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These terms and conditions apply to the use of this website and in accessing or using or browsing this website and/or purchasing goods and/or services from this website, you agree to be bound by these terms and conditions. If you do not accept these terms and conditions, then you must refrain from using this website. For the purposes of these terms and conditions, "this website" shall mean


Any reference to "CLMNZ", "we", "our" or "us" in these terms and conditions shall mean CLMNZ Limited. Amendments to terms and conditions. We reserve the right to review and amend these terms and conditions and our disclaimer from time to time. Amendments will be effective immediately and CLMNZ has no obligation to notify you of such amendments. We recommend that you check this page for amendments each time you revisit this website. Your use of this website will represent an agreement by you to be bound by the terms and conditions as amended.


“Chill Out Programmes aims to provide a safe and stimulating Programme that caters for the children’s different ages, gender, and cultural backgrounds while attempting to meet individual needs and interests”.

“The safety of the children is the paramount consideration during Programme provision”.

Cultural Issues

Chill Out welcomes children of all cultures.  Staff will make every attempt to ensure all children of every culture feel comfortable and safe in their surroundings.  Steps including making all children aware of each culture, using different languages to greet, and using a ‘buddy system’ will be used to respond to any cultural issues. 

Programme Content

Chill Out strives to provide a safe, varied and stimulating programme that meets the needs of the children participating. 

The Programme Coordinator is responsible for the preparation of daily lesson plans.  Daily lesson plans, Risk Assessment Method Statements (RAMS) form and a daily attendance list must be completed for each day.  Staff and volunteers must familiarize themselves with the daily lesson plan, RAMS, and sign off on each to confirm they have read and understood both. The Holiday Programme timetable varies from each term and can involve activities out of the facility.

Programme Management

The programme will be run in a manner, which keeps control of all day-to-day finances and show accountability to the company management and families who use this facility. 

 Overall supervision of the programme is the responsibility of the Facility Manager who reports to the company directors. The Facility Manager approves all policies, financial reports and budgets, monitors expenditure and set limits on spending.

 The Programme Coordinator along with the supervisors are responsible for the day to day running of the programme. They report to the Facility Manager daily as they see fit and have weekly meetings with the Manager to discuss the Programme.

 The programme will provide a well-managed service that meets the needs of the local community. 

 For any information that needs to be communicated to parents/caregivers regarding their child a Parent Communication Form will be completed.  One copy is to be given to parent/caregiver and one copy will be kept in the child’s file.

Enrolment Procedures

Before a child can attend, an online enrolment form must be completed in full.  ALL terms and conditions must be thoroughly read and understood. If the applicant does not understand any of the terms and conditions, they will be advised to consult the Programmes Coordinator for further verification.  The programme coordinator will be responsible for checking all enrolments for completeness before a child can be accepted into the programme. 

An Online Enrolment must be filled out for each programme.

  • Bookings must be completed at
  • Parents are strongly advised to register early to avoid disappointment as there are only limited spaces available.
  • Telephone bookings do not secure a place on the programme.  All bookings must be accompanied with an Online enrolment and paid prior to confirming.
  • Parents are responsible for notifying the programme of changes to personal information i.e., contacts details, address or person(s) entitled to pick up children.
  • The final decision of enrolments is at the discretion of the facility management.
  • Children are required to show ‘school behaviours’ such as been able to change themselves, and using the toilet unassisted. Staff are unable to assist with helping children getting changed or help with toilet due to child protection policies.

 If Online Booking has not been completed, we will not be able to drop/collect your child to/from school. It is the responsibility of the parent/caregiver to ensure bookings are completed each term/programme, and all details are up to date such as changes to the school they are attending. 

Programme Hours

The Programme runs during the weeks of the primary school term and term holidays for holiday programmes and normal operating hours are set to work in with working parents.  Please make contact with the facility to confirm normal operating hours.

The programme will not operate on Public Holidays.

Cancellation Policy

Cancellations made by 6pm the day before the programme are entitled to a refund on any payments made in advance.

Cancellations made on the day will result in a full charge.

It’s your responsibility to contact the programme before this time, cancellations cannot be done online.

If there is no contact regarding a cancellation, a non-contact warning letter will be given out. If this happens a second time, a charge of $10 per child will be added to your account.

Continuous non-contact may result in your child being removed from the programme.

School Holiday Programme Bookings

School Holiday Programme bookings required a minimum of 72 hours’ notice for cancellations; otherwise, a full charge will apply.

Debit Success Bookings

Please note that any missed payments will result in additional fees charged by Debit Success.

Government Agency Bookings

Invoices are required to be paid within 7 days of booking being made. Failure to meet this deadline will result in booking being changed to Pending status.

WINZ Bookings

We require a $40 deposit per child, plus having your WINZ Subsidy Form completed and submitted to WINZ to ensure your booking is approved.

If you would like staff to scan and email this to WINZ on your behalf, please speak with the Programme Coordinator.

Once your weekly subsidy amount from WINZ is known, you will be required to set up weekly payments for your share not subsidized by WINZ to ensure your booking remains current.

Please note that WINZ Subsidy payments cannot be used as credit.


All fees are paid directly to the facility. Fees must be paid in advance. 

Fees vary from day to day and this will depend on the activities for each day.

Manual payments (Cash, EFTPOS) must be paid directly at the facility prior to booking commencing.

WINZ bookings must pay a $40 deposit prior to programme commencing. Your booking will not be approved until deposit has been received. Once WINZ subsidy has been approved and received, you must pay your portion of programme fees on a weekly basis. The Programme Coordinator will make you aware what your contribution amount towards programme fees are.

The Programme operates with limited numbers of children.  If your child is absent (for whatever reason) we have to meet the same staffing expenses regardless and accordingly and may not able to give credits for days that children do not attend the programme.

If you have unpaid fees for a previous booking, a new booking cannot be accepted until fees are paid in full.

Bookings will remain on a ‘Pending’ status until payment/deposit is made.

Failure to pay your overdue programme fees may result in the use of a debt collection agency, including additional fees set by the debt collection agency. We strongly advise paying your programme fees in advance in order to avoid debt collection and any subsequent fees.

School Holiday Programme trip days are non-refundable.

Overdue Accounts: A reminder that our terms and conditions are weekly payments in advance.  If your account becomes overdue the following process will be undertaken.

  1. Week 1 - A friendly reminder text will be sent with the overdue amount for payment
  2. Week 2 – A reminder text will be sent advising a weekly late penalty fee of $10.00 will be applied unless confirmation of payment is provided
  3. Week 3 – No further reminders will be sent and the late payment fee will be applied weekly until the overdue balance is cleared.
  4. Week 4 – If there is no payment or contact and the account remains overdue you will receive a “call to confirm” status update by email.  This will require you to contact the programme coordinator to ensure your child/ren will be able to attend the programme the next School day.
  5. Week 5 – If there is no payment or contact your child/ren may be suspended from the programme.
  6. Week 6 – If there is no payment or contact you will receive a “cancelled” status update by email and text message.  This will mean your child/ren are no longer enrolled until payment is underway.

Drop off and pick up

Parents and caregivers are expected to sign their children ‘in’ and ‘out’ of the Before School, After School, and School Holiday Programmes.

Parents and caregivers must inform staff if a person who is not listed on the child’s online enrolment will be collecting the child. Staff will not release a child to a person who is not identified on the Personal Details Report. Parents will be contacted before release.

  • If a child does not arrive for the Chill Out programme, the Programme Supervisor will check the Online Booking System, emails and phone messages to see if the parent or caregiver has contacted the facility.  The parent/caregiver is reminded to call in and give notice if the child will not be attending – this must be done before 9:00am on the day for the Chill Out programme.
  • If the child is not signed out of the Chill Out programme the parent/caregiver is contacted to re-affirm the collection of the child and the supervisor is to sign the child out on behalf of the parent.  The parent is reminded to sign the child out in future.
  • Reported absences are to be recorded in the Online Booking System and also logged on the Programme Daily Roll.
  • A permission to leave form can be completed by the parent in order for the child to leave the facility directly.

Please note that our programmes will collect the children within 25 minutes of school ending. The school will be contacted if the driver is late (traffic, missing child from previous school)

The following steps will be taken if the child attending the Chill Out Programme is not at the meeting spot for After School Care pickups:

  1. Roll Call will be checked prior to vehicle leaving premise
  2. Staff will confirm with reception if child has attended school that day
  3. Staff will check with Programme Coordinator and facility to see if messages have been left
  4. Staff will contact parents. If no answer, emergency contacts will be phoned.
  5. Staff will check classroom, playground, and any other immediate areas.
  6. If other kids are waiting, a message will be left with the school reception notifying them that the staff member will leave to drop remaining children back at the facility, and will return back to the school afterwards. The school is asked to phone if child is located during this time.
  7. If 30 minutes has lapsed with no communication from parents/caregivers and child still has not been located, the police will be contacted to notify them of missing child.

The following steps will be taken if the child attending the Chill Out Programme is not dropped off within half an hour of commencement of the programme:

  1. Staff will check no messages have been left by parents and to make sure the child is definitely attending that day.  Also contact the programme Coordinator.
  2. Parents, caregivers or nominated supervisors will be telephoned.
  3. If parents are unavailable, emergency contacts will be telephoned.
  4. If no contact has been made by the parents, caregivers or emergency contacts, the local constable will be contacted. 

The following steps will be taken if a child is not picked up at the end of the Chill Out programme:

If a parent has still not picked up their child/ren 10 minutes after scheduled time, the following steps will apply below:

  1. Programme attendant will check with reception staff to see whether parent has called in.
  2. Programme attendant will check online enrolment, emails and phone messages to see whether parent had made prior arrangements for child/ren to stay longer.
  3. At all times a member of staff will remain with the child however must be accompanied by another person.

If there is no evidence of parent contacting the centre or making prior arrangements, the parent will be immediately contacted to find out reason for lateness and the time they will be in to pick child/ren) up.  For late pick-ups a charge of $1 per child per minute will apply, unless authorised by the Programme Coordinator.

Programme staff will continuously attempt to contact parents/caregivers or the child’s emergency contacts.  If 30 minutes has lapsed from the agreed pick-up time and no contact has been made with parents/caregivers then staff will contact the Police and ask for advice on what steps to take. Police may be requested to collect the child and return to the police station until parents have made contact.

Parents/caregivers must inform staff if a person who is not listed on the enrolment form will be collecting the child.  Staff will not release a child to a person who is not identified on the child’s online enrolment.  In the event an unauthorized person collecting the child, the parent must be contacted immediately to authorize release of the child. Verbal communication is required.

Written permission is required for a child to leave the programme unaccompanied.  Parents/caregivers must be informed that the facility takes no responsibility of the child when they leave our care/facility doors.

Transport Procedures

  • Buses/vans must ensure that they park in an area where there is no risk to children getting on and off the vehicle.
  • Children may not board a bus/van if the engine is running unless the driver is present and gives permission.
  • Children must be sitting no more than three to a seat in the bus.
  • Children must sit one to a seat on Vans and wear safety belts.
  • Booster Seats must be used for children under the age of 7, or under the height of 148cm. Booster Seats will be supplied.
  • Children must be sitting at all times.
  • Leaders/volunteers must be dispersed through the length of the bus to maintain control.  If there is insufficient room for leaders to sit, then they may stand in aisles.
  • At no time will children be standing or sitting in aisles.
  • Children may not stand until the bus/van has come to a complete halt, engine has been turned off, and supervisors have stated so.
  • A headcount must be performed before and after departure to ensure every child is on the bus.
  • A 1st aid kit will be supplied in each van/bus
  • All vehicles used will be registered and warranted.
  • No eating or drinking on the bus/van.
  • If possible, bags will be placed in storage area under bus.
  • Children must adhere to all rules set down by the staff and drivers.


While on excursions the following procedures will apply:

  • Staff will carry a cell phone for emergencies.
  • A first aid kit, participant list and enrolment details and emergency contact numbers will be taken.
  • When on excursions a message will be left at the Facility with the whereabouts of the group, participant list and expected time of return.
  • If using public transport all the children will travel together and normal safety regulations will apply.  The set staff to child ratio’s will be adhered to.
  • If a bus is hired for an excursion, only reputable companies will be used and reference checks will be completed.
  • Child medication will be taken on all trips away from the facility.

Vehicle Accident

In the event of a vehicle transporting programme children and staff being involved in an accident the following procedure will apply:

  1. Contact emergency services as appropriate.
  2. If capable, secure the area from any other possible accidents.
  3. Administer first aid as necessary.
  4. The safety and wellbeing of the children remains the priority.
  5. Contact the coordinator immediately to activate an alternative plan to transport the children.
  6. Ensure parents are contacted.
  7. Coordinator to notify the Manager.
  8. Complete an accident/incident report form.
  9. Coordinator to follow up the condition of any child or staff member that has been injured.


If a parent has a complaint about a staff member or about the programme they should:

  1. Approach the supervisor who will attempt to rectify the situation.
  2. If the parent is still unhappy, they should then contact the Programme Coordinator. The Programme Coordinator can be contacted in the first instance.
  3. Further complaints must be made in writing and must contain details of the grievance and desired outcomes. Management will respond to the complaint within 48 hours. Where possible, a mutually agreeable outcome will be sought.

The Programme Coordinator will keep Management informed of all verbal complaints. Wherever possible the requests of parent will be incorporated into the Programme planning and design.

Behaviour Management

Positive, appropriate behaviour will be encouraged by using praise and rewarded with example.  This can be seen in our Behaviour Management Scheme.

Action becomes necessary when:

  • Any child displays inappropriate or unsafe behaviour that is intrusive on another person’s enjoyment of an activity.
  • Any child that acts or displays violence towards other children and staff
  • Disruption to the activity being carried out, either by their own actions or by actions involving other children and/or damage to property is incurred.
  • If a child displays such behaviour’s, the child will be removed from the programme immediately and future bookings cancelled.

Positive reinforcement will be used at all times and a stimulating and varied programme will be provided to ensure against boredom. Each facility will use their own reward system such as Chill Out certificates, star charts and verbal praise. 

Consequences must be appropriate and may include:

  • Being removed from the activity and put into time-out.  The child will be made to sit away from the group in a clearly visible spot for a period determined by the supervisor (usually 1-5 minutes).
  • Before the child is returned to the group the staff member will review with them what behaviour is expected.
  • Parents will be informed if their child has been put into Time Out.

When a child misbehaves or ignores programme rules staff will:

  • Remind the child in an assertive but not aggressive manner what is expected of them and the consequences of disobeying.
  • If the behaviour continues the child will be reminded again and warned of the consequences that will result.
  • If the child continues to misbehave after two warnings the consequence will be enforced.
  • A behaviour document form will be completed, stating the child’s behaviour, response of the staff, and response of the child. If 3 of these have been given within a programme, the child will be removed from the programme. This includes cancellation of current booking and the right not to accept any future bookings. Staff has the ability to remove the child sooner if behaviour is of concern.
  • If the child continually misbehaves the parent will be contacted.
  • If child is required to be removed from the programme, parents/emergency contacts will be contacted requesting for their child to be picked up. A plan may be put in place for the child to remain on the programme for the remainder of the day only if approved by facility manager.
  • At no time will punitive discipline be used.  This includes punishing children by withholding food or drink, physical abuse, isolation or demeaning or condescending comments.
  • Staff will maintain a fair, consistent and positive approach at all times.
  • When children are in conflict with each other, staff will encourage the children to remedy the situation themselves.  Staff will aid them by making suggestions on how to do this.  If the children cannot resolve the situation themselves, they will be removed from the situation.

Children with special needs

Chill Out Programmes cater for children with special needs. This is provided once the Programme Coordinator is confident that the child’s needs can be met without negatively affecting the other children.

Full information about the child’s requirements including medication, diet and supervision, must be provided by the parent/caregivers at the time of enrolment.  If the child requires further special aids, other than those already provided i.e., modified facilities, extra staff or staff training, management will make final approval on enrolment. Each case will be considered individually and every effort will be made to include the child within the Programme.

If a child with special needs is accepted into the programme the following guidelines will apply:

  • The child will be buddied up with another programme participant to help a smooth transition into the programme.
  • The child will be monitored initially on a daily basis to ensure that the child’s needs are being met.
  • Strategies for dealing with behaviour issues will be discussed with the parent on enrolment and procedures put in place for staff to follow should the need arise.  All strategies must be agreed upon with the parents and the parents must be informed of any issues.

Policy & Procedure Review

All policies will be reviewed on a yearly basis at the Chill Out Conference, and will be conducted by the Programmes Manager and Programmes Coordinator. A full copy of all policies and procedures are kept on site and are  available to parents/caregivers and staff.  These will be updated by the Programme Manager as new guidelines are introduced.

Electronics Policy

(Cell phones, laptops, tablets, MP3 players, computers, gaming devices)

  • Children that bring electronic devices to the programme are to keep them in their bags and are only to be brought out and used in emergency situations, or with the supervisors’ permission.
  • Staff are not to use personal cell phones during work hours and in the children’s presence, unless in an emergency situation or work related.
  • If a staff member has been issued with or is in possession of a company cell phone, this may be used for work related communication only.
  • At no time may a staff member give out their personal or company cell phone number to children and at no time may a staff member ask a child for their personal contact phone number, email address or social media. (unless it is the Chill Out/work cell phone number/Programmes Coordinator business card)
  • The facility takes no responsibility for damage/theft if child chooses to bring an electronic device to the programme.

Health & Safety

The management at the facility are committed to ensuring that the health and safety of all children, staff and visitors in the centre are protected.

We are to provide a safe and healthy working environment for all employees.  We will provide instruction to staff, which will ensure equipment and materials are being used correctly.  We will put into place clear procedures and systems which will maintain a healthy environment.

The Manager will ensure that safe practices are being carried out at the centre and will maintain the Health and Safety Management System Manual for those who participate in the day to day running.

A hazard register is available  for the programme site.  For each of the risks identified a risk assessment has been completed with a plan to manage the risks.

CLMNZ maintain an electronic accident and incident, and hazard and riskregister recording all events, incidents, hazards and risks.

Regular inspections will take place to ensure hazards have not changed in the environment.

On excursions, external provider’s health and safety plans must be sighted.  This is the responsibility of the Coordinator to sight at the time of preparing the RAMS.

All off site activities must be individually assessed, including a physical assessment of the venue to ensure that the environment is safe.

All equipment and sports gear must be inspected prior to use to ensure it is in a safe condition.

Safety and Health at Work Policy

The Manager of the centre will ensure that the centre complies with the requirements of the Health and Safety at Work Act 2015.

  1. Staff Training on Occupational Health and Safety will be provided.
  2. Staff will identify with hazards in the centre.
  3. Strategies will be in place to:
    1. Eliminate the hazard wherever possible.
    2. Isolate the hazard to ensure no harm comes to a person as a result of the hazard.
    3. Minimise the risks of the hazard.

Injury Protection

  1. For each activity done there will be a RAMS form filled out.  If the activity is something that is done every day then it will only need to be filled out once.
  1. Children will remain seated while eating or drinking and be supervised by a staff member.
  2. The programme staff will be conscious of the potential danger of things such as water spills, toys and sports equipment and traffic ways.
  3. Hot drinks are to be consumed in kitchen only.
  4. Children may not climb gates, sit on tables or jump off furniture and chairs.
  5. All chemicals will be stored in original containers and will be kept out of the reach of the children at all times.  This will include cleaning agents.  All cleaning cupboards will be locked at all times.

First Aid Kit

It is the responsibility of the Supervisor to ensure that the First Aid Kit is restocked on a weekly basis.  All the first aid materials to re-stock the kits are stored in the Supervisors Office with all staff members having access to this.  The First Aid Kit is stored out of reach of children and is taken on all off-site excursions.

Toilet Facilities

Toilets are to be used while on site and the following procedures will be adhered to:

  1. Children are to notify staff first if they wish to use the toilet.
  2. Children are to wash their hands before eating (or before participating in activities involving food) and all use the toilets at the same time before afternoon tea.  The staff member is to wait outside. Hand sanitizer may be used.
  3. When children need to go to the toilet outside this time, they are to use a buddy system.  Children are to ask permission to use the toilets so this can be monitored.
  4. Separate toilets are available for both males and females.
  5. The facilities are cleaned on a daily basis by staff.
  6. Staff are not to use the toilets at the same time as the children.

If using toilets on an excursion the following procedures will apply:

  1. A staff member is to first check that the toilets are safe and appropriate.
  2. Once deemed safe the children can use the toilets adhering to the buddy system.
  3. Staff member is to wait outside until the children are finished.
  4. Children must wash their hands after using the toilet.


Water will be provided at all times for the children.

Occasionally in the Chill Out Programme sweet treats maybe given to the children as part of an activity for prizes. It is the responsibility of the parent/caregiver to inform Chill Out of any dietary concerns/needs.

Parents, Caregivers or nominated supervisors are expected to brief the staff fully on any food allergies or nutritional requirements that their children have.

Children are required to bring their own lunch, snacks and a full drink bottle to the Chill Out Programme unless otherwise stated.


Food Preparation Area

The food preparation area is to be kept clean at all times.  The area is to be wiped down before and after food is prepared.  The food preparation area is for preparing food only.

Food will be prepared and delivered to the children in a hygienic and appropriate manner.

Food Storage

Staff members are to take care of the storage of food and perishable food will be kept in the fridge.

Bread is to be kept in the freezer with one loaf being bought out each morning for the afternoon’s meal.

All biscuits are to be kept in airtight containers.

Apples, oranges and other fruits are to be stored in the fridge.

Water is provided, we encourage children to bring their own drink bottles.

Any meat to be kept in an airtight container, stored on the bottom level of the fridge away from fruit and vegetables.

Be aware of expiry dates on food, milk and meat, these to be thrown away once the expiry date is reached.


Staff are required to wash their hands before preparing food.

Staff are required to wear gloves while preparing and setting out food.

Long hair is to be tied back and out of the way while preparing food.


The food preparation area will be wiped down before and after preparation.

Dishes will be done in hot soapy water, immediately after children have finished eating. 

Dishes will be stored in their appropriate areas, under the food preparation bench and in draws.

Tea towels are to be replaced daily.

Tables wiped down with cleaning product and removed after children have finished eating.

Floor and carpet area is to be swept and vacuumed every day.

Rubbish is to be removed daily.


The children will be required to wash their hands before sitting down at the table for afternoon tea.

Glasses/cups will not be shared.


Parents/Caregivers of children that require medication will be issued a form to complete with what the medication is, what it is for and how much is to be given. The Programme staff will then store the medication in a safe place. Staff will issue the child/ren with the correct dosage of medication at the appropriate time of the day and fill out the medication form which will then be signed to say the medication has been given. All medication must be handed to staff and not left in child/rens bag.  The Programme Coordinator or Supervisor only will administer the medication to the children.  In an emergency an ambulance or a doctor will be called and they will administer the medication.


  1. Parents are required to inform the programme of any medical conditions that affect their child, i.e., food allergies, including information of treatment and medication required.  (Space is provided on the Online Enrolment Form for parents to enter this information)
  2. Programme staff are not permitted to give child any medication without the parent’s prior written consent.
  3. Any medication that the parents provide is stored away from the children, in the safe place and medication requiring refrigerating is kept in the staff fridge.
  4. The medication is required to be labelled with the child’s name and dosage amount.
  5. All staff are made aware of any conditions that may affect children during their time at the programme and the action to be taken.
  6. A medication form is required to be filled in by the parents in advance and signed by the staff member when the medicine has been administered.  This is then signed by the parent when collecting their child at the end of the day.
  7. It is the responsibility of the parent/caregiver to ensure enough medication is provided on a daily basis.

Animal Policy

As this programme operates within a Council Building, we are prohibited to have animals on site. Chill Out Programmes that are held and planned only include animals in a controlled environment, e.g., the zoo.  If animals are encountered the children will be supervised, and discouraged from touching the animals.


Chill Out staff will ensure that all parts of the programme area are kept clean and free of rubbish.  Cleaning equipment is to be locked in the cleaning cupboard.

Daily cleaning will include (see checklist for full cleaning schedule):

  • Sweeping and vacuuming all floors
  • Emptying rubbish
  • Wash dishes
  • Washing food service and preparation area’s
  • Mop up any spillages as they happen
  • Cleaning all toilets, hand basins and toilet floors
  • The fridge is to be cleaned regularly and will always be kept in a hygienic state
  • Sort and check games and materials used each day and ensure they are put back where they belong.
  • Ensure all sports gear and equipment is correctly stored away.

 Illness Procedure

  1. Children who are sick will not be allowed at the centre.  This includes vomiting, diarrhoea, head lice, high temperatures, conjunctivitis or any condition that is contagious. Parents/caregivers will be contact to collect their child straight away.
  2. If a child becomes sick at the centre, the parent will be contacted and requested to collect the child.  The child will be put in a quiet place away from other children in the centre and monitored by a staff member.
  3. If necessary, the staff will give immediate first aid
  4. Medicine will not be administered to children unless parents have signed a consent form.
  5. At the first opportunity an “accident/incident form” will be completed and signed by a staff member and kept on  file electronically.
  6. If necessary, programme staff will contact a doctor or emergency services.
  7. Parents/caregivers must pick up their child immediately if they are sick.

Smoke-free Policy

Our centre has adopted a “Smoke Free Policy” in accordance with the provisions of Smoke Free Environment Act 1990 for the following reasons:

  1. Everyone is entitled to a smoke free environment in all public areas and their place of work.
  2. Smoking is not permitted in the building. 
  3. “No Smoking” signs are displayed to remind persons entering the centre of this policy.

Staff members of the Programme will not smoke while on duty or when in sight of the children.  They will also not smoke in plain view of customers or while in uniform.

Sun Smart Policy

Children will experience an environment where they are kept safe from the harmful effects of the sun.  Staff will follow the recommendations of the Cancer Society to protect children from the harmful rays of the sun.

The following guidelines will be followed:

  • All children must wear a sunhat when playing or doing an outside activity (we encourage children to bring a hat to the programmer each day)
  • Children who refuse or don’t have a sunhat will be encouraged to remain inside or play in a shady area, especially during the hottest part of the day.
  • Children will be asked to bring their own hats and drink bottles which must be named.
  • Staff will be encouraged to act as role models – wearing their hats outdoors and applying sunscreen is compulsory.
  • During swimming activities children need to regularly re-apply sunscreen which will be provided.
  • Sunblock will be applied every 2 hours. While swimming, this will be either every hour or each time they leave the pool. Staff may choose to reapply sunblock sooner if required.
  • SPF 30+ sunscreen will be available for staff and children and is the minimum required, especially on days of high risk.
  • Drinking water will be available for the children to fill their drink bottles.
  • The wearing of protective clothing while outside is also encouraged.
  • We encourage children to bring their own sunblock, SPF 30+ is recommended.
  • If there are any issues with the use of sunscreen (such as being allergic to certain types) we require their own sunblock (at least SPF 30+) must be supplied, other child must remain indoors if no sunblock.

Hand Washing Policy

  • Educational instruction will be given to children regarding washing of hands.
  • Children will wash their hands after toileting and before eating.
  • Staff must always wash their hands after any interaction with children involving first aid.
  • Staff will wash their hands before they handle food or drink and after toileting.

Maintenance Policy

  • The Programmes Coordinator will ensure that the equipment is maintained in a safe condition.
  • A safety check will be completed weekly on the programme area and any repairs must be reported to the manager and a fault/hazard ID form completed.
  • It is the role of the Facility Manager to make sure all repairs are carried out.
  • A monthly check will be completed and the Facility Manager will update on any changes.


Supervision of volunteers at the facility is the responsibility of the Programme staff. Volunteers must be well supervised and visible to staff when interacting with children.  They are not expected to undertake the same level of responsibility as paid staff. Efforts will be made to include volunteers in programme planning and training where deemed possible and appropriate. There is the opportunity for reimbursement of expenses made by the volunteer presuming agreement has been made in writing.

All staff including volunteers must:

  • Release details of their police record to the Programme Coordinator. No person with a conviction for sexual crimes or crimes of violence against a person may be employed at the centre.
  • Sign a statement that they will abide by centre policies.
  • Have a current volunteer employment agreement and job description
  • Must have two reference checks completed
  • Go through an induction including the policies and procedures including child protection.
  • Wear appropriate uniform and name badge
  • All staff will be trained in workplace first aid, including all health and safety issues within the facility.

 In addition to the general safety policies outlined, the programme ensures that the staff and other adults visiting or working at the programme are well supervised and visible in activities performed with the children. A minimum of two staff will supervise the children at all times.


This programme is committed to the prevention of child abuse and to the protection of children with the well-being and safety of the children being our primary goal. The following policy and code of behaviour are a means of achieving this.

The interests and welfare of the child will be the prime consideration when any decision is made about a child suspected of being abused. This organisation supports the roles of statutory agencies i.e., the Police and Oranga Tamariki, in the investigation of abuse and will report cases of suspicion of abuse to these agencies.

This organisation will maintain a good working relationship with Oranga Tamariki and will be familiar with the law that serves to protect children from abuse. We will consult with the Department and with other appropriate agencies that have specialist knowledge. We will not assume responsibility beyond the level of our expertise.

This organisation will respond to suspicions of child abuse by recording all observations, impressions and communications about children suspected of being abused.

No staff member will act alone about suspicions but will consult a senior staff member who will be committed to taking action and arranging for consultation with appropriate agencies.

This organisation will act on recommendations made by relevant agencies concerning the official reporting of the suspected abuse and on the consulting of families. At no time will we regard ourselves as having the child’s parent’s permission to consult or report.

Children, families and staff involved in the investigation of allegations of child abuse will have support and we will refer to appropriate support agencies in the community for support.

If we individually or collectively suspect that a staff member or another person within our organisation has perpetuated child abuse, we will not collude with or protect that person or the organisation but promptly report the matter to the management and statutory authorities. The suspected member of staff will be prevented from having further access to children during any investigation and will be informed fully of their rights.

The programme employment procedures will include a thorough examination and checking of each applicant’s previous work history and we make contact personally with both referees and some past employers. This will be done with the applicant’s consent. Our prime consideration in choosing staff will be ensuring that they have skills and attributes which contribute to the children’s safety and health, physical, emotional, intellectual and social development and will not put children at risk of abuse.

This organisation will ensure that our staff are well supervised and visible in the activities they perform with children. Opportunities for staff to be alone with children will be kept to a minimum. Children will not be taken on outings without parental approval in writing or phone and will be accompanied by more than one adult. In the case of an emergency every attempt will be made for a child to be accompanied by two adults. Apart from toilets and bathrooms the programme will have an open-door policy and staff should be aware where all children are at all times.

This organisation encourages staff to keep their personal and professional lives separate and do not encourage the fostering of close personal relationships and/or caretaking activities with children and families outside the work environment. We will, on a regular basis, collectively review our  policies and evaluate our performance in meeting the standards outlined by them.

This organisation encourages parents to be involved in our activities and management. Parents and family are welcome to visit the programme at any time. Our child abuse prevention policies will be made available to all parents. If parents have any concerns about the treatment of a child by any of our staff, they are encouraged to make these known. We will ensure that the matter is fully investigated and acted on if necessary. We will use an advisor and mediator from outside the organisation if independent investigation or arbitration is indicated.


The programme staff will act on all suspicions of child abuse:

  1. Record incidences and observations at the same time
  2. Report suspicions to the Programme Coordinator
  3. The Programme Coordinator will then consult with relevant agencies, including Oranga Tamariki, to ascertain what steps will be taken.  OT Free Phone Number 0508 326 459.
  1. Children are supervised by a minimum of two staff and are within sight and sound of a staff member at all times. The following supervision guidelines will apply: • There will always be a minimum of two staff on duty. • The staff/child ratio will be: - At the programme 1:10 - On excursions 1:8 • Extra staff will be bought in to assist with excursions to ensure the correct staff ratios. • All staff under the age of 16 will be supervised by older staff and at least one person over 20 will be on site at all times. Only staff over the age of 16 will be counted for the child to staff ratio. If the supervisor of the programme is under 20 the facility manager or coordinator are responsible for the programme. This procedure will also apply for holiday programme away days. • Staff or volunteers under 16 will not be solely responsible for any activity or supervision of any child. • The programme coordinator will be in attendance at the programme during operational hours. • Children will be informed of the boundaries and are expected to stay within them. Staff training will be given on induction to ensure staff know where to position themselves so they have a wide view and that they can intervene or assist where necessary. • A written risk assessment will be completed to determine the appropriate child to staff ratio prior to an off-site excursion. A risk assessment will also be completed prior to any activity involving water. • Staff are unable to assist children with getting changed. The following steps will be taken if it is discovered a child is missing from the centre activities: 1. A thorough check of the surrounding area will take place. 2. If the child has not been found the Supervisor will contact the child’s parent, followed by a phone call to the police. A roll call will be done once all the children have arrived at the facility and at regular intervals throughout the day. If we are taking the children out of the facility the following procedures will take place: 1. Roll Call before we leave the Facility 2. Roll Call before we leave the Venue 3. Roll Call once every one is back at the Facility Otherwise the roll call will be taken at lunch time, afternoon tea time and again at 5pm. A roll call form will be filled out to say how many children there are and it needs to have the time, date and it needs to be signed. We cannot physically hold a child at the centre against their will. We have given parents the responsibility of informing children of their need to stay at the centre until their parent collects them. If a child does choose to leave the centre and cannot be talked into staying by a staff member, the parent will be contacted immediately. Swimming Procedures

At times during the programme swimming will be one of the activities. The following procedures will apply: • Prior to any swimming activity a risk assessment will be carried out which will include appropriate adult/child ratio’s. • Rules must be explained to children prior to entering any swimming facility. • At no time will staff or volunteers be in changing areas alone with children. • Children must bring all belongings out of changing areas and place in a designated area with a staff member to supervise. • At no time may children enter the water unless there is staff actively supervising the water, patrolling constantly around the perimeter of the pool and in strategic places. • If children are not swimming supervised alternative activities will be provided for them. • All personnel and children must follow the rules of the facility. • At least one programme staff member must have their National Pool Lifeguard Award. • Changing areas must be checked for children and belongings before departure and all children must be accounted for. Visitors  It may be necessary for visitors to be on site e.g. maintenance contractors. The following procedure will apply: • All visitors must report to reception, read the facility health and safety policy, sign in and be issued with a visitor tag. • They will then be escorted to the appropriate area. • If this area is in the programme boundaries the visitor will be assigned to a programme staff member. • The staff member will show the contractor the area they are to work in and ensure that the children are kept away from the area the contractor will be in. • The staff member must ensure that at no time the contractor is working in a space where he/she could be left alone with the children. • When the contractor is finished he will inform the staff member and be escorted to reception to sign out of the facility. 6. EMERGENCIES Emergency Evacuation All staff are trained in enter your facility name here Emergency Evacuation Procedures. The Programme supervisor must ensure everyone is accounted for against the attendance form, leaves the area of danger and children are supervised in the assembly area. Trial evacuations will be carried out once per fortnight during the Holiday Programme. Records will be kept regarding information about the trial evacuations including names of staff and volunteers who participated. The fire service will be notified 14 days in advance of a fire drill. Emergency procedures are clearly displayed in the programme room. Accident and Incident Procedures 1. All members of staff on duty should have an up to date first aid certificate. 2. The Programme Co-ordinator will ensure that all of the children’s details are up to date with the parents phone number and an emergency contact. 3. The priority will be to administer first aid immediately. 4. If deemed necessary call the Ambulance. If less serious contact the parent and request that you take the child to the doctor. 5. For any accident or incident ensure the parents are informed immediately. 6. The staff member who preformed first aid is to complete an ‘Accident /Incident Form’. One to be kept on records and a copy is given to the parent. 7. Ensure at all times other children not involved in the immediate situation are secured and supervised in a safe area. All accidents will be recorded by staff and reported to a health and safety committee meeting at the end of the month. Emergency procedures will be followed as per the Health and Safety Management System Manual for the Facility. Staff Injury/Accident 1. Administer First Aid. 2. If deemed necessary call ambulance. 3. Ensure staff member is able to get home safely. 4. Offered support if necessary.

Emergency Procedures 1. A Fire and earthquake drill will be held at least once a term. The date and time will be recorded by the Staff. 2. The Fire Warden is the Programme Coordinator or Senior Lifeguard on duty. 3. The following procedures will be on the wall and will be followed by all staff.

Fire Evacuation Procedures 1. Assess the situation. 2. Raise the alarm – operate manual alarm. 3. The Receptionist is to ring the Fire Service immediately. 4. Staff to ensure that the building is evacuated. Leave the premises by the nearest safe Fire Exit. Each staff member will take responsibility for the children nearest him or her. Ensure that one person takes the roll with them to the assembly area outside. 5. Assemble at identify your assembly area here (whichever is closest at time of alarm sounding) and check off the roll. 6. If you are missing anyone please inform the Fire Warden who will do a complete check of the Facility. 7. Only if it is safe should you attempt to extinguish the fire. Appropriate extinguishers should be used. 8. Location of fire appliances are clearing marks at the facility. 9. Keep control of the children do not allow them to leave the assembly area. 10. A staff member will direct the Fire Service to the main entrance. 11. Do not re-enter the building until given the all clear by the fire service.

Earthquake Procedures 1. Staff will call “earthquake” to signal the beginning of an earthquake. 2. The Staff and children will move inside quickly and get under a table, in a doorway or in the toilet room. 3. Adopt the turtle position (knees together, hands clasped firmly behind head, bury face in arms, protect head, close eyes tightly). 4. Remain in building until the Supervisor gives the all clear. 5. Check for hazards and decide whether it is safer in the building or to evacuate. 6. On Evacuation: Remain calm, take the roll call list, emergency kit, and evacuate the children and staff. The Supervisor is to check no one is still in the building. Assemble in front of the building. Check off the roll call list. Tune into the radio for further direction. 7. STAFF AND MANAGEMENT Personnel Policy Staff appointment Procedure (staff is anyone the programme relies on to deliver our services. This includes volunteers, management and paid staff). We are committed to recruiting suitable and competent staff. Facility Management: 1. Will receive written notification of staff resignation. 2. Will compile the qualities and attributes required of the successful applicant. 3. Will advertise the position inviting prospective employees to complete an application form and forward their CV. Forward Police Vetting form to the Licensing and Vetting Service. Clearance must be completed prior to confirmation of employment and at two-yearly intervals. The person will not be employed if they have a conviction for sexual crimes or for any offence involving the harm or exploitation of children. 4. Forward copies of job descriptions and information regarding the centre. 5. Receive applications. The Manager and Programme Coordinator will short list applicants according to the qualities and attributes required for this position. 6. Prepare interview format, including recording information and questions. 7. Interview applicants. 8. Select the most suitable person for the position, after phoning the person’s two referees. 9. Offer the position to a successful applicant in writing forwarding to them the centres policies and employment agreement for negotiation. 10. Position accepted; employment agreement signed. 11. Ensure induction procedure is followed.

Induction Procedure: 1. Provide a warm welcome to the new staff member. 2. Provide the staff member with a folder that contains the centre parent information booklet. 3. Complete the necessary employment documentation including giving the employee copies of the staff manual and company disciplinary policy. 4. The Programme Coordinator is to spend time on the first day with the new appointee to discuss policies and procedures and to familiarise the staff member with the routines of the centre. This is part of the induction process. 5. The staff member needs to familiarise themselves with each child so they are aware of their needs. 6. The induction manual needs to be completed by the end of the first week of employment. Performance Appraisal Procedures: 1. Complete performance appraisal with staff each term. 2. Staff will work together to develop an appraisal system, which is developmental in nature and based on the premise that the staff member’s performance will be enhanced. 3. Feedback from peers and parents is part of the performance appraisal procedure. 4. The performance appraisal will be linked to the setting of professional development plans. Professional Development Procedure: 1. Professional Development will be linked with the performance appraisal and the needs of the centre. 2. The manager will ensure funds are made available in the annual budget for professional development of staff. Management within this budget will pay for First Aid courses if it feels appropriate. 3. Staff attending courses are expected to share information gained and will be supported by other staff members to implement changes into the centre. 4. A record of all professional development undertaken by staff will be recorded. 5. Professional development will not be limited to particular training providers. Programme Code of Conduct The following will be adhered to by all staff: • Treat all children with respect. • Recognise that all children have the right to feel safe and be safe. • Do not punish children in any way either physically or emotionally. • Ensure the activity suits the age and ability of the children. • Encourage and assist children but do not force them into any activity. • Ensure all children are aware of programme rules and understand them fully. • Ensuring the children’s safety is your paramount concern. If a situation is unsafe, remove the children immediately or get help from another staff member. • Ensure incidents regarding safety are discussed with other staff. • Do not use inappropriate language e.g. swearing or other inappropriate conversation. • Act professionally at all times. • Be aware you are a role model for the children. • Ensure children are never left unsupervised. • All comments are to be positive. • Be friendly to parents. • Be firm and consistent with discipline. • Always address bad behaviour, be consistent and follow through. Speak to parent/caregiver if necessary. A full and comprehensive Staff Code of Conduct and Staff Rules are listed in the CLM Staff Manual and all staff must read and sign understanding of this document on induction training. 8. BUILDING AND FACILITIES The facility name is responsible to ensure that a current building warrant of fitness is present and that it complies with all other relevant fire and safety requirements. (An extensive copy of the Facility fire scheme approved by the Fire Service is available upon request). The facility evacuation plan and emergency procedures are clearly displayed in the programme room. Exit signs are clearly displayed on all exits. Facility Hireage If the facility/building is being hired or rented for the daily operation of the programme, a clear and precise rental agreement must be produced and signed by both parties. This must also include a “Code of Conduct” to ensure both parties have clear and defined expectations and responsibilities when hiring or renting the building. Telephone Usage Adequate phone services are available at all times. There is a phone available in the programme room and additional phones are available at the facility reception. The following procedure will apply: • Children are not allowed to use the phone unless it is an emergency. • Staff only may answer the phone. • If a parent calls and wishes to speak to the child the staff member will put the child on the phone. • If a child wishes to call a parent the staff member will call and speak to the parent first and then hand the phone over to the child. This will only be allowed if an urgent situation arises and must be authorised by the supervisor or coordinator. During off site visits staff have access to a company mobile phone for the duration of the excursion. This phone will be used for emergencies only. If there is no cell phone and/or land line phone coverage available the following procedure will apply: • Two staff members/volunteers will be sent to contact emergency services at the first possible location. • The staff members will be able to give exact location of the group. Space The facility will provide enough space for free play, allow space for messy, noisy, quiet and calm activities as well as maintain a safe environment. 9. RECORD KEEPING Confidentiality All information on enrolment forms is collected and will be used in cases of an emergency. This information is collected directly from parents or caregivers. Information is only collected for providing before and after school care and holiday programmes. No information is shared except with the owner’s permission or as required by legislation e.g., health and safety act. All files holding confidential information will be secured and kept away from unauthorized persons. Only the Facility Manager and Programme Coordinator/Supervisor have access to files. The programme will comply with the Privacy Act 1993. Parents/caregivers are responsible for notifying the programme of any change of details. This is communicated to parents via newsletters, on enrolment and in the programme manual. On induction staff are made aware that information shared between staff and with parents is to remain confidential at all times. 10. FINANCE The facility uses the computer programme ‘Centaman’ to process bookings, enrolments, payments and invoicing. Payment of Fees: • Fees are to be paid in advance. • A record of fees, enrolments and payments are recorded in Centaman under the activities programme. Manual records are also kept and receipts can be issued to parents if requested. • Outstanding fees are invoiced and a reminder sent to caregivers. • All income is recorded in the Online Booking System. Payment and recording of expenses: • All purchases are done with an order number. • The manager of the facility where the programme is being run signs the order form to authorise purchase. • All invoices are sent to CLM Head Office where payments for purchases are made. • The payment of tax, wages and ACC levies are done by CLM head office. • Time sheets are completed by each individual employee and checked by the Facility Manager, who sends them to CLM Head Office for processing. • Wages are paid fortnightly by direct credit. • The preparation of verified annual accounts is done at CLM Head Office. Petty Cash: • Only the Facility Manager and Programme Coordinator have access to the Petty Cash. Spending is kept in line with budgets set at the start of the financial year. Banking: • Is completed and banked daily by the Facility Manager. Accountants: • Company accountants are Nesti and Co and provide audited accounts on a yearly basis. Budget: • The annual budget is prepared by the Coordinator and verified by the Facility Manager. The financial year is July to June.  


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