Cancellation & Refund Policy
1. Overview
At Engineering Minds, we understand that sometimes plans change. This policy outlines how cancellations and refunds are handled for our afterschool clubs and other programmes. We aim to be fair and transparent, while also ensuring we can continue to deliver high-quality sessions and retain staff for the full term.
2. Cancellation by Parents (after school club)
Please note: the day of the first session is not counted in this calculation, but the day the cancellation is submitted is.
a) Before the Term Begins
- Cancellations made 7 or more days before the start of the first session will be refunded in full (minus £10 administrative fee to cover the processing time and voucher processing fees).
- Cancellations made
less than 7 days before the first session will be refunded
50% of the full term fee.
- No refund will be given if cancellation is made
within 48 hours of the first session, except in exceptional circumstances.
b) After the Term Has Started
Once the term has begun, we are unable to offer refunds for missed sessions, withdrawals, or schedule changes, as club spaces are limited and staffing is arranged in advance.
If your child is new to Engineering Minds and it becomes clear the club is not developmentally suited for them (e.g. they are not ready for structured activities), we offer a one-time cooling-off option:
You may request to cancel your place within 24 hours of the second session. If approved, a refund will be issued for the remaining sessions.
This is offered in the spirit of supporting the child’s wellbeing, not as a general trial period.
3. Cancellation by Parents (holiday club)
Cancellations are calculated in relation to the
first session of the club your child is booked into.
Please note:
the day of the first session is not counted in this calculation, but the day the cancellation is submitted
is.
- Cancellations made more than 7 days before the first session will receive a
full refund, minus a
£10 administrative fee to cover the processing time and voucher processing fees.
- Cancellations made 7 to 2 days before the first session will receive a
50% refund.
- Cancellations made within 48 hours of the first session, or once the club has started, are non-refundable.
4. Payment by Childcare Vouchers
- Refunds for sessions paid via childcare vouchers can
only be reissued as childcare voucher credit, not as cash or bank transfers.
- Parents may be responsible for contacting the voucher provider to redirect funds if a cancellation is approved.
Please note: We are currently preparing to accept childcare vouchers. This option may not yet be available at your location.
If you would like to pay using vouchers, please email us at info@engineeringminds.org.uk to check the status and availability.
5. Cancellation by Engineering Minds
We reserve the right to cancel or postpone sessions due to:
- Insufficient enrolment
- Tutor illness or staff shortage
- Venue unavailability or emergencies
In such cases, you will be offered:
- A rescheduled session
- A credit towards future bookings
- Or a full refund for the cancelled session(s)
6. Exclusion Due to Behaviour
If a child is removed from the club due to ongoing behavioural concerns, a partial refund may be offered for the remaining sessions. This is reviewed on a case-by-case basis.
7. How to Cancel
To cancel your booking, please email us at:
info@engineeringminds.org.uk
Include:
- Your child’s name and club location
- The reason for cancellation
- The payment method used (e.g. childcare vouchers, bank transfer, booking platform)