Terms for parents

The short version

ClubDock is the software your club uses to take bookings. When you book a place, pay for it or cancel it, you are dealing with the club. We provide the website that records it.

That means the club sets its prices, decides its cancellation policy, holds your child's details and answers your questions about any of it. If something is wrong with a booking, ask the club first — they can fix it, and usually faster than we can.

Your account

You register with a club to book with it. Registration is per club: if your children attend two clubs that both use ClubDock, you register separately with each, and neither can see what you gave the other.

There is no password. You sign in with a single-use code sent to your email address, or with a passkey on your device. Keep access to your email account secure, since that is what proves it is you.

Please keep your details accurate — particularly emergency contacts, allergies and medical information. Staff rely on what is in the system when your child is in their care.

Bookings

A booking is confirmed when the club's booking page says it is. Places are limited, and holding sessions in your basket reserves them only briefly — if you do not finish, they go back for someone else.

What you are charged, when it is due and what happens if you cancel are all set by your club, and are shown to you before you confirm. Your club's own terms and conditions apply to the booking, and you will be asked to accept them.

Paying

You pay your club, not ClubDock. Depending on what your club accepts, that may be by bank transfer, Tax-Free Childcare, childcare vouchers, cash or cheque. The money does not pass through us.

Some clubs also let you pay by card, or straight from your Tax-Free Childcare account, when you book. A card payment goes to the club's own account with Stripe, which takes the card details itself — ClubDock never sees your card number. A Tax-Free Childcare payment is made by HMRC, from your childcare account, once you have signed in to HMRC and allowed it. Either way, your places are booked only once the payment goes through; if it does not, nothing is booked and nothing is charged.

If a payment does not appear against your booking, contact the club — they reconcile payments themselves.

Cancelling

Your club's cancellation policy applies, and is shown to you before you cancel. Refunds are the club's to give, and any dispute about one is between you and them.

Your information

Your club decides what to collect about you and your children, and is responsible for it as the data controller. We hold it on the club's behalf.

To see, correct or delete what is held about you, ask your club. Our privacy notice explains this in full, including what to do if you cannot reach them.

Using the site properly

Please do not try to break into the site, disrupt it, or access anyone else's information. We may suspend access if you do.

If something goes wrong with the website

We try to keep the booking site working at all times but cannot promise it will never be unavailable. If you cannot book because of a problem at our end, contact your club — they can take the booking directly.

Nothing here limits our liability for death or personal injury caused by our negligence, for fraud, or for anything else that cannot be limited by law. We are not responsible for the childcare itself, which is provided by your club.

Changes and contact

We may update these terms; the date at the top shows when they last changed. They are governed by the law of England and Wales.

Questions about a booking go to your club. Questions about the website itself can come to support@clubdock.co.uk.