Terms and Conditions - Chance2Be

Terms in this document:

In this document, the following terms shall have the following meanings:

“MCS” refers to Mane Chance Sanctuary which is located at Monkshatch Garden Farm, Down Lane, Compton, Surrey GU3 1DL.
“C2Be” refers to the Chance2Be programme, to be carried out at the MCS site.
The “child” is the young person engaged on the C2Be programme, as named on the associated booking form.
The “practitioner” is the trained C2Be practitioner or practitioners nominated by MCS to deliver the programme to the child.
The “referee” is the parent/guardian or person that arranged the application of the child onto the C2Be programme and remains the primary contact for the child.

Booking Procedure:

When a child is accepted onto the C2Be programme, associated charges must be agreed.
A contract must be signed and received by MCS prior to the commencement of the course of sessions.
A completed electronic booking form with all details of those attending the course must be completed and returned prior to the commencement of the course of sessions. All personal information is securely stored and will not be shared with any third party – please contact the office for a copy of our privacy policy if you would like more information.
Electronic parental consent forms must be completed and submitted for all children prior to the commencement of the course of sessions.
Failure to do any of the above will preclude any child/children from starting the course of sessions.

Supply of Services:

MCS will ensure that each session is delivered only by contracted practitioners of the C2Be programme. In the event of illness or unplanned absence, MCS will offer another practitioner for the session wherever possible but if it is not possible or it is deemed unsuitable in the best interests of the children concerned; the session will be postponed to a later date at no extra cost to the referee.
In addition, staff members or lead volunteers of MCS may assist the practitioners, particularly when interaction with the horses is taking place. This involvement will be additional support with the horses to ensure that maximum safety levels are upheld at all times, and they will not act as a replacement for any practitioner in the leading of the session.
C2Be sessions are group sessions between practitioners and up to nine children in total; no referee or other adult connected with the child will be permitted to take part in any session unless previously agreed.

Costs:

The total cost of the C2Be programme is based on twelve weekly sessions – this will be detailed on the individual contract.
Sessions agreed and arranged are specific to the named, referred child/children and are non-transferable.

Payment:

Payment is due in full for the entire duration of the course irrespective of the level of attendance of the sessions by each child.
Payment must be received in full prior to the commencement of the course of sessions.
For the purpose of payment, electronic transfers should be made to the following account: Virgin Money, Sort code: 82 60 29, Account no: 40116407, Account name: Mane Chance Sanctuary Limited
Cheques should be made payable to Mane Chance Sanctuary and sent to MCS at Monkshatch Garden Farm, Down Lane, Compton, Surrey GU3 1DL, allowing enough time to be paid in and cleared prior to the commencement of the course of sessions.

Cancelling a session by the referee:

Dates of the sessions will be agreed prior to the commencement of the programme. Fees for sessions are payable irrespective of attendance ie. if any child is unable to attend due to any reason, such as sickness, school trip, hospital visits, family holiday etc.

Termination of the programme by the referee:

If the referee wishes to terminate a child’s participation on the course, they should notify MCS in writing (email correspondence is acceptable).
A confirmation of receipt of cancellation will be sent to the referee by MCS.
Fees are not refundable in the event of termination.

Termination of the programme by MCS:

MCS reserves the right to terminate the programme:

immediately if the child demonstrates any aggressive or inappropriate behaviour to either a practitioner, another child, horse or any person at the Sanctuary; or if the child is not able to behave in a safe manner when on site.
with two weeks’ notice if the child demonstrates any other repeated minor inappropriate or unacceptable behaviour and has not responded to requests to cease such behaviour – this will only be done following discussion with the referee.
In either case, written confirmation will be given to the referee outlining the reasons for the termination.

Medical and Behavioural Information:

Any medical or behavioural information relevant to the participation of the child on the C2Be programme must be disclosed on the application form prior to acceptance of the child. MCS reserve the right not to accept any application on the grounds that any such medical or behavioural problems are not conducive to the programme or if the safety of the child, practitioner or any other visitor to the site cannot be guaranteed.

Equine Contact:

The child will be under the direct supervision of the practitioners at all times when on site and with the horses. The practitioners will be responsible for the safety and well-being of both the child and the horse during any interaction. If any behavioural situation arises during this time, it is the discretion of the practitioner to remove the child from the area of the horses if he/she has any concern as to the safety of either the child or the horse.

Parental/Guardian Consent:

For children under 18 years of age, MCS requires the parent/guardian of the child to sign an electronic parental consent declaration prior to the commencement of the sessions.
If the referee is not the parent/guardian of the child, then the registration form must be completed by the parent/guardian – they should either forward the email request or contact the MCS office with contact details of the parent/guardian.
If parental/guardian consent is not received prior to the commencement of the sessions, MCS may refuse to accept the child on the sessions.

Safeguarding and Confidentiality:

MCS have a detailed safeguarding policy in use at the Sanctuary which can be viewed by contacting the office.
MCS has a designated safeguarding lead, details of whom are displayed in the kitchen area.
All C2Be practitioners, staff and lead volunteers involved with the delivery of the Chance2Be programme have been trained in safeguarding and have completed DBS checking procedures.
In addition, practitioners are familiar with the site health and safety and fire policies.
Any photo or video footage of sessions and all paperwork is kept in a locked cabinet/safe with access limited to the C2Be team and remains the property of the charity.
Any disclosure of confidential information deemed necessary by the C2Be practitioner would be dealt with on a case-bycase basis taking all the circumstances into consideration. This would be done only in accordance with the recognised procedures described in the MCS Safeguarding Policy and if a situation had arisen that warranted such disclosure.

Clothing:

The referee undertakes to ensure that the child attends each session in suitable clothing for the time spent with the horses in the tracks and fields as well as in the indoor accommodation on site. This includes, but is not limited to stout footwear, such as boots, rather than canvas shoes. The child should bring coats and jackets for outside working in cold weather conditions and also sun protection and hats for hot weather conditions.
If the child arrives at the Sanctuary in clothing that is not suitable for outdoor working or that is not considered adequate for the safety of the child (for example, sandals or flip flops), then the child will not be accepted for the session and will be asked to return home or to school before the session commences.
Hard hats and gloves will be provided by the Sanctuary to be worn whilst working with the horses. Horses are not ridden at Mane Chance Sanctuary, but the children may partake in grooming and/or leading the horses, for which the stated personal protection equipment will be required. Refusal of the child to wear such equipment will result in the child being excluded from the activities involving the horses. Body protectors are also available for the child to wear at the request of the referee – the referee must notify MCS if they wish the child to do so prior to the commencement of any session.

Health and Safety:

A separate risk assessment is in place for the C2Be programme, identifying risks and the control measures in place to minimise them.
In addition, MCS have detailed health and safety and fire safety policies in use at the Sanctuary which can be viewed by contacting the office.
MCS will ensure that there is always qualified first aiders on site whilst sessions are taking place. This includes at least one of the practitioners delivering the programme and one or more of the other staff members on duty at MCS at the time.
C2Be practitioners are trained in both the site fire policy and the health and safety policy; children on the programme will have all health and safety relevant to their time on site explained to them and will be expected to adhere to safe behaviour whilst on site.

Reporting:

MCS undertakes to provide reports on the progress of the C2Be sessions to the referee at the end of the programme as required.

Transport:

It is the responsibility of the referee to arrange suitable transportation of the child to and from MCS for the C2Be programme sessions – free parking is provided at the Sanctuary. MCS cannot accept any liability for the safety of vehicles or contents of vehicles whilst parked on site.

Timings:

The referee should ensure that the child arrives on site on time – it will not be possible to delay the start of any session as other children are involved.

Valuables, Jewellery and Lost Property:

MCS will not be liable for any item of jewellery or valuable property (eg. electronic equipment/phones) brought to the premises by any child.
MCS will not be responsible for any property left at the location by any child.

Smoking, Alcohol and Drugs:

Smoking is only permitted in the designated smoking area on site which is at the bottom of the steps to the orchard, in the yard area. Smoking of cigarettes and e-cigarettes only is permitted by those legally of age to do so.
Under no circumstances is smoking allowed away from the designated smoking area.
Under no circumstances is alcohol or any other illegal substance permitted on MCS premises.
Any prescribed medication required to be with any child must be declared to MCS prior to it being brought on site – eg. inhaler, epipen etc.

Force Majeure:

MCS shall not be liable for any delay in performing or failure to perform any session due to any reason beyond our reasonable control including war, armed conflict, riot, act of God, civil commotion, strike, terrorist attack, malicious damage, threats to safety, compliance with any law or governmental order, rule, regulation or direction, accident, environmental contamination, pandemic outbreak of disease, fire, flood, severe weather conditions or any other act or matter which could not have been reasonably predicted or prevented.

Agreement:

On signing this course contract, the referee agrees to be bound by these terms and conditions of the C2Be programme which may not be varied except in writing by MCS.

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