• Payment in Full: Full payment is required at the time of booking via our secure online portal to reserve your child’s place in the programme. Spaces are allocated on a first-come, first-served basis.

• Accuracy of Information: You confirm that all contact details, emergency contacts, and medical/allergy disclosures provided during registration are accurate and up to date.

• Absences & Non-Attendance: Following standard ECE and childcare industry regulations, fees are charged for your child’s booked space, not their attendance. No refunds or fee credits are provided for individual absences due to routine illness, family holidays, or personal scheduling conflicts.

• Make-Up Classes: If you notify Mini Manu in advance of a planned absence, we will attempt to offer a make-up session in an alternative class within the same term, subject to space availability.

• Programme / Venue Cancellations: If a session is cancelled by Mini Manu or the host centre due to severe weather, facility closures, or unforeseen circumstances, Mini Manu will arrange a make-up session and communicate the details to parents/caregivers.

• Withdrawals: Requests to cancel a full term booking must be made in writing within the first week of the booked programme. All other cancellation requests will be reviewed by management on a case-by-case basis.

• Medical Disclosures: You must disclose any known medical conditions, severe allergies, injuries, or developmental needs during registration.

• First Aid Consent: You authorize Mini Manu's qualified, first-aid-trained coaches to administer basic pediatric First Aid (e.g., plasters, ice packs) to your child if an injury occurs during a session.

• Emergency Medical Care: In the event of a medical emergency requiring urgent attention beyond basic First Aid, Mini Manu staff will immediately follow the host centre’s emergency protocols, contact emergency services (if required), and contact you or your designated emergency contacts as soon as possible.

• Unwell Children: To protect the health of all tamariki and staff, children who are unwell (e.g., high fever, vomiting, diarrhea, or contagious conditions) must not attend Mini Manu sessions.

• Media Consent Opt-In: By selecting the media consent checkbox during registration, you grant Mini Manu permission to capture photos and videos of your child during sessions for use in promotional materials, website content, newsletters, and official social media channels.

• Device & Editing Policy: Media will only be taken on secure devices and will never be edited or altered using AI.

• Withdrawal of Media Consent: You retain the right to withdraw your media consent or request the removal/copy of media featuring your child at any time by contacting Mini Manu in writing.

• Host Centre Collaboration: Mini Manu operates inside licensed ECE centres. Mini Manu coaches will never have unsupervised 1:1 access to your child; a registered ECE teacher from the host centre will be present in the room at all times.

• Clothing & Gear: Parents/caregivers agree to ensure tamariki are dressed in suitable, flexible clothing for active gross-motor play.

All Mini Manu coaches will be first aid trained, and equipped with adequate training in order to prioritise tamariki safety and building their confidence and capability.

Mini Manu coaches will renew their training annually, and performance appraisals will take place every quarter.

Copies of all staff training documents and certificates will be kept on file.

Mini Manu coaches will never be alone 1:1 with a child. They will maintain appropriate physical contact only when necessary in order to carry out activities or support the tamariki’s movement.

In compliance with the Education and Training Act 2020, and the tamariki’s Act 2014, all Mini Manu staff must clear a comprehensive safety check. Because external providers cannot legally process early childhood police vets, Mini Manu operates a strict and collaborative onboarding process.

• Upon conditional employment, staff will undergo a Ministry of Justice Criminal Record check, and comprehensive reference verification.

• Prior to commencing any work, the host centre will submit a Police Vetting form, completed by the conditional employee. Mini Manu recognises that the vetting data belongs to the centre and cannot be transferred or shared.

• No Mini Manu staff member will have unsupervised access to tamariki; a registered and qualified teacher must be present and within line-of-sight at all times.

Equipment will be checked at the beginning of the week and signed off for safety. Equipment safety form will include any sharp objects, loose nuts, bolts and screws, deteriorating equipment, gear is being stored somewhere clean, dry and safe.

Outside sessions require each tamariki to wear enclosed shoes, and wear sunblock between the months of October-April. During warmer months, water breaks will be scheduled every 15-20 minutes to keep tamariki hydrated. Where possible, all sessions will take place inside or under cover. Where this is not possible and sessions take place outside, cancellation decisions will be made by 7am the morning of each session.

In case of an emergency, all coaches will be briefed prior to session on individual centres’ procedures on assembly points and evacuation procedures. All Mini Manu coaches will support the centre to carry out their procedures in the case of any missing child, or critically injured child.

Mini Manu is committed to providing a safe, healthy, and supportive environment for all tamariki, staff, centre personnel, and visitors. We are committed to complying with the Health and Safety at Work Act 2015 and taking all reasonably practicable steps to eliminate or minimise risks associated with our activities.

Risk Assessment and Management Forms will be completed prior to each session using our RAMs form template. Any hazard and risks identified must be reported to the centre immediately and contained or removed. In the event there are hazards/risks that cannot be contained or removed. If hazards cannot be contained or removed, the session will be adapted to a safe sub-area within the centre, or rescheduled.

Accidents and incidents will be recorded and kept on file. All accidents and incidents will be reported to the centre as soon as possible, or at the end of each session.

In addition, each centre has their own accident and incident procedures to follow.

When completing online registration, it is required that any medical information is disclosed so Mini Manu coaches can keep tamariki safe. All Mini Manu coaches will comply with the centres’ health and safety surrounding medical procedures.

All Mini Manu coaches will carry a First Aid Kit with them, and be aware of where the centre’s First Aid Kit is as back up, and be able to locate the nearest AED machine. First Aid kits will be audited monthly, using the First Aid Kit Audit Checklist to replace any expired or depleted stock. Instant ice packs and/or ice spray will be kept within each kit for minor swelling, bumps and bruises.

Our registration form has a tickbox for media consent. By ticking this box upon registation, you are granting permission to Mini Manu, to take and use images and videos of my child/tamariki for use in newsletters, and on social media.

Registration Form Tickbox:

Any media gathered may be used in any of our promotional materials in both print and electronic media, such as websites and social media. Media may be edited or formatted for print and online media, but never photoshopped or adjusted using AI.

You have the right to request us to stop using media of your child/tamariki at any time. You have the right to request a copy of any media taken of your child/tamariki.

To secure spaces in a programme, all fees and session costs must be paid in full at the time of booking. We accept payments via our online portal.

Following standard childcare and daycare regulation, fees are charged for your child’s booked space rather than their attendance. Because our staffing costs, overheads, and operational costs remain the same regardless of your child’s attendance no refund or credits are issued for absences due to illness, family holidays, or personal scheduling conflicts. To help accommodate your child as best we can, if you can provide advanced notice of planned absences we will do our best to offer a make-up session, subject to availability.

If you have already booked your child with Mini Manu and wish to cancel their upcoming sessions, please do so within the first week of booking the programme. For any other cancellation situations, contact management directly to discuss options.

In the case of sessions being cancelled due to weather conditions, centre interruptions, or any other unforeseen circumstance that results in the centre or Mini Manu making a cancellation, a make up session will be discussed with the centre and communicated with parents and caregivers prior to the make up session taking place.

To deliver a high quality, professional and safe learning environment, all coaches will follow the same operational workflow for each session delivered. This ensures the environment is secured before tamariki arrive, programmes are executed to a high standard, and seamless communication with the centre is maintained.

Arrival:

• Coaches must arrive 15 minutes prior to the beginning of the session to allow enough time for complete set up. Coaches must check in with the centre or lead teacher to sign in.

• Before bringing equipment into the space, coaches will conduct a hazards check and complete the health and safety form

In Session:

• Coaches begin with a welcome, stating their name and why they are there, and carrying out an engaging warm up to get the kids familiar with the concept of the session.

• Active engagement and supervision will be maintained continuously throughout the session. Coaches will position themselves within the space so they can always see the tamariki, and they can always see the coach.

• Sessions will all be concluded with a cooldown or final fun activity to lower the tamariki’s excitement before they return to their class/room.

Pack Down:

• Once the tamariki have transitioned back to their class/room, all equipment will be sanitised/wiped down and packed away. Equipment maintenance will be done at head office following the Equipment Maintenance Form and guidelines.

• The venue and used space will be left clean and tidy and/or returned to its original configuration.

• Before departing, coaches will sign out where necessary and have a short debrief with the head teacher/centre manager. This debrief will consist of any successes or wins that came from the session (did any tamariki in particular come out of their shell more, or achieve something they had been trying to get for weeks etc...), and also any concerns (behavioural challenges, accidents/injuries, any tamariki that may need more support or modifications).

Mini Manu collects personal information strictly necessary to deliver safe fundamental movement sessions for children under 5. This includes:

• Contact Information: Parent/Guardian name, phone number, email address, and home address.

• Child Profile Data: Child’s name, date of birth, and relevant health, allergy, or medical conditions required for safe participation.

• Financial Details: Payment information for parent-paid session registrations.

Personal details are used exclusively to:

• Administer movement sessions and adapt activities to specific medical or physical needs.

• Communicate class schedules, schedule updates, and payment invoices.

• Contact parents or emergency services in the event of an illness or injury.

• Strict Opt-In: Mini Manu will never capture or publish photographs or videos of any child without prior, explicit written consent from a parent or guardian.

• Usage Scope: Approved photos or videos will only be used for specified purposes (e.g., social media updates, website features, or promotional materials) as selected on the media consent form.

• Right to Revoke: Parents can withdraw media consent at any time by contacting Mini Manu in writing. Upon receiving a withdrawal notice, Mini Manu will cease using the images and remove existing digital content where reasonably feasible.

• Security: All electronic records are stored in password-protected, encrypted systems accessible only by authorized Mini Manu personnel.

• No Third-Party Selling: Mini Manu will never sell, rent, or trade personal data or child images to third-party marketers.

• Permitted Disclosure: Information is shared only with healthcare professionals during an emergency or where required by law.

Parents and legal guardians have the right to inspect the personal information Mini Manu holds about their family, request corrections, or request data deletion once services conclude (subject to statutory record-keeping obligations).

For privacy inquiries, media consent changes, or data access requests, please contact Grace at:

• Email: grace@minimanunz.com

• Phone: 021 255 5893