Terms and Conditions

Cottonwood Learning Terms & Conditions

Effective as of 1st January 2025

1. General Information

Cottonwood Learning operates outdoor, nature-based programs on the Southern Gold Coast, including Nature Kindy, Nature Holiday, Nature Camp, Cottonwood Adventures, Playgroup and seasonal family programs.
Our programs are grounded in nature pedagogy, inquiry-based learning, and child-led exploration.
Participation in any session implies full acceptance of these Terms & Conditions.

2. Insurance and Public Liability

Cottonwood Learning maintains comprehensive public liability insurance covering incidents or injuries that may occur during sessions.
This insurance does not cover injuries resulting from failure to follow facilitator instructions, negligent supervision by parents (for family sessions), or disregard for safety guidelines.
Parents/guardians acknowledge that participation in outdoor nature play involves inherent risks such as uneven terrain, natural materials, weather changes, insect bites, and minor injuries.

3. Parent and Guardian Responsibilities

Nature Kindy, Holiday and Adventurers is a drop-off program supervised by qualified educators. Playgroup and Family sessions require parents or caregivers to remain on site and supervise their own children at all times.
Parents/guardians must disclose any relevant medical conditions, allergies, or behavioural or developmental needs in advance.
All participation occurs at the participant’s own risk. Cottonwood Learning accepts no liability for injury or loss except in cases of proven negligence.
Families must ensure children are appropriately dressed for outdoor play (hat, enclosed shoes, weather-appropriate clothing, spare clothes, food, and water).

4. Safety and Use of Equipment

All equipment and materials are regularly checked for safety and cleanliness.
Activities are planned to be age-appropriate and developmentally suitable, balancing challenge and risk in line with nature pedagogy principles.
Children are encouraged to engage in managed risky play (e.g., climbing, tool use, water play) under educator supervision.
Adults in family sessions are expected to guide children in safe use of tools and natural materials.

5. Health, Illness, and Hygiene

To ensure a healthy environment, all equipment is cleaned before and after use, and hand-washing or sanitising is incorporated into routines.
Children who are unwell or show symptoms of contagious illness (fever, vomiting, rashes, diarrhoea, etc.) must not attend sessions.
Cottonwood Learning reserves the right to refuse entry or request early collection of an unwell child to protect the wellbeing of others.
In the event of illness, a medical clearance may be required prior to return.

6. Fees, Payment & Refunds

All details for bookings, payments and cancellations are included in our Cancellations Policy.

7. Weather, Cancellations & Program Changes

Programs proceed in most weather conditions as outdoor learning includes experiencing rain, wind, and seasonal changes. Sessions will only be cancelled in unsafe weather (severe storms, lightning, high winds, extreme heat, flooding). All details are included in the Severe Weather Policy.
Cottonwood Learning reserves the right to change the session location, timing, or structure to ensure safety and continuity of learning.

8. Behaviour, Safety & Respect

Cottonwood Learning fosters respectful behaviour, teamwork, and care for the environment.
Children are supported through positive guidance and restorative approaches, not punitive discipline.
Parents/guardians agree to reinforce respectful behaviour, follow educator instructions, and uphold the program’s values of care, curiosity, and connection.

9. Health, Safety, and Emergency Care

All facilitators hold current First Aid, CPR, and Blue Card (Working with Children) clearances.
In the event of injury or emergency, staff may administer first aid and, if required, contact emergency services. Parents/guardians will be notified immediately. Any associated medical costs are the family’s responsibility.

10. Photography, Media & Privacy

Photos and videos may be taken for documentation, educator reflection, or promotional use (website, social media, publications) and full details are included in our Media Consent Policy.
Parents/guardians may opt out of photo use by notifying Cottonwood Learning in writing before sessions begin.
All images and videos remain the intellectual property of Cottonwood Learning.

11. Complaints and Concerns

We value open, respectful communication. Any concern should first be raised directly with the Lead Educator or Program Coordinator.
If the issue remains unresolved, families may submit a written complaint to the Director via hello@cottonwoodlearning.com.au.
We commit to acknowledging complaints promptly and working toward fair, respectful resolution.
Where needed, both parties agree to attempt mediation before considering further action.

12. Code of Conduct and No Smoking / Drugs / Alcohol

All participants, parents, guardians, and visitors agree to uphold a respectful and safe environment for children, staff, and the natural places we work within.
Smoking, vaping, consumption of alcohol, or use of illegal substances is strictly prohibited at all Cottonwood Learning sessions or sites.
Any person under the influence of alcohol or drugs will be refused participation or asked to leave immediately.
Aggressive, discriminatory, or unsafe behaviour towards staff, children, or others will not be tolerated and may result in immediate removal or termination of enrolment.
Our Code of Conduct reflects the values of care, connection, curiosity, and respect for people and Country.

13. Liability & Indemnity

By enrolling or attending, families acknowledge that outdoor play carries inherent risk.
Parents/guardians release and indemnify Cottonwood Learning, its owners, staff, and contractors from any claims or damages arising from participation, except in cases of proven gross negligence.
This includes injuries, property loss, or damage occurring during sessions or travel to/from the site.

13. Compliance & Legislation

Cottonwood Learning complies with all relevant Queensland legislation and including child protection, safety, and environmental care requirements.
Families agree to follow site rules, safety briefings, and directions from staff at all times.

14. Entire Agreement and Severability

These Terms & Conditions, together with any enrolment form, policies, consent forms, or programme-specific guidelines provided to you, constitute the entire agreement between Cottonwood Learning and the Parent/Guardian regarding your child’s participation.
If any provision of these Terms & Conditions is found to be invalid or unenforceable, that provision will be removed and the remaining clauses shall continue in full effect.
No amendment or waiver is binding unless made in writing by Cottonwood Learning.

15. Updates to Terms & Conditions

Cottonwood Learning may amend these Terms & Conditions periodically.
Any significant updates will be communicated via email and posted on our website.
Continuing to participate after notice of changes constitutes acceptance of the revised terms.

16. Acknowledgement

By enrolling in or attending a Cottonwood Learning program, you confirm that you:

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