By registering and enrolling with Coast Kids New Zealand Limited T/a Coast Kids for Before/After School care, Holiday Programmes, and Camps, you are agreeing to the following terms and conditions:  

Enrolments Terms 

Booking Confirmation Details:  

Upon successful booking, comprehensive details including cost breakdowns, payment due dates, banking information, and assistance with OSCAR subsidy applications, if required, shall be provided to parents or legal guardians.  

Booking Process 

All enrolment bookings for our programs shall be exclusively made through our online platform, accessible from the comfort of one's home or by contacting our Parent Support for guidance and assistance.  

Booking Types  

Full-Time Booking  

are any bookings made for the same programme for all five (5) days in the week (Monday to Friday), for the term.  Bookings must be submitted the week prior to the booking start date.  

Part-Time Booking  

are any bookings made for the same programme for one (1) to four (4) days per week, for the term.  Bookings must be submitted the week prior to the booking start date.  

Casual Bookings  

are any one-off or irregular bookings that are made by the parent / guardian, without committing to a regular schedule, throughout any time during the school term. Note: Any Emergency / Express / Last Minute Bookings also charged at the casual rate and are subject to availability. These include all bookings made after working hours on a Friday afternoon (after 3pm), any bookings made over the weekend for the week ahead OR any bookings made during the week for care during the current week.  

Early Booking Encouragement:  

Parents are further encouraged to make bookings for ongoing terms in advance. It is emphasized that Coast Kids does not engage in automatic rollover of bookings.  

Long-Term Bookings and Accountability  

Parents are strongly encouraged to secure their child's place in our programs by making long-term bookings spanning each school term. Coast Kids shall not bear responsibility if a parent fails to ensure the timely creation and submission of their booking for approval.  

Pick Up/Drop Off Policy  

Signing Procedures 

Parents or legal guardians are required to sign their child in/out utilizing the designated tablets positioned at the centre’s entrance. Assistance from designated leaders is available as needed.  

Morning Sign-In 

It is mandatory for a legal parent or caregiver to sign in their child every morning during the Before-School Program and Holiday Programme.  

Afternoon Sign-Out 

Similarly, children must be signed out by a legal parent or caregiver every evening/afternoon during the After-School Program and Holiday Programme. Failure to do so may result in late sign-out fees (please refer to the late pickup fees policy). 

Unattended Arrival/Departure 

Children are only permitted to arrive or depart the program unattended with written permission obtained in the form of a Parent Consent form. The child must notify staff members for sign-in or sign-out procedures. Parent Consent forms must be completed before any child is allowed to arrive or depart the program unattended.  

Registration Obligations  

Parents or legal guardians are obligated to complete a registration form, facilitated through Aimy, providing comprehensive information including full names, residential addresses, and contact details for all children enrolled in our programs. Additionally, two emergency contacts must be provided for each child. It is acknowledged by parents that maintaining up-to-date contact information is imperative for effective communication. Furthermore, any special conditions, medical history, behavioural concerns, allergies, or other pertinent details pertinent to the child's well-being throughout the program duration must be accurately disclosed to the management staff at the centre.  

General Terms 

Allergies or Children with Special Needs/Requirements  

At Coast Kids, we recognize and prioritize the individual needs of each child entrusted to our care. We urge parents to engage in direct communication with our Parent Support team and Centre Management before enrolment and booking approval to discuss any specific requirements or special needs their child may have.  

The acceptance of children with special needs or particular requirements is meticulously considered on a case-by-case basis and is ultimately subject to the discretion of Centre Management. Our paramount concern remains the safety and well-being of all children enrolled in our programs.  

To ensure the provision of optimal care, it is imperative that parents furnish comprehensive and accurate information regarding their child. Failure to do so may result in early dismissal or cancellation of the booking.  

Parents are further mandated to maintain their child's Aimyplus profile with any additional information concerning allergies or diagnoses. Such information facilitates our understanding and ensures the safety of each child under our care.  

Behaviour Policy  

At Coast Kids, we strictly enforce a zero-tolerance policy towards any form of inappropriate behaviour exhibited by children under our care. This encompasses, but is not limited to, acts of bullying, the use of profanity, negative gestures, and behaviours that denigrate or belittle others. Moreover, actions such as theft, vandalism (including damage to Coast Kids property), vaping, and inappropriate conduct towards staff or fellow children are expressly prohibited.  

Coast Kids reserves the unequivocal right to take immediate and decisive action, including suspension or termination from any program, should a child's behaviour be deemed severe, repeated, or pose a significant risk to the safety and well-being of other children and staff within the centre. In such instances, no refunds shall be provided, and the existing booking shall remain in effect.  

Medical Permissions  

Minor Medical Treatment   

I hereby grant permission for Coast Kids staff to administer first aid to my child in the event of minor accidents. In cases necessitating urgent medical attention, I understand that I shall be promptly notified, and appropriate measures, including ambulance dispatch, may be undertaken.  

Prescribed Medication   

I hereby authorize Coast Kids staff to administer medically prescribed medication to my child. This authorization is expressly contingent upon my completion of a Medical Consent form and the provision of requisite medication. I acknowledge the importance of accurately specifying dosages and pertinent information on the form. It is understood that staff shall maintain comprehensive records for each instance of medication administration. I absolve Coast Kids of any liability and acknowledge the assurance of requisite care.  

Self-Medication  

I hereby notify Coast Kids that my child may require periodic self-medication, such as with an asthma inhaler. I understand that it is my child's responsibility to inform staff when engaging in self-medication to ensure the diligent maintenance of accurate records and adherence to any additional instructions.  

Permissions  

Off-Site Excursions   

Coast Kids regularly arranges special trips and activities beyond our primary centre site. By enrolling my child/ren in Coast Kids programs, I hereby grant authorization for Coast Kids to transport them from a designated site when deemed necessary, including instances of emergency evacuation or organized group excursions.  

Photographs of Children/Children's Work  

I acknowledge that photographs capturing moments of my child, or their work completed during Coast Kids programs may be utilized for training, marketing, and promotional purposes. By default, I provide consent for the utilization of these photographs, unless expressly opting out during the enrolment process.  

Surveillance   

Surveillance measures may be employed within our centres at any given time to uphold safety and security standards. This may include the monitoring of children, parents, and accompanying family members. The primary objective of surveillance is to ensure the protection of employees, visitors, and property. Coast Kids reserves the inherent right to review and employ Closed-Circuit Television (CCTV) footage in instances where behavioural or disciplinary issues arise during program activities.  

Payments Terms 

Programme Fees  

For our latest pricing and discount information, please contact our Parent SupportTeam.  

Sibling Discount  

Receive a 5% discount on total bookings when siblings are enrolled under the same account holder, on the same days, and included in the same booking for BSC or ASC.   

For holiday programme the sibling discount will only apply to the day charge (Full Day or School Day) not the extra charges.   

This discount applies solely to part-time and full-time bookings.   

For WINZ subsidy families, the discount is applied to the parent portion only, whereas private paying parents received the discount on the entire booking.  

Cancellations/Swapping Bookings  

Term Bookings   

A minimum of two weeks' written notice is mandated for all cancellations during the term. Requests made within this period will still incur charges.   

Holiday Programme Bookings  

All alterations or cancellations to confirmed bookings for the Holiday Programme must be submitted in writing by 5 pm on the designated cut-off date. Parents will be subject to full charges for any changes or cancellations requested after the cut-off date. Cut-off dates are sent via email communication to all parents upon the release of the programme and can be requested from the Parent Support team for any further clarification. Swapping of days is not permitted. Additional days require separate booking and payment.  

Absences  

Parents are required to report all absences to the Parent Support phone or via email before 12 pm. In the event of a child being sick or absent, they will be marked as absent, and charges for the booking will still apply.  

Parent/Child Aimy Profiles  

It is the responsibility of parents to maintain accurate and up-to-date information on their Aimy Plus profile, ensuring all necessary details are provided. This includes regularly updating personal, emergency, and child contact information, as well as keeping authorized pickup lists current. Full disclosure of child information, including any special needs, is mandatory to prevent suspension from the program without refund.  

Early/ Late Pickups fees  

After School Care  

Any children who are signed out by staff or parents after 6 p.m. will incur a late fee of $20 per 15-minute interval until the parent arrives. 

Holiday Programme 

Early Starts 

A fee of $10 per child will be charged for any children signed in by staff or parents before 8 a.m. 

School Hours 

During the Holiday Programme's school hours session, children signed out by staff or parents after 3 p.m. will be charged the full day rate. 

Full Day  

Any children who are signed out by staff or parents after 6 p.m. will incur a late fee of $20 per 15-minute interval until the parent arrives. 

Refund Policy  

I acknowledge and agree to Coast Kids' No Refund Policy, which encompasses various scenarios, including but not limited to:  

Absences, whether due to illness or personal choice.  

Contagious illnesses, such as COVID-19, chickenpox, or head lice, resulting in early dismissal.  

Early pickup due to misbehaviour posing a safety risk.  

Child's stand down or withdrawal from the program.  

Centre closure due to health and safety risks or government advisories.  

Changes in holiday program activities beyond our control, such as weather or safety concerns.  

Invoicing  

Private Paying (NON-SUBSIDIZED)  

New Parents Enrolments Policy   

As a new family, I understand that I am required to provide a two-week deposit upfront to secure my child's booking in the program. Upon payment, I will promptly notify Coast Kids or provide a screenshot for confirmation.  

Current Parents 

I agree to settle all invoices on my account by the specified due date to avoid incurring further penalty fees. I acknowledge that full payment of my Term invoice before or by the due date is essential to confirm my child's booking. Term invoices will be sent fortnightly in advance via email. Please utilize the reference "invoice number" or your child's name when making payments. Payment is expected by the due date indicated on the invoice.  

New/Approved Subsidy Parents (OSCAR Subsidy)  

For new families applying for WINZ, prompt submission of forms is imperative. Inform us of your eligible rate for accurate estimation of your parent portion. It is your responsibility to ensure timely submission of WINZ paperwork before your children start the booking. Invoices will be issued at full cost unless evidence of the subsidy rate is provided.  

Term invoices are sent fortnightly in advance via email. For families approved for the WINZ subsidy, you will receive two invoices:  

A SUBSIDY invoice covering the estimated amount WINZ will contribute.  

A PARENT PORTION invoice for the remaining booking amount.  

We base these estimates on available information. Promptly notify us of any changes to your subsidy payments for account updates. The enrolment and booking relationship is between you and Coast Kids. You are liable for all fees, whether the WINZ subsidy covers them or not.  

We estimate your parent portion based on the provided information. Any remaining balance not covered by the subsidy is your responsibility. If your WINZ subsidy is not paid, you are responsible for the full booking cost by the invoice due date. Failure to pay may result in suspension or cancellation of your booking.  

WINZ-associated credits on a parent's account will not be refunded to their bank account. Instead, they will remain on the account and can be utilized for future bookings.  

Invoicing, Accounts & Payments  

For all invoicing, accounts, or payment inquiries, contact Parent Support.  

Invoices are sent fortnightly in advance via email and are due before the specified date.  

Statements are available upon request.  

Overdue Notices and Outstanding Debt Procedure 

14 Days Outstanding Debt 

Warning Notice (Outstanding Invoices): A reminder is issued for outstanding invoices within this timeframe. 

30 Days Outstanding Debt  

30 Day Notice: A warning notice is issued indicating the outstanding debt status of 30 days. 

Debtors are provided with a 5-day window to communicate and settle the debt. Failure to settle within this period will result in the application of late fees amounting to 30% of the total outstanding amount to the account. 

If the debt remains unpaid after the communication window, the debtor risk Aimyplus account being locked, and all future bookings being suspended until the debt is settled. 

Debtor is notified that failure to settle the debt may result in the account being lodged with a Debt Collection Agency. 

60 Days Outstanding Debt  

A final notice is issued indicating 60 days outstanding debt status. 

Aimyplus Account Locked Future bookings are suspended until the debt is settled. 

Debt is Lodged with a Debt Collection Agency. 

Dishonored Payment Policy 

Any dishonored payments will incur additional fees. 

Any banking fees associated with dishonored payments will be passed through to the client. 

Payment Options  
We offer the following payment options:  
Internet Banking or Payment Express Portal: We encourage the use of internet banking or our payment express portal for convenient and secure payments.  
Direct Debit: Direct debit options are available to ensure invoices are paid on time before due dates. Please contact our Accounts Department to set up direct debit arrangements.  

Please note that payment facilities are not available at our centres.  

Credits and Disputes on Accounts  

For any invoice or account disputes, please email Parent Support at parent support@coastkids.net.nz with supporting documents or forms. Our team will promptly investigate and address your query.  

Parents who are no longer enrolled in our programs can request a credit refund to a nominated bank account. Refunds are processed at the start of the next term, allowing time for resolution of any outstanding WINZ payments or debts.  

Credit refunds will be issued to a nominated bank account if the parent's account is fully up to date with no outstanding balances and no active bookings in our programs.  

Payment Arrangements 

Payment arrangements can be requested to settle accounts. Please contact our Accounts Department to discuss suitable arrangements.  

Coast Kids reserves the right to suspend or terminate enrolment for payment breaches, absolving further obligations.  

Privacy and Confidentiality  

The permissions outlined in this clause adhere to the Privacy Act 1993.  

You retain the right to request access to the information Coast Kids holds about you.  

I acknowledge that the information shared here is confidential and will solely serve Coast Kids' childcare purposes. Exceptions may include sharing with collection agencies or Ministry of Social Development OSCAR Approvals team representatives for program assessment.  

All data held by Coast Kids is securely stored and treated as confidential for internal use only.