Terms and Conditions
Last updated: June 2025
About these terms
These terms and conditions apply to all bookings made with BotLab Academy for after-school clubs, weekend workshops, holiday camps and school enrichment days. By booking a place, you agree to these terms. Please read them before making a booking.
Bookings and confirmation
A booking is confirmed once we have received your completed booking form and, where applicable, payment. We will confirm your booking by email.
Places are limited. Submitting an enquiry does not guarantee a place - confirmation is only given once the above steps are complete.
Payment
Payment is due at the time of booking unless otherwise agreed in writing. For school bookings, payment may be invoiced in advance of the session.
Prices are as quoted at the time of booking. We reserve the right to update pricing for future sessions.
Cancellations by the parent or guardian
Cancellations made more than 14 days before the start of a programme: full refund.
Cancellations made 7-14 days before: 50% refund.
Cancellations made fewer than 7 days before: no refund, unless the place can be filled from a waiting list.
To cancel, contact us at hello@botlabacademy.co.uk. Refunds are processed within 14 working days.
Cancellations by BotLab Academy
If we cancel a session for any reason (including insufficient bookings or circumstances beyond our control), we will offer a full refund or a transfer to an alternative date.
We reserve the right to cancel individual sessions with as much notice as possible. In this case we will offer a pro-rated refund for any cancelled session.
Medical and accessibility information
It is your responsibility to inform us before the session of any medical conditions, allergies, accessibility requirements or other factors that may affect your child's participation. We will make reasonable adjustments where possible. Failure to disclose relevant information may mean we are unable to accommodate your child safely.
Behaviour
We expect all students to treat instructors and peers with respect. We reserve the right to exclude a student from a session if their behaviour poses a risk to themselves or others, or persistently disrupts the session. In this case no refund will be given.
Photography and consent
We will not photograph or film your child without written consent. Consent is requested at the time of booking. If you have not given consent, please confirm this in writing before the session begins.
Equipment and liability
All robot kits and equipment used in our sessions remain the property of BotLab Academy. Students are responsible for the equipment they use during the session. Accidental damage is covered; deliberate or reckless damage may be charged to the parent or guardian.
BotLab Academy holds full public liability insurance. We are not liable for loss of personal belongings brought to a session.
School bookings
For school enrichment days, the school is responsible for ensuring adequate supervision of students during transition between activities. BotLab Academy instructors are responsible for students during the session only. Schools must provide a designated member of staff to be present or contactable during the session.
Data and privacy
We handle all personal data in accordance with our Privacy Policy, available at botlabacademy.co.uk/policies/privacy.
By booking, you consent to us using your contact details to communicate about your booking.
Changes to these terms
We may update these terms from time to time. The current version applies to all new bookings from the date of publication. For existing bookings, the terms in place at the time of booking apply.
Governing law
These terms are governed by English law. Any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.
Questions
If you have any questions about these terms before booking, contact us at hello@botlabacademy.co.uk or use our contact form.