Coronavirus (COVID-19) Terms & Conditions

By booking with us you explicitly agree to the following terms, conditions and procedures, together with our general terms and conditions, and we will expect you to abide strictly by them, so please take a moment to read and understand them.

The following may be subject to change if the official advice on the novel coronavirus changes, so it is worth revisiting this page just before your child is due to attend.


Attendance on the day is subject to your child being virus-free, as far as it is practicable to be sure. To this end you must NOT bring your child if they:

  • show any symptoms of COVID-19 on the day
  • show any symptoms within 7 days prior to attending
  • are living with an individual who has shown symptoms within 14 days before the date of their attendance (they and you should be self-isolating as per government guidelines)

Children who turn up with a cough – or who are accompanied by an adult or sibling with a cough – or who are otherwise obviously unwell will not be accepted by the registering leader. The leader’s decision on this matter is final, and neither they nor we at head office will engage in any discussion on the matter. You will not be eligible for a credit note or a refund under these circumstances.

Please be responsible when making a decision about bringing your child – bringing a child who is mildly ill, even if you are sure they are well enough to attend, could threaten the health of other children, and of our staff. Our staff are required to self-isolate at the first sign of any symptoms, so if you send a poorly child – even if you are convinced that they do not have COVID-19 – you risk us having to cancel all future sessions for this season because our staff will be unable to work.

As long as you tell us before 8 am on the morning you are due to come, we offer to transfer to another date in case of illness, so you will not lose your booking by keeping an ill child at home.

Additional kit on the day

  1. Hand sanitiser - Please provide your child with sufficient hand sanitiser to use before snack breaks during the day. We will also provide hand washing facilities. Staff will be checking for hand sanitiser as part of the kit check at the beginning of the day. Children without a sufficient supply of hand sanitiser will not be accepted, and you will not get a credit / refund for the day.
  2. Disposable tissues - We comply with the government’s “catch it, bin it, kill it” advice. All children attending must have a packet of disposable tissues so they can catch and bin their coughs and sneezes. Staff will be checking for tissues as part of the kit check at the beginning of the day. Children without tissues will not be accepted, and you will not get a credit / refund for the day.
  3. NO Masks - The UK government guidance on masks says: “Wearing a face covering or face mask in primary schools is not recommended…. Schools and other education or childcare settings should therefore not require staff, children and learners to wear face coverings. Changing habits, cleaning and hygiene are effective measures in controlling the spread of the virus.” Please do not send your child in a mask, or ask us to make sure they wear one!

On the day

  1. Transport - Avoid public transport if possible. If you must use public transport, follow the government guidelines on safe travelling.
  2. Shielded and clinically vulnerable children and adults - Children and adults in these categories should not attend, and we make it clear in our communications with parents that if their children or any member of their household is shielding or clinically vulnerable, then they should not attend.
  3. Group size - The UK government’s recommendation for child care settings during the summer period is 15 children per group, which we will do our best to adhere to. 
  4. RegistrationPlease maintain social distance while queuing to sign in and out. This means you must be 2 metres from the other adults while queuing.
  5. Please stay 2 metres from the leader conducting sign in/out while you are waiting, and approach one family at a time when you are invited to do so. Please only have one adult attend per house hold. Try to sign in and out as quickly as possible, to minimise our staff’s exposure to you.
  6. If you have queries about the day please wait until the end of registration and ask any questions while maintaining the recommended 2m distance.
  7. The leader will have set up a visual guide to indicate where the queue should start – please respect that and do not crowd around our staff.
  8. Hygiene procedures
  9. The current science on the transmission on the novel coronavirus indicates that:
  10. children are at less risk than adults of transmitting the disease and of developing serious symptoms which is reassuring. However, we have introduced some additional hygiene procedures into our day plans, to provide extra security against transmission:
  11. children will not be permitted to hold hands – hand-hand and then hand-face contact seems to be a significant vector, so we will be encouraging children to avoid contact with each other wherever possible
  12. any games which involve hand holding or prolonged physical contact will be adapted to avoid these
  13. everyone will be required to use hand sanitiser before snack breaks – staff will be conducting a check to make sure that all hands have been sterilised before snack time begins
  14. Distance
  15. ​It is clearly impossible to maintain a 2m distance at all times with primary age children. We cannot guarantee that children will not be within touching distance of each other at brief times during the day. Please do not send your children if you expect them to strictly maintain a 2m distance from everyone at every moment during the day – as it is simply impossible to do this while doing what we do. However, any games or activities that involve touching or holding hands will be adapted to avoid physical contact, and children will be spaced out while engaged in social actions (such as eating or crafting) to maximise the distance between them.
  16. The morning circle greeting time will be expanded so that there is adequate (at least 1-2m) space between each child and between children and adults. Children are not allowed to hold hands during the morning circle, while walking, or at any other time during the day. We will remind children of this at the beginning of every session and at periods during the day.
  17. Static social activities, where children are sitting together, will be arranged to maintain at least a 1-2m distance between seated or standing children and adults as far as is practicable.
  18. Kit and objects which are shared (primarily tools) will be disinfected before being passed to another child. The toilet surfaces which are likely to be touched will be disinfected at regular intervals during the day.
  19. Our staff will not handle children’s bags or clothes, or permit children to carry and Rainbow Factory resources.
  20. We will not be carrying children’s bags or other possessions during the day, and we will keep contact with children’s food to an absolute minimum – so PLEASE send them with food/packets that they can open.


After the day

If your child or any member of their family group develops symptoms of COVID-19 within 2 weeks of their visit to us please email us at or call us on 0113 2575750.

It is a good idea to launder clothes after a day in which you have been in contact with anyone who is not from your immediate household, as there is some evidence the virus can linger on fabrics.

Standard Terms & Conditions


Payment confirms your acceptance of the booking conditions. The named person on the booking confirmation accepts the booking conditions on behalf of all on the booking form.

Age Restrictions 

Children must be at least 5yrs (or 4yrs if at School) when attending the Holiday Club. Any bookings made with children under this age will be immediately refunded.

Toilet Assistance

Children must be able to go to the toilet by themselves - we cannot supervise or assist your child in going to the toilet. Should a child wet themselves, we will call you to ask for your permission to change your child. Should they continually wet themselves then we reserve the right to ask you to pick your child up.

Booking Alterations / Late Bookings

For holiday club bookings, alterations will only ever be made subject to availability and with a minimum of 7 full days notice before the day your child is due to attend. Rainbow Factory reserve the right to charge an administration fee of £10 for this service.

Cancellation / Refund Policy 

It is not the Rainbow Factory's policy to issue refunds for any cancellations or child's sickness/injury leading to them being unable to attend. We are also not liable for the Holiday Club being cancelled beyond our control. 

Lost Property

Please ensure that children do not bring valuable toys and belongings with them as we cannot be held responsible if they go missing. We cannot guarantee the return of lost property, but will endeavour to return items on request that we are able to identify. Parents will be required to pay the cost of postage. Rainbow Factory will keep lost property for a period of four weeks only. If it is left unclaimed after this period has expired, Rainbow Factory will distribute the lost property to local charities.


From time to time we take photographs which may be used for marketing and promotional purposes. If you would rather your child was not included in any photographs we must be informed in writing before commencement of your booking.

Medical Information

If you book by telephone we will ask you for relevant medical information, allergies, additional needs and dietary restrictions regarding your child. If you book online the same information is requested at point of registering your child. If full information is not provided this may result in that child being excluded from certain activities, or if it felt necessary, excluded from using Rainbow Factory Holiday Club. In such circumstances no refund or credit will be paid. Rainbow Factory reserve the right to cancel a booking at any time where there has been a failure to provide full information about a child.

Late Fees

Rainbow Factory reserve the right to charge a fee for late collection of any children. If a child/children is collected after the allocated collection time identified on booking, the parent/guardian will be subject to an immediate charge of £8 per child. An additional £8 will be charged for every half hour that passes, up until collection. The parent/guardian will be expected to pay the late fee at point of collection.


Rainbow Factory staff have a duty to respond if they suspect a child in their care may be suffering from abuse, or if a child makes a disclosure about abuse. In this event the relevant staff will follow the Safeguarding Children's Policy as detailed in our policies and procedures.

Ratios /Age Groups

Rainbow Factory ratio of staff to children normally exceeds all statutory requirements. The actual ratio varies between activities and age groups. Rainbow Factory does not offer any higher staff ratio than 1:8, irrespective of any child's additional needs unless arranged and agreed previously.


Rainbow Factory does not accept liability for personal injury or death of any participants unless directly caused by the proven negligence of the company or its servants.


All children in our care are covered by our Public Liability Insurance.


The Rainbow Factory has a strict no bullying policy. If an incident does occur there will be communication between the parent/ guardian of the child regarding the matter. The Rainbow Factory reserves the right to exclude any child for any reason at its absolute discretion.

Furthermore, the Rainbow Factory reserves the right to exclude or refuse any person without notice, if we consider that their presence compromises the good atmosphere of the club. Transport home will be the responsibility of the parent and no refund/credit will be available.

Programme Changes

Rainbow Factory reserves the right to amend its services and activity programme, content, times, dates and venue in the event of unsuitable weather conditions, failure of equipment, building faults and any other operational faults that may arise from time to time, without refund or compensation to the customer.

Policies & Procedures

Copies of Rainbow Factory policies and procedures are available on site or will be sent to parents on request.

Enforced Venue Closure

If the Rainbow Factory is forced to close due to the compulsory closure of its premises by order of a competent authority (eg Environmental Health Etc), due to bad weather (eg Snow, Ice, Flood etc), outbreak of a human infectious or contagious condition (eg Influenza, Meningitis), Industrial Action (teaching strike etc) or for any other reason, customers will still be liable for any fees due/paid, during the entire period of closure.


The Rainbow Factory is committed to providing high quality children's holiday care. If you or your child were not entirely satisfied with the service we provided, then we would like to know about it. Any complaint should first be made to the Centre Manager, who will complete a complaints report, and do everything possible to ensure the complaint is dealt with as quickly and effectively as possible. If the complainant feels that the outcome of the complaint is insufficient, or would like to take the grievance further, the complaint should be made in writing and sent to: General Manager, Rainbow Factory, 25-26, Pegholme, Wharfebank Mills, Otley, LS21 3JP

Data Protection

The Rainbow Factory acts as a Data Controller for the purpose of the Data Protection Act 1998. We need to collect relevant personal details from you and the children you are booking to enable us to process your booking. This information might include names, ages and any applicable medical or dietary restrictions and, in some cases credit/debit card or other payment details. It is your responsibility to ensure that you have the necessary permission to pass on the personal details of all the children that you are making a booking for. Additionally we hold and use some of your details for future marketing purposes, for example sending you promotional information. Please let us know as soon as possible if you do not want to receive future mailings from the Rainbow Factory. 

For any questions relating to the above, please contact the management team on or telephone 0113 257 5750.