1. We will only gather information necessary for establishing and maintaining the required records to fulfil our obligations under our contract with you and to meet our legal responsibilities as a service provider. All collected information will be handled in accordance with the Privacy Act 2020, the Vulnerable Children’s Act 2014, the Children, Young Persons, and their Families Act 1989, and other applicable laws. Information collected by Waimarino Education Trust may be accessed by the Ministry of Social Development, relevant government agencies, and other auditing bodies. You can review your child’s and family’s information at any time by logging into your account via Enrolmy, where you can also update or correct any details. If you would like to view our policy documents you can find these on our website on the contact us page. Here you can download the Parent Booklet, Child Protection Policy and behaviour Guidance Manual.
2. We require up-to-date personal information when you create an account with Waimarino Education Trust and whenever you book any activity or programme. You are responsible for reviewing all details for accuracy and completeness each time you make a booking.
3. When booking a programme, you may be required to provide additional information if the activity has specific requirements.
4. Your child will not be allowed to attend any programme until all booking details are fully completed.
5. We reserve the right to request additional documentation to verify your identification or residential address.
6. For your child’s safety, it is required that we have contact information for at least three different individuals: the enrolling primary caregiver and two additional emergency contacts.
7. You are required to provide detailed information about any medical conditions, including allergies, chronic illnesses, or injuries, in the child's personal details section of your account.
8. Waimarino Education Trust will only administer medication provided by the primary caregiver and upon receipt of an approved Medical Consent Form from Waimarino Education Trust.
9. We welcome children with disabilities or special needs in our programmes, as long as we can meet their specific requirements without compromising their safety or the safety of the programme. You will be required to complete a Special Needs Assessment Form, and a trial period may be initiated. If we are unable to reasonably accommodate your child(ren)'s special needs, we may have no choice but to decline their booking for any programme or activity.
10. It is your responsibility to update any personal details through the secure login on Enrolmy.

1. When dropping off your child, you will need to sign them in using the site device.
2. When picking up your child, you will need to collect them and sign them out using the site device.
3. Waimarino Education Trust will not release your child to anyone not listed as an authorised pickup person on the child’s account. It is your responsibility to ensure that the list of authorised individuals is kept up to date, including those who will be picking up your child regularly or occasionally.
4. We reserve the right to request photo ID from any person attempting to collect your child.
5. We reserve the right to refuse to release a child to any person who presents to Waimarino Education Trust under the influence of alcohol and/or drugs, or who we reasonably believe poses an immediate risk to the safety or welfare of the child. In such cases, Waimarino Education Trust will immediately seek assistance from the police.

1. Reporting absences is crucial for ensuring your child’s safety. If a child is booked, and Waimarino Education trust is not notified of an absence, parents will be charged the full price and if we are unable to contact you, we will follow our standard missing child procedure and contact the police.
2. No refunds or credits will be provided if my child does not attend a Waimarino Education trust After School Club or Holiday programme due to any reason, catch-up days are not offered. We require two weeks' written notice to cancel and refund or credit any After School Care and Holiday Programme Bookings, cancellations within 14 days, you will be charged in full for the booking.
3. To swap a booked day or programme session for another day, your request must be submitted in writing to the Manager at oscar@waimarinotrust.co.nz at least 72 hours before the start of the scheduled session. If the correct notice is not provided, you will be charged for the original booking.

To cancel a booking without incurring charges or to receive a credit, notice must be submitted in writing to the Manager at oscar@waimarinotrust.co.nz at least 14 days before the start of the booked session. If the proper notice is not provided, you will be charged for the original booking. Credits issued for cancelled bookings will remain valid for 1 year, after which they will expire.

1. If a programme is cancelled by Waimarino Education Trust due to weather or safety reasons, your child will be transferred to another activity. No refund will be provided for these changes.

1. Programme costs and fees will be outlined during the booking process. While fees are as advertised, they may be subject to periodic changes.
2. Programme costs for regular bookings are based on confirmed, recurring booked days. Any additional days requested as a one-off in addition to this will be charged at the current 'casual' rates.
3. Payment for bookings is due at the time of booking. Bookings will not be confirmed until full payment is received, a payment plan is arranged, or a WINZ subsidy application has been submitted.
4. Payments can be made online at the time of booking, via direct bank transfer, or by credit card. Waimarino Education Trust does not accept cash or cheques.
5. Payments made by credit card at the time of booking will incur credit card and merchant fees, and are non-refundable.
6. If you are applying for a WINZ subsidy, you must provide your WINZ customer number. Waimarino Education Trust will assist you with your WINZ subsidy application; however, you acknowledge that the responsibility for the booking and any fees incurred remains solely yours. The non-subsidised portion of the fees must be paid before the programme begins. Additionally, any outstanding fees resulting from a declined WINZ application are your sole responsibility to pay.
7. Your account must remain up to date at all times. Waimarino Education Trust reserves the right to cancel your child’s booking or refuse re-enrolment until any outstanding balances are settled or a payment plan is arranged with the manager of Waimarino Education Trust.
8. Waimarino Education Trust may refer any outstanding amounts to a debt collection agency if repeated payment requests have been unsuccessful. Any additional collection costs will be added to the outstanding balance.

A late pick-up charge of $100 per 15 minutes will apply after an initial 10-minute grace period. If the extra time exceeds 30 minutes and you and all other contacts are uncontactable we will follow our standard procedure and contact the police.

1. In the event of a minor injury or illness, Waimarino Education Trust staff will provide First Aid and notify you as soon as possible. (Minor injuries may include, but are not limited to, cuts, abrasions, soft tissue injuries, bumps, and bruises.) If the situation is more serious, an ambulance will be called before notifying the parent. Waimarino Education Trust will only transport children to an A&E if urgent medical care is required, and transporting the child to the A&E is deemed a more practical and appropriate response than waiting for an ambulance. While the child is attending a Waimarino Education Trust programme, the decision to seek external medical care is at the sole discretion of the Waimarino Education Trust staff. Waimarino Education Trust will not be liable for any costs incurred in seeking medical attention, such as doctor's fees.
2. All accidents and incidents are documented in detail across all programmes and reviewed by authorised senior staff for training and process improvement purposes.
3. Children will be required to apply sunblock during the summer before playing outside. Children who refuse to apply sunblock will be restricted from outdoor activities.
4. If your child is suspected of having a potentially infectious illness, such as but not limited to, Measles, Chickenpox, or COVID-19, or experiences diarrhoea or vomiting, you agree to withdraw them from the programme until they are medically cleared to return. You also agree to notify us immediately if an infectious illness is confirmed. Waimarino Education Trust reserves the right to request a medical clearance certificate before allowing the child to return to the programme.
5. If you have provided an approved Medical Consent Form, Waimarino Education Trust staff will administer the medication exactly as specified on the form. Staff will formally record each instance of medication administration. If the medication is to be discontinued or altered, a new Medical Consent Form must be submitted to Waimarino Education Trust.
6. If a child needs to self-administer medication, such as an asthma inhaler, you must provide Waimarino Education Trust with a "Self-Medication Form." The medication must be supplied to Waimarino Education Trust and securely locked away until needed. The child will be supervised while self-administering the medication.
7. Waimarino Education Trust programmes have a comprehensive child protection policy, which includes the reporting of any suspected child abuse to Oranga Tamariki and/or the police. The child protection policy is available on our website.
8. Transport of children on day trips during Holiday Programmes is by a Waimarino Education Trust approved staff member who holds an appropriate current licence, and will be driving a recognisable Waimarino vehicle. You will provide consent at the time of booking a Waimarino Education Trust daytrip. Transport of children from schools to an After School Programme will be by a Waimarino Education Trust approved staff member who holds an appropriate current licence, and will be driving a recognisable Waimarino vehicle. For further information, please refer to the Parent booklet available on our website.
9. In the event of a civil emergency, where it is safe to do so, all programme staff and children will remain on-site until all children have been picked up. If it becomes necessary to move the children to a safer location, caregivers will be notified by the Manager via phone or messaging.
10. If the site location is placed into 'shut down' due to an imminent safety threat, staff will follow the instructions of Emergency Services. Children will not be released for collection until Emergency Services explicitly advises that it is safe to do so.
11. Waimarino Education Trust will adhere to all ‘Public Health Measures’ issued by the Ministry of Health in response to any contagious disease outbreak, epidemic, or pandemic, including but not limited to COVID-19 and its variants. To ensure the ongoing safety of all participants and staff, Waimarino Education Trust reserves the right to modify or cancel any activity or programme in response to a Ministry of Health Exposure Notification or other Public Health Mandates.

For all activity and water safety specific information and guidelines please refer to our AMPS these are available on our website, Holiday Programme specific AMPS are available upon request.

1. You consent to Waimarino Education Trust taking a headshot photo of your child for our records, solely for the purpose of easy identification by Waimarino Education Trust staff, unless you have explicitly denied this permission during the enrolment process.
2. You agree that Waimarino Education Trust approved staff may take photos of children participating in the usual activities of the programme and their work, for the purposes of training, marketing, and promotional activities, unless you have explicitly denied this permission during the enrolment process.
3. You consent to Waimarino Education Trust using selected images for marketing purposes, including in printed or digital formats and on social media platforms, unless you have explicitly denied this permission during the enrolment process.

1. If the programme team is unable to meet the needs of the child, or if the child’s behaviour impacts the safety of the team or other children, arrangements will be made for the child to be collected from the activity or programme as soon as possible.
2. If a parent, caregiver, or authorised person demonstrates behaviour that impacts the safety of our staff, children, or the Waimarino Education Trust programme in general, we reserve the right, at our sole discretion, to refuse or cancel the enrolment of the child, effective immediately.
3. If a child’s behaviour is affecting the safety of any of our programmes, we reserve the right to permanently remove the child.

1. We welcome all feedback, both positive and constructive. For any feedback or complaints that you wish to have addressed please get in touch with the Manager:

oscar@waimarinotrust.co.nz

1. Waimarino Education Trust conducts police vetting and training for all our staff members. We strive to offer the highest level of supervision and engagement for all children participating in our programs. However, neither Waimarino Education Trust nor any of our employees or contractors will be held personally liable for any consequences resulting from any act or omission related to any activity or program, provided that all reasonable and practical measures have been taken in accordance with our policies and relevant New Zealand legislation.
2. Waimarino Education Trust will not be responsible for any loss or damage to personal items that your child may have in their possession.
3. Any repair or replacement costs resulting from damage caused by a child to Waimarino Education Trust’s resources or property, will be the responsibility of the child's caregiver. These costs will be added to the caregiver's account.
4. By acknowledging these Terms and Conditions and completing your child's enrolment in a Waimarino Education Trust programme, you confirm that all provided information is accurate and true, that you have read and understood these Terms and Conditions, and that you agree to comply with them. Additionally, you acknowledge that if you violate any of the Terms and Conditions outlined here, Waimarino Education Trust may suspend or terminate your child's enrolment and will be relieved of all further obligations under these Terms and Conditions. Waimarino Education Trust will not be liable for any loss, damage, or associated costs you may incur as a result of Waimarino Education Trust exercising its rights under this clause.