These Terms and Conditions apply to all participants attending events, activities, or sessions organised by Spectrum Socials CIC. By registering for or attending any of our services, you confirm that you have read, understood, and agreed to the terms outlined below.

1. Booking and Attendance

• All bookings must be made via our official channels, including our website, email, or official registration forms.
  
  
• Once a booking is confirmed, participants must notify us as soon as possible if they are unable to attend.
  
  
• Due to high demand and limited capacity, repeated non-attendance without notice may result in future bookings being deprioritised or declined.
  
  

2. Parent/Carer Supervision

• Unless otherwise stated in writing, all children must be accompanied by a responsible parent, carer, or guardian for the full duration of the event.
  
  
• The accompanying adult is fully responsible for the child’s:
  
  
  • Behaviour and wellbeing
    
    
  • Medical needs
    
    
  • Personal care and safety
    
    

3. Medical, Behavioural, and Accessibility Needs

• We ask that you inform us in advance of any relevant medical conditions, allergies, neurodivergence, disabilities, or behavioural needs so we can make reasonable adjustments in line with the Equality Act 2010.
  
  
• While we are an inclusive organisation, we reserve the right to ask a participant to leave if behaviour presents an ongoing or significant risk to others or cannot be safely managed at the time.
  
  
• All adjustments will be considered in line with our Inclusion and Accessibility Policy, which is available upon request.
  
  

4. Safeguarding and Welfare

• Spectrum Socials CIC takes the safeguarding of children and vulnerable individuals extremely seriously.
  
  
• Any safeguarding concern raised during an event will be addressed in line with our Safeguarding Policy, which is based on national guidance including Working Together to Safeguard Children (2018).
  
  
• Concerns may be reported to the appropriate external agencies, including the Local Authority Designated Officer (LADO), NSPCC, or police, as required.
  
  

5. Safety and Risk

• While we take all reasonable precautions to ensure the safety and wellbeing of attendees, all activities are undertaken at the participant’s own risk.
  
  
• Participants and carers must follow all safety instructions and guidance given by staff, volunteers, or facilitators.
  
  
• Spectrum Socials CIC is not responsible for personal items lost or damaged during events.
  
  

6. Use of Photographs, Video and Media

• We may take photos or videos during events for use in our promotional materials, website, reports, and social media.
  
  
• We will always seek explicit written consent from parents/carers before capturing or using images or video of any child or family.
  
  
• You may withdraw consent at any time by contacting us in writing.
  
  
• We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Full details can be found in our Privacy Policy, available on request or on our website.
  
  

7. Cancellations and Event Changes

• We may cancel or reschedule events due to unforeseen circumstances including staff illness, extreme weather, or low attendance. We will notify you as soon as possible via your registered contact details.
  
  
• In the event of cancellation, Spectrum Socials CIC is not liable for any travel, childcare, or other personal costs incurred.
  
  
• Events cancelled due to force majeure (e.g. pandemic restrictions, natural disasters, government regulations) are outside of our control and no compensation will be offered.
  
  

8. Inclusivity and Behaviour Expectations

• Spectrum Socials CIC is a safe, inclusive, and welcoming space for children and families of all backgrounds.
  
  
• We do not tolerate any form of:
  
  
  • Bullying
    
    
  • Discrimination or harassment (on the basis of race, religion, disability, gender, sexuality, or any protected characteristic under the Equality Act 2010)
    
    
  • Aggressive, unsafe, or disrespectful behaviour
    
    
• We reserve the right to ask any individual displaying inappropriate or harmful behaviour to leave the event immediately.
  
  

9. Liability and Insurance

• Spectrum Socials CIC accepts no liability for injury, loss, or damage sustained during events, except where directly caused by our proven negligence.
  
  
• We maintain public liability insurance that covers all authorised activities and facilitators.
  
  

10. Changes to These Terms

• Spectrum Socials CIC reserves the right to amend these Terms and Conditions at any time. The most up-to-date version will always be made available on our website or by request.
  
  
• Any material changes will be communicated in advance where possible.
  
  

11. Accessibility of This Document

• These Terms and Conditions are available in Easy Read, large print, or other accessible formats upon request.
  
  
• If you require assistance in understanding or agreeing to these terms, please let us know and we will do our best to help.
  
  

12. Contact Us

If you have any questions, concerns, or requests about this document, please contact:

📩 Email: info@spectrumsocials.co.uk
🌐 Website: spectrumsocials.co.uk

13. Legal Framework

This policy is governed by the laws of England and Wales and complies with the following legislation:

• Companies Act 2006
  
  
• Equality Act 2010
  
  
• Data Protection Act 2018
  
  
• UK General Data Protection Regulation (UK GDPR)
  
  
• Children Act 1989 and 2004
  
  
• Working Together to Safeguard Children (2018)