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Terms and Conditions

BookinClass Ltd – Terms and Conditions

Platform, Providers and End-Users
Effective Date: 01/03/2026

These Terms apply to the use of: www.bookinclass.co.uk and any BookinClass-branded subdomains (the “Site”). By accessing or using the Site, you agree to these Terms and our Privacy Policy.

Supplier / Platform Operator: BookinClass Ltd (the “Supplier”, “BookinClass”, “we”, “us”, “our”)
Support email: support@bookinclass.co.uk

If you do not agree to these Terms, you must not use the Site. You must be 18 years or over to create an account, make bookings, or purchase memberships.

Index

  1. The Site, the Service and our role
  2. Bookings, Memberships, Payments and Refunds
  3. Accounts, eligibility and security
  4. Unauthorised use of the Site
  5. Intellectual property
  6. Privacy and data protection
  7. User-contributed content
  8. Links to third parties
  9. Liability
  10. General
  11. Additional Terms Applicable to Providers
  12. Data Sharing Schedule

1. The Site, the Service and our role

1.1 What BookinClass is

BookinClass provides an online booking, membership and payment platform that enables organisations such as clubs, schools, activity providers, childcare providers and venues (each a “Provider”) to publish sessions, memberships and events, and enables parents/carers/consumers (each an “End-User”) to browse and make bookings and purchases.

1.2 No responsibility for Provider services

We do not own, operate, manage or control any Provider listed on the Site and we do not provide the Provider’s services ourselves. The contract for the booked service is always between the End-User and the Provider, not BookinClass, even where we provide tools to facilitate the booking or collect payment.

1.3 End-User responsibility to check suitability

End-Users are responsible for making appropriate enquiries with the Provider before booking (including suitability, safety, supervision ratios, qualifications, safeguarding arrangements, policies, venue rules, insurance, and any regulatory status).

1.4 Provider responsibility

Providers are solely responsible for:

  • their listings, session descriptions and policies;
  • delivering the booked service;
  • health & safety, safeguarding and staff checks (including DBS where relevant);
  • compliance with laws, guidance and regulatory requirements;
  • handling service complaints, incidents, and disputes with End-Users.

1.5 Our right to refuse access / remove content

We may, at our discretion, suspend or restrict access to the Site, or remove content/listings that breach these Terms, are unlawful, unsafe, misleading, or otherwise unsuitable.

2. Bookings, Memberships, Payments and Refunds

2.1 Booking contract

When an End-User books a session or buys a membership/event on the Site, the contract for that service is between the End-User and the Provider and is governed by the Provider’s terms and policies.

2.2 Payments collected on behalf of Providers (agency)

Where BookinClass collects payment, we act as the Provider’s agent to receive payment. Payment to BookinClass discharges the End-User’s payment obligation to the Provider for that booking or membership.

2.3 Fees, charges and pricing

Providers set the prices and any applicable charges (including admin fees, late fees, or no-show fees) and are responsible for ensuring such charges are lawful and properly disclosed.

2.4 Cancellations, changes, and refunds

Cancellation and refund rights are determined by:

  • the Provider’s cancellation policy disclosed at checkout and/or in the Provider’s terms; and
  • applicable consumer law (including the Consumer Rights Act 2015 and, where relevant, the Consumer Contracts Regulations).

Unless the Supplier explicitly states otherwise, refund decisions are made by the Provider (subject to law). BookinClass may provide technical tools to facilitate refunds where supported by the payment method.

2.5 Chargebacks and payment disputes

If an End-User initiates a chargeback or payment dispute, the Provider must reasonably cooperate with BookinClass and supply relevant evidence promptly. BookinClass may recover from the Provider any chargeback amounts, fees, penalties and costs to the extent permitted by the Provider agreement and applicable law.

3. Accounts, eligibility and security

3.1 Account accuracy

You must provide accurate and complete information and keep it up to date.

3.2 Security

You must keep your login credentials confidential and are responsible for all activity on your account.

3.3 Suspension

We may suspend or disable credentials if we believe you have breached these Terms or created risk to the Site, users, Providers, End-Users or third parties.

4. Unauthorised use of the Site

You must not (unless we give written permission):

  • scrape, crawl, harvest or data-mine the Site;
  • copy, reproduce, republish or commercially exploit Site content (except Provider operational exports made available via the platform);
  • reverse engineer the platform, attempt to bypass security, or interfere with performance;
  • post misleading, fraudulent, unlawful, abusive, defamatory, obscene, hateful or harmful content;
  • impersonate others or make bookings under false pretences;
  • introduce malware, viruses or attempt unauthorised access (Computer Misuse Act 1990 applies).

5. Intellectual property

5.1 Our IP

BookinClass owns or licenses the Site, platform and all related intellectual property rights. You receive a limited, revocable, non-transferable licence to use the Site for its intended purpose.

5.2 Your content

Providers and users retain ownership of their content, but grant BookinClass the licence in clause 7 to host, display and process it for platform operation.

6. Privacy and data protection

6.1 Privacy Policy

Our Privacy Policy explains how we collect and use personal data and forms part of these Terms.

6.2 Data sharing between Provider and End-User

Where an End-User books with a Provider, BookinClass will share the End-User’s booking data with that Provider to enable service delivery. Providers are responsible for their own privacy notices, lawful bases and compliance.

6.3 Platform role

Depending on the processing activity, BookinClass may act as a controller or processor. Provider and BookinClass roles for shared booking data are set out in the Data Sharing Schedule below.

7. User-contributed content

7.1 No duty to pre-screen

We do not have a duty to pre-screen content posted by users/Providers, and we are not responsible for it.

7.2 Removal rights

We may remove content that breaches these Terms, is unlawful, infringes rights, or creates risk.

7.3 Licence to host content

By uploading content, you grant BookinClass a worldwide, non-exclusive, royalty-free licence to host, store, reproduce, display and make technical modifications (formatting/compression) to operate the platform and provide the service.

8. Links to third parties

Links to third-party sites are provided for convenience only. We do not endorse and are not responsible for third-party websites or resources.

9. Liability

9.1 We do not exclude liability unlawfully

Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud, or any liability that cannot be excluded under law.

9.2 Platform limitation

To the maximum extent permitted by law, BookinClass is not liable for:

  • the Provider’s services, cancellations, quality, safety or legality;
  • inaccurate listings;
  • End-User/Provider identity verification failures;
  • disputes between End-Users and Providers.

9.3 Indirect losses

BookinClass is not liable for indirect or consequential losses, loss of profit, business, goodwill, data, or anticipated savings.

9.4 Cap on liability

Subject to clause 9.1, BookinClass’s total liability to you for any claim arising from the Site is limited to the fees paid to BookinClass by you in the 12 months before the claim (or £[●] if none).

10. General

10.1 No partnership / agency

Except for payment collection as agent where stated, nothing creates a partnership, employment, joint venture or general agency relationship.

10.2 Notices

Notices to BookinClass: support@bookinclass.co.uk and/or registered office address above.
Notices to you: the email address on your account.

10.3 Changes

We may update these Terms. Where changes are material, we will use reasonable endeavours to provide notice (e.g., 30 days) where practicable.

10.4 Severability

If any provision is invalid, the remainder remains in force.

10.5 Assignment

We may assign our rights/obligations. You may not assign yours without our written consent.

10.6 Third-party rights

No third party has rights to enforce these Terms under the Contracts (Rights of Third Parties) Act 1999.

10.7 Governing law

These Terms are governed by the laws of England and Wales and courts of England and Wales have exclusive jurisdiction.

Additional Terms Applicable to Providers (Sub-Merchants)

These Additional Terms apply if you are a Provider using BookinClass to list sessions/memberships/events and/or receive payments. If there is any conflict between these Additional Terms and the main Terms above, these Additional Terms prevail for Providers.

1. Eligibility and authority

You confirm that you:

  • have legal authority to bind your organisation;
  • are authorised to deliver the services you list;
  • hold all approvals, insurances, safeguarding processes, policies and permissions required to operate;
  • ensure appropriate staff vetting (including DBS where relevant) and training.

We may request evidence of the above and you must provide it promptly.

2. Provider content and listings

2.1 Accuracy

You are solely responsible for ensuring listings and policies are accurate, complete and up to date, including:

  • ages, ratios, drop-off/pick-up rules, venue instructions;
  • pricing, cancellation rules, refunds, credits;
  • safeguarding and behavioural expectations;
  • medical, allergy and SEND processes where relevant.

2.2 Rights to use images and materials

You warrant you own or have permission to use all text, images, logos and media you upload (including permissions for children’s images where applicable).

2.3 No endorsement

You must not state or imply BookinClass endorses your services.

3. Licence to host and display Provider content

You grant BookinClass a worldwide, non-exclusive, royalty-free licence to host, display, format and distribute your listings and related content solely to operate the platform and provide services to End-Users.

4. Subscriptions, fees and payment processing

4.1 Platform fees

You agree to pay platform fees as set out in your Order Form / Provider Agreement / pricing page, including any transaction fees.

4.2 Payment services

Where payments are processed using third-party payment processors (e.g., Stripe), you agree to comply with their terms and any onboarding/KYC requirements. You authorise BookinClass to pass necessary data to processors.

4.3 Refunds and consumer rights

You must:

  • clearly disclose your cancellation/refund policy at checkout;
  • comply with consumer law;
  • respond to disputes/complaints in a timely manner;
  • cooperate with chargeback evidence requests.

5. Provider responsibilities, compliance and safeguarding

You are solely responsible for:

  • safeguarding and child protection compliance;
  • incident reporting and appropriate escalation;
  • health & safety and venue risk management;
  • insurance;
  • compliance with all laws and guidance applicable to your activities.

6. Provider liability and indemnity

6.1 Indemnity

You will indemnify and hold BookinClass harmless against claims, losses, fines, costs and expenses arising from:

  • your services and delivery failures;
  • your breach of law, safeguarding duties, or consumer rights;
  • your content infringing third-party rights;
  • your misuse of the platform.

6.2 Liability cap

Subject to non-excludable liabilities, BookinClass’s total liability to Providers is capped as set out in clause 9.4 of the main Terms (unless your Provider Agreement states otherwise).

7. Suspension and termination

We may suspend or terminate Provider access immediately where we reasonably believe:

  • safeguarding or safety risk exists;
  • fraud or unlawful activity is suspected;
  • you materially breach these Terms;
  • repeated complaints indicate risk to End-Users or the platform.

Refunds of subscription fees (if any) are governed by your Provider Agreement / Order Form.

Data Sharing Schedule (Controller–Controller) – Shared Personal Data

This Schedule applies where BookinClass shares End-User booking data with Providers to enable delivery.

1. Definitions

Use the definitions in UK GDPR / Data Protection Act 2018, including “Controller”, “Personal Data”, “Personal Data Breach”, “Data Subject Request”. Shared Personal Data means Personal Data shared between BookinClass and Provider relating to End-Users and students/participants for booking and service delivery.

2. Status of the parties

Each party acts as an independent Controller for Shared Personal Data it receives.

3. Compliance

Each party will comply with applicable data protection laws (UK GDPR, DPA 2018, PECR where relevant). Nothing in this Schedule limits either party’s statutory obligations or liabilities.

4. Lawful basis and transparency

Each party will ensure it has a lawful basis for processing and provides appropriate privacy notices to Data Subjects. BookinClass will disclose booking data to Providers for the purpose of enabling Providers to deliver booked services and manage attendance, safeguarding and customer service.

5. Security measures

Each party will implement appropriate technical and organisational measures, including access controls, confidentiality obligations, and resilience/backup practices.

6. Restrictions

Providers must only use Shared Personal Data for:

  • delivering booked services;
  • attendance registers;
  • safeguarding and safety management;
  • customer service relating to the booking;
  • legal compliance relating to the booked service.

Marketing use requires an appropriate lawful basis and compliant communications rules.

7. International transfers

No party shall transfer Shared Personal Data outside the UK without ensuring an appropriate transfer mechanism and legal compliance.

8. Data Subject Requests and Breaches

Each party will promptly notify the other if it receives a Data Subject Request relating to Shared Personal Data where coordination is required. Each party will notify the other without undue delay if it becomes aware of a Personal Data Breach affecting Shared Personal Data and will cooperate on investigation and notifications where required by law.

9. Retention

Each party retains Shared Personal Data only as long as necessary for its lawful purposes, including safeguarding/audit obligations where applicable, and will securely delete when no longer required.

10. Records

Each party will maintain records of processing and provide reasonable cooperation to demonstrate compliance.

11. Indemnity

Each party is responsible for its own compliance. To the extent permitted by law, a party will indemnify the other for losses arising from its breach of this Schedule or data protection laws.