this goal, we would like to be informed in order to amend our practices for the future. Records of all complaints are kept for at least three years.

The manager is usually responsible for dealing with complaints. If the complaint is about the manager, the headteacher of a school will investigate the matter. Any complaints received about staff members will be recorded on an Incident log and a Complaints log will be completed. Any complaints made will be dealt with in the following manner:

Stage one

Complaints about aspects of Club activity:

The manager will discuss the matter informally with the parent or carer concerned and aim to reach a satisfactory resolution.

Complaints about an individual staff member:

If appropriate the parent will be encouraged to discuss the matter with staff concerned.
If the parent feels that this is not appropriate, the matter will be discussed with the manager, who will then discuss the complaint with the staff member and try to reach a satisfactory resolution.

Stage two

If it is impossible to reach a satisfactory resolution to the complaint through informal discussion, the parent or carer should put their complaint in writing to the manager. The manager will:

Acknowledge receipt of the letter within 7 days.
Investigate the matter and notify the complainant of the outcome within 28 days.
Send a full response in writing, to all relevant parties, including details of any recommended changes to be made to the Club’s practices or policies as a result of the complaint.
Meet relevant parties to discuss the Club’s response to the complaint, either together or on an individual basis.

Stage three

If the complainant is still not satisfied with the outcome, the next step is to refer the issue to the headteacher/governing body according to the school’s own complaints procedure.

Child protection

If child protection issues are raised, the manager will refer the situation to the Club’s Child Protection Officer, who will then contact the Local Authority Designated Officer (LADO) and follow the procedures of the Safeguarding Children Policy. If a criminal act may have been committed, the manager will contact the police.

Health and Safety

Time Seekers considers health and safety to be of utmost importance. We comply with The Health and Safety at Work Act 1974 and the Workplace (Health, Safety and Welfare) Regulations 1992 at all times.

The Club has appropriate insurance cover, including public liability insurance and a current DBS certification.

Club staff follow the Club’s Health and Safety policy and commit to:

Maintaining a safe environment
Taking reasonable care for the health and safety of themselves and others attending the Club
Reporting all accidents and incidents which have caused injury or damage or may do so in the future
Undertaking relevant health and safety training when necessary.

Responsibilities of the owner

The Club owner holds ultimate responsibility and liability for the safe operation of the Club. They will ensure that:
All staff and volunteers receive information on health and safety matters, and receive training where necessary
The Health and Safety policy and procedures are reviewed regularly
Staff and volunteers understand and follow health and safety procedures
Resources are provided to meet the Club’s health and safety responsibilities
All accidents, incidents and dangerous occurrences are properly reported and recorded. This includes child protection agencies and the Health and Safety Executive under RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995) where appropriate.
All reported accidents, incidents and dangerous occurrences are reviewed, so that preventative measures can be taken.

Responsibilities of the Club Leader

The Club’s Leader is responsible for ensuring that at each session:

Grounds/Premises are clean, well lit, adequately ventilated and maintained at an appropriate temperature
The space is used solely be the club, when children are present
All the Club’s equipment is safely and securely stored
A working telephone is available on the premises at all times
Any chemicals and cleaning materials are stored appropriately, and in accordance with COSHH data sheets.
Daily environment checks are carried out

Security

Children are not allowed to leave the Club premises during the session until collected by their parents, or in the event of an emergency. In these circumstances they will follow the schools evacuation policies.

Security procedures will be regularly reviewed.

Equipment

All equipment will be kept clean, well maintained and in good repair. We select equipment and resources with care, and assess their suitability before the children are allowed to use them. Broken equipment is disposed of promptly.

We ensure that any flammable equipment is stored safely.

Food and personal hygiene

We maintain high standards of personal hygiene, and take all practicable steps to prevent and control the spread of infection.

A generally clean environment is maintained at all times.
Staff follow appropriate guidelines for food hygiene.
Waste is disposed of safely.
Staff ensure that children wash their hands before handling food or drink and after using the toilet.
Cuts and abrasions (whether on children or staff) are kept covered.

Dealing with body fluids

Spillages of blood, vomit, urine and faeces will be cleaned up immediately.

Staffing levels

Levels of supervision are always appropriate to the number, ages and abilities of the children present, and to the risks associated with the activities being undertaken.

Administering Medication

If a child attending a Time Seekers club or event requires prescription medication of any kind, their parent or carer must be present to administer the medication. Time Seekers staff will not be responsible for the administration of any medication during any club or event.

Ideally children should take their medication before arriving at the club, activity or event. If this is not possible, children will be encouraged to take personal responsibility for their medication, if appropriate. If children carry their own medication (eg asthma inhalers), they must take responsibility for its care until required. Inhalers must be labelled with the child’s name.

All medication used during the time of the club, activity or event must have the prescription sticker attached which includes the child’s name, the date, the type of medicine and the dosage.

Certain medications require specialist training before use, eg Epi Pens. If a child requires such medication the Club Leader will call for an appropriately trained member of staff within the school. The Club Leader will identify appropriate first aiders on site prior to the start of any club. Children who have particular allergies, will be identified prior to the start of any club, activity or event and a record will be kept of any who could potentially require a form of medication.

Where specialist training or medication is required, an appropriately trained individual or parent must accompany the child to the club, activity or event.

If a child suffers from a long term medical condition which could effect their participation in any club, activity or event their parents must provide the Club Leader with a detailed understanding of the Childs needs, any symptoms to watch for and appropriate responses to any medical issues. Ideally in these cases parents will attend the club with their child. Time Seekers reserve the right to request that a child be accompanied to any club, activity or event due to medical conditions. If there is no adult who can accompany the child it may be necessary for the child to be absented from the club until such a time that an appropriate adult can be found to support the child within the club.

Photograph Permission

The use of photographs is an important developmental tool for Time Seekers. At Time Seekers we take the issue of child protection very seriously and we would never knowingly publish an image of your child without your consent.

By ticking the photo permission box on the online booking form you, as your child parent or guardian, will be giving permission for the pictures of your child participating in club activities to be used for the following purposes:

Electronic and printed displays and exhibitions at the Club (eg photos of activities)
Club records of my child
To accompany staff or student coursework
Website for the Club
Promotional material for Time Seekers
Local newspaper or magazine
National newspaper or magazine
Other organisation’s website (such as the school website)
Other

Personal details or names of any child in a photograph will never be given in such a way that would allow them to be individually identified.

Images will NOT be used for anything which may be viewed as negative in tone or that may cause offence, embarrassment or distress for the child or their parent or carer.

There will be no payment for any child’s participation.

School Club Terms and Conditions

For your child to attend a Time Seekers school club or workshop you will need to agree to these terms:

I consent for my child to attend Time Seekers after school club. I understand that the club has policies and procedures (which are available for reference on the Time Seekers website), and that there are expectations and obligations relating both to the club and to myself and my child, and I agree to abide by them.
I understand that Time Seekers is an extension of the school, and that whilst my child is there the school is legally responsible for him/her.
My child may be provided with food or drink at the club, unless otherwise requested. They are also able to bring a snack with them in accordance with the schools food policy.
Once my child arrives at Time Seekers he/she will be in the care of Time Seekers staff until collected by an authorised person.
I will notify the club before the start of the session if I am collecting my child from school on a day that he/she is booked to attend the club. I understand that I will be charged for the booked session.
I will book my child into the club on a termly basis and will pay promptly for all booked sessions whether my child attends or not (eg due to illness or holidays). I understand that no refund can be expected when my child misses a session of the club.
I understand that my Childs place in the club will only be effective on the completion of Time Seekers online booking form and payment.
It is my responsibility to keep the club manager informed of any alterations to the information regarding my child (eg contact details, medical conditions, etc).
I accept that my child may take part in messy activities while at Time Seekers. I understand that I can provide my child with appropriate clothing to accommodate this if I wish.
Time Seekers will close at the time advertised in accordance with the schools decision. If, due to unforeseen circumstances, I am going to be late, I will contact the school as soon as possible, who will inform the member of staff running the club session.
If I do not collect my child by the advertised time I understand that Time Seekers staff will transfer care my child to the office or school staff on duty. If emergency contacts can not be reached the schools uncollected child policy will come into effect.
Whilst Time Seekers tries to ensure the safety and security of items, I understand that it cannot be held responsible for loss or damage to my child’s property whilst at the Club.
I have read the club’s Behaviour Management Policy and agree to its terms and appreciate that in some circumstances it may be necessary to exclude my child from the club, and I will not receive a refund for any missed sessions.
If there are any accidents or incidents at Time Seekers involving my child, I will be informed.
If my child has an accident at the club, he/she will be treated by a qualified first aider and I will be informed as soon as possible. If my child needs urgent medical treatment and I am unavailable, a member of staff from the school will sign any consent forms necessary for treatment on my behalf,in accordance with the schools policies.
Information held by Time Seekers regarding my child will be treated as confidential, as set out in the club’s Confidentiality Policy. However, in certain circumstances, for example if there are child protection concerns, I understand that the club has a legal duty to pass certain information on to the schools safeguarding staff and other agencies,including Police, Social Care and health care professionals.
I understand that aggressive and abusive behaviour towards staff will not be tolerated.
I agree that I will not use a camera, mobile phone or other mobile device on club premises.