Terms & Conditions

TERMS & CONDITIONS

Douce France London LTD

Company number: 13880687
Registered office: 167–169 Great Portland Street, 5th Floor, London, England, W1W 5PF

These Terms & Conditions apply to all Holiday Camps and French Clubs organised by Douce France London Ltd (“Douce France London”, “we”, “us”).

Our Holiday Camps and French Clubs are for children aged 3 to 11.

By making a booking, you agree to these Terms & Conditions.

PART A – GENERAL TERMS

1. Booking and Registration

Bookings are made through our online booking platform.

A booking is confirmed once payment has been received and a booking confirmation has been issued.

The person making the booking is responsible for checking that all information provided is complete and correct.

If any information changes after booking, you must let us know as soon as possible.

If the person making the booking is not the child’s parent or legal guardian, they are responsible for ensuring that the parent or legal guardian is aware of these Terms & Conditions and all relevant information relating to the booking.

2. Payment

Full payment is due at the time of booking unless otherwise agreed by us in writing.

A place is not secured until payment has been received and the booking has been confirmed.

Prices shown at the time of booking apply to that booking.

Discounts and promotional offers must be applied at the time of booking and cannot normally be applied retrospectively.

3. Changes to a Booking

You may ask to transfer a booking to another available date or session.

All changes are subject to availability and cannot be guaranteed.

If the new booking costs more than the original booking, the difference must be paid before the change is confirmed.

Any change is only confirmed once you have received written confirmation from us.

Our cancellation policy continues to apply if we cannot accommodate the requested change.

4. Cancellation by Parents

Bookings cancelled at least two weeks before the relevant Holiday Camp or French Club starts will be refunded in full.

The start date means the first day on which the relevant camp or club period opens, not the individual child’s first booked day or session.

No refund will be available for cancellations made less than two weeks before the relevant start date.

Where a refund is due, non-recoverable payment processing fees may be deducted. The current payment processing fee is 3% of the total booking value.

Refunds will be made to the original payment method wherever possible.

5. Medical Cancellations

If a child cannot attend for medical reasons, appropriate medical evidence must be provided.

Where valid medical documentation is provided, we will offer a credit for the amount paid for the affected booking.

The credit will be valid for 12 months from the date of cancellation and may be used towards a future Douce France London booking.

6. Missed Days and Sessions

No refund, credit or replacement session is available where a child misses a booked day or session for personal reasons, including holidays, family commitments or other absences.

Medical absences are dealt with under Section 5.

7. Cancellation or Changes by Douce France London

We may need to change an activity, teacher, timetable, room, venue or off-site location because of weather, staff or venue availability, safety requirements or other operational reasons.

Reasonable changes to the programme do not give rise to a refund.

Where possible, we will provide a suitable alternative.

If we cancel a full camp day or French Club session and cannot provide a reasonable alternative, you may choose between:

• a refund for the affected day or session; or
• a credit for the same amount to use towards a future Douce France London booking.

8. Health and Medical Information

You must tell us before your child attends about any:

• allergy;
• asthma;
• medical condition;
• disability;
• medication;
• mental health condition;
• behavioural need;
• educational or additional need;
• communication difficulty;
• dietary requirement; or
• other information that may affect your child’s participation, care or safety.

Where required, the appropriate medical administration protocol and medication must be provided before the child attends.

All information provided must be complete and accurate.

We may contact you before attendance to discuss your child’s needs and any arrangements that may be required.

If important information is not disclosed and we reasonably believe that we cannot safely support the child, we may refuse or suspend attendance until suitable arrangements have been agreed.

9. Illness and Contagious Conditions

Children with a fever, contagious illness or any condition that may put other children or staff at risk must not attend.

You must tell us about any contagious or infectious illness that may affect others.

If a child becomes unwell while attending, we may contact the parent or guardian and ask for the child to be collected.

The child must then be collected as soon as reasonably possible.

10. Toileting and Independence Policy

All children attending our Holiday Camps and French Clubs must be fully toilet trained and able to manage their toileting needs independently.

Children must be able to:

• recognise when they need to use the toilet;
• go to the toilet independently;
• manage their own clothing;
• wipe themselves appropriately;
• wash their hands independently; and
• tell a member of staff if they need help or have had an accident.

Children must not require nappies, pull-ups or regular adult assistance with toileting.

We understand that occasional accidents can happen, particularly with younger children. Parents should provide a labelled change of clothes where appropriate.

Our staff can provide reassurance and age-appropriate verbal guidance but cannot provide routine intimate toileting care.

If a child has repeated accidents or is unable to manage their toileting needs independently, we may contact the parent or guardian and ask for the child to be collected.

We may suspend attendance until the child is sufficiently independent to return.

Parents must contact us before booking if they are unsure whether their child meets these requirements.

11. Additional Needs and Reasonable Adjustments

We aim to welcome and support children with additional needs wherever we can reasonably and safely do so.

Parents must tell us about any diagnosed or undiagnosed needs that may affect the child’s participation, communication, behaviour, independence or safety.

Where relevant, parents should provide an EHCP or other support plan that will help us understand the child’s needs.

We will consider reasonable adjustments where appropriate.

Our standard service does not include dedicated one-to-one support.

Where a child requires one-to-one support, this may only be possible by prior agreement, depending on staff availability and our ability to provide the required support safely.

Any additional one-to-one staffing costs will be entirely payable by the family and must be agreed in advance.

If we reasonably conclude that we cannot safely meet a child’s needs within our setting, we may refuse or suspend attendance.

Where possible, we will discuss this with the parent or guardian before the child attends.

12. Behaviour

Children are expected to behave respectfully towards other children, staff, visitors and the venues we use.

Children must follow reasonable instructions from staff.

Where behaviour is repeatedly disruptive or inappropriate, we will normally discuss the situation with the parent or guardian.

We may ask for a child to be collected or exclude them where their behaviour creates a serious or repeated risk to:

• their own safety or wellbeing;
• another child’s safety or wellbeing;
• staff safety or wellbeing; or
• the safe and reasonable operation of the activity.

This includes serious bullying, violence, threatening behaviour, deliberately leaving the supervised area, deliberate damage to property or other dangerous behaviour.

Where a child is excluded because of their behaviour, unused days or sessions will not be refunded or credited.

13. Parent and Carer Conduct

Parents and carers must treat our staff, children and other families respectfully.

Threatening, abusive, aggressive or harassing behaviour will not be accepted.

In serious cases, we may restrict a person’s access to our premises or cancel the child’s attendance where this is reasonably necessary to protect children or staff.

14. Safeguarding and Child Protection

The safety and welfare of children in our care is our priority.

We follow our Safeguarding and Child Protection Policy and applicable safeguarding requirements.

Any safeguarding concern, allegation or disclosure will be taken seriously and handled in accordance with our safeguarding procedures.

Where appropriate, information may be shared with relevant safeguarding authorities or emergency services.

Parents and guardians must tell us about any safeguarding information that may be relevant to their child’s care or safety.

Our Safeguarding and Child Protection Policy is available on request and/or on our website.

15. Clothing and Personal Belongings

Children should wear comfortable clothing and suitable footwear for the activities they will be taking part in.

Parents should provide appropriate clothing for the weather and a change of clothes where appropriate.

Children may bring a comfort item if needed.

Mobile phones, smartwatches and other connected devices must not be used during our activities. If brought, they must remain switched off and stored in the child’s bag.

Children should not bring valuable items.

All personal belongings should be clearly labelled with the child’s name.

Douce France London cannot accept responsibility for items that are lost, damaged or left behind.

16. Photography and Filming

Parents and carers must not photograph or film children other than their own.

Photo and video permissions for each child are based on the preferences selected during the booking process.

Parents or guardians may change these preferences at any time by contacting us in writing.

Any photographs or videos taken by Douce France London will be used and stored in accordance with the permissions given and our Privacy Policy.

17. First Aid and Emergency Medical Treatment

By booking, you authorise trained Douce France London staff to provide basic first aid where reasonably required.

In a medical emergency, we will try to contact a parent or guardian as soon as possible.

If a parent or guardian cannot be contacted and urgent medical treatment is required, you authorise us to seek appropriate emergency medical treatment for your child.

Decisions about medical treatment will be made by appropriately qualified medical professionals.

18. Data Protection

Douce France London Ltd processes personal information about children, parents and guardians in order to manage bookings and provide our services.

This may include contact details, emergency contacts, medical and allergy information, safeguarding information, additional needs and photo/video preferences.

We handle personal information in accordance with the UK GDPR and our Privacy Policy.

Our Privacy Policy is available on request and will also be made available on our website.

19. Complaints

If you have a concern while your child is attending, please raise it with the relevant Camp Manager or member of the Douce France London management team as soon as possible so that we have an opportunity to resolve it.

Formal complaints can be sent to:

hello@doucefrancelondon.com

Please include your child’s name, relevant dates or sessions and details of the issue.

We will review complaints fairly and respond as soon as reasonably possible.

20. Events Outside Our Control

We are not responsible for delays, changes or cancellations caused by circumstances outside our reasonable control.

These may include extreme weather, fire, flood, epidemic or pandemic, government restrictions, venue closure, transport disruption, serious unexpected staff shortages, security incidents or other emergencies.

Where reasonably possible, we will try to provide an alternative activity, location, session or date.

If we have to cancel a service completely and cannot provide a reasonable alternative, Section 7 will apply.

PART B – HOLIDAY CAMPS

21. Holiday Camp Locations

Fulham

Drop-off and pick-up take place at:

Twynholm Baptist Church
324–326 Lillie Road
Fulham
London SW6 7PP

Some activities for children aged 7–11 may take place off-site, including at:

Normand Croft Community School
Bramber Road
West Kensington
London W14 9PA

Drop-off and pick-up remain at Twynholm Baptist Church unless parents are specifically told otherwise.

Children will be escorted and supervised by the Douce France London team when travelling between locations.

South Kensington

The South Kensington location will be confirmed separately.

The confirmed address and practical information will be provided to parents before attendance.

22. Holiday Camp Hours

Our standard Holiday Camp day runs from 9am to 4pm.

An extended day from 8am to 5pm may be available.

Children under 5 attend half days only.

Children aged 5 and above attend full days only. Half-day bookings are not available for children aged 5 and above.

For standard bookings, children should arrive between 9am and 9.15am and be collected no later than 4pm.

For extended-day bookings, children should arrive between 8am and 8.15am and/or be collected no later than 5pm.

23. Late Collection

Children booked until 5pm must be collected no later than 5pm.

If a child is collected after 5pm, a £20 late collection charge will apply to cover the additional staffing costs.

If you are delayed, please contact us as soon as possible.

Repeated late collection may result in future bookings being refused.

24. Early Collection and Authorised Collectors

Early collection should be avoided because children may be taking part in activities away from the main camp site.

We will accommodate early collection where reasonably possible, particularly for medical appointments or other exceptional circumstances.

Please tell us in advance. Supporting documentation may be requested where appropriate.

If someone other than an authorised parent or collector will collect your child, you must notify us in writing in advance.

The person collecting the child will be required to provide identification. We will not release a child to an unauthorised person.

25. Holiday Camp Activities and Off-site Visits

By booking, you agree that your child may take part in the activities included in the Holiday Camp programme.

The programme may change. We cannot guarantee that a particular activity, teacher or session will take place on a particular day.

Activities may be changed because of weather, staff or venue availability, safety considerations or other operational circumstances.

Children may take part in supervised visits and activities away from the main camp premises, including local parks and activity sites.

Children aged 7–11 may also take part in supervised off-site activities organised as part of the programme.

Children will remain supervised in accordance with our safeguarding procedures.

If you do not want your child to take part in a particular off-site activity, please tell us in writing before the relevant camp day. We cannot guarantee that an alternative activity can always be provided.

26. Lunch and Snacks

Each child must bring:

• a packed lunch;
• a bottle of water;
• a morning snack; and
• an afternoon snack if staying for the late pick up.

Douce France London operates a no-nuts policy.

Children must not bring nuts or food containing nuts to camp.

Parents remain responsible for ensuring that food brought from home is appropriate for their child’s dietary requirements and allergies.

27. Parent Access to Holiday Camps

For safeguarding and health and safety reasons, parents and carers are not permitted inside the camp premises.

The only exception is during the settling-in period for children under 5, when one parent or carer may stay in the designated room for up to 10 minutes.

This must take place with the agreement and supervision of a member of staff.

Parents and carers must remain in the designated area and must not enter other camp areas unless authorised or accompanied by a member of staff.

Photography and filming during the settling-in period are not permitted.

PART C – FRENCH CLUBS

28. French Clubs

Our French Clubs are for children aged 3 to 11.

The clubs are designed to provide French-language activities in an age-appropriate group environment.

Registration and full payment are required to secure a place.

29. French Club Location

French Clubs take place at:

Twynholm Baptist Church
324–326 Lillie Road
Fulham
London SW6 7PP

30. French Club Hours

French Clubs run from 4pm to 5pm, Monday to Friday during the holiday period.

Parents are responsible for ensuring that children arrive and are collected at the correct time.

Practical information for each club period will be provided by email.

31. French Club Absences

If a child misses a French Club session because of holidays, family commitments or another personal reason, the missed session will not be refunded, credited or rescheduled.

Medical cancellations supported by appropriate medical evidence are dealt with under Section 5.

32. French Club Programme

By booking a French Club, you agree that your child may participate in the activities organised as part of the club.

Activities, teachers and lesson content may occasionally change because of staff availability, operational requirements or other reasonable circumstances.

Minor programme changes do not give rise to a refund.

PART D – GENERAL LEGAL TERMS

33. These Terms

These Terms & Conditions form the agreement between you and Douce France London Ltd for the services you book.

If any part of these Terms & Conditions is found to be invalid or unenforceable, the remaining terms will continue to apply.

If we do not enforce a term immediately, this does not mean that we have waived our right to enforce it later.

A person who is not a party to the booking does not have the right to enforce these Terms & Conditions, except where the law provides otherwise.

34. Changes to These Terms

We may update these Terms & Conditions from time to time.

The version that applies to your booking is the version in force when your booking is confirmed, unless a change is required by law.

35. Governing Law

These Terms & Conditions are governed by the laws of England and Wales.

Nothing in these Terms & Conditions affects any mandatory rights you have as a consumer.

36. Contact Details

Douce France London Ltd
Company number: 13880687

Registered office:
167–169 Great Portland Street
5th Floor
London
W1W 5PF
England

Email: hello@doucefrancelondon.com

Last updated: 01 Sept 2026