These Terms and Conditions govern your use of Vacation Care Australia and apply to all Activity Providers and Customers who engage with our platform. Throughout this document, “VCA” refers to Vacation Care Australia. By making or accepting a booking, you agree to be bound by these terms.
Part A — Activity Providers
Provider Responsibilities
1. VCA acts as an agent on behalf of the Activity Provider, and is authorised to negotiate and confirm bookings with Customers on the Provider’s behalf.
2. Activity Providers are independent businesses providing services in their own right. VCA’s role is limited to facilitating bookings and collecting payment as an intermediary. VCA does not control, direct, or supervise the delivery of any Activity.
3. The Activity Provider is solely responsible for ensuring they hold all necessary qualifications, accreditations, licences, and insurance required to deliver their services.
4. Activity Providers must notify VCA in writing of any changes to their availability. If a confirmed booking is cancelled by the Provider, the Provider will be liable for the full cost of that booking. Circumstances beyond the Provider’s reasonable control will be assessed by VCA on a case-by-case basis.
5. VCA is entitled to issue invoices and collect payment on behalf of the Activity Provider as part of its role as intermediary.
6. VCA may publish information about Activities and Providers on its website, using information supplied by the Provider. VCA makes no representation as to the accuracy of Provider-supplied content.
Provider Code of Conduct
All Providers engaged by VCA must comply with VCA’s Code of Conduct at all times when delivering services. By accepting a booking, Providers agree to:
a) Maintain valid credentials, qualifications, and appropriate insurance at all times;
b) Uphold professional standards, including maintaining professional boundaries and ensuring child safety at all times;
c) Comply with all safety, compliance, and risk management requirements; and
d) Report any incidents or concerns promptly to VCA.
Part B — Customers
Bookings
7. When you make a booking through VCA, you are entering into a contract directly with the relevant Activity Provider. VCA is not a party to that contract.
8. VCA will take reasonable steps to assess the suitability of Activity Providers but does not guarantee the performance or conduct of any Provider, nor does VCA attend or supervise Activities.
9. A booking is considered pending until payment is received in full. VCA will not confirm a booking until payment has been made.
10. Vehicle access: If an Activity requires vehicle access to your premises, you are responsible for arranging all necessary entry requirements prior to the Provider’s arrival. Failure to do so may result in full fees being charged.
11. Child attendance numbers must be confirmed or updated no later than 7 business days prior to the activity. Failure to update numbers within this timeframe may result in additional fees.
12. Mandatory staff ratios must be maintained throughout all VCA activities.
13. The Customer is responsible for providing appropriate supervision of all attendees at all times. Providers are present to deliver the activity, not to supervise attendees.
Payment
14. All activities must be paid in full prior to delivery. Bookings remain pending and unconfirmed until payment is received.
15. All payments are inclusive of GST unless otherwise stated.
16. VCA does not offer credit facilities.
17. Where a Customer requires VCA or a Provider to complete additional forms or documentation to comply with newly introduced or updated client-specific policies, a $50 administration fee per booking will apply.
Cancellation Policy
18. All cancellations must be submitted in writing and acknowledged by VCA. Cancellations made by phone, text message, or voicemail will not be processed.
19. If a confirmed booking is cancelled by the Customer, the following fees apply:
A. A $100.00 administration fee applies per cancelled booking, plus:
B. More than 30 business days before the activity date: no additional cancellation fee;
C. Within 30 business days of the activity date: 25% of the booking value;
D. Within 14 business days of the activity date: 50% of the booking value;
E. Within 7 business days of the activity date: 100% of the booking value.
Booking values are calculated based on the number of children quoted at the time of booking.
20. If a booking is still in pending status (payment not yet received) at the time of cancellation, cancellation fees are still payable to VCA.
21. Circumstances beyond the Customer’s reasonable control will be considered by VCA on a case-by-case basis.
22. Additional fees may be payable in line with the cancellation terms of the relevant Activity Provider.
Part C — Liability and General
Liability
23. VCA will use reasonable care to identify reputable and suitable Activity Providers but makes no warranty as to the quality, safety, or fitness for purpose of any activity or service provided.
24. VCA takes no responsibility for any harm, loss, or damage suffered by a Customer, their staff, or attendees arising from an Activity, except where such harm is directly caused by VCA’s own acts or omissions, or where liability cannot be excluded by law.
25. If harm or loss is caused by an Activity Provider, the Customer’s recourse is against the Provider, not VCA.
Changes to These Terms
26. VCA may update these Terms and Conditions at any time. Changes take effect upon posting to the VCA website. Continued use of VCA’s services after an update constitutes acceptance of the revised terms.
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Website Terms of Use
27. By accessing the VCA website, you agree to these Terms of Use and all applicable laws. If you do not agree, you must not use this site.
28. You may temporarily view materials on the VCA website for personal, non-commercial use only. You may not copy, modify, redistribute, or use materials for commercial purposes.
29. The website and its contents are provided “as is”. VCA makes no warranties regarding the accuracy, completeness, or reliability of any content on this site.
30. To the extent permitted by law, VCA is not liable for any loss or damage arising from use of, or inability to use, this website.
31. VCA is not responsible for the content of any external sites linked from this website.
32. These terms are governed by the laws of New South Wales, Australia.