Camp Nexplore Policies

Policies for Camp Nexplore

Welcome to Camp Nexplore! These Terms of Service (“Terms”) are a legally binding agreement governing your and/or your child’s use of our services, including our website and all associated digital and non-digital programs, activities, and camps, including Camp Nexplore (“Services”).
By using our Services, you agree to these Terms.

 

1. Changes to These Terms:

Nexplore reserves the right to update these Terms at any time. Continued use of the Services after updates constitutes acceptance of the revised Terms.

 

2. Privacy Policy

  • This Privacy Policy explains how Nexplore (referred to as “we,” “our,” or “us”) collects and uses information through our website (the “Site”). It applies only to data collected via this Site.

  • By accessing or using the Site, you agree to the terms of this Privacy Policy as described below.

  • This Privacy Policy explains how Nexplore (referred to as “we,” “our,” or “us”) collects and uses information through our website (the “Site”). It applies only to data collected via this Site.

  • We are committed to protecting your personal information. Any data collected from individuals who visit or use our Site and its services will be kept accurate, confidential, secure, and private.

  • We will retain personal information only as long as necessary to fulfill those purposes.

  • We will collect personal information by lawful and fair means and, where appropriate, with the knowledge or consent of the individual concerned.

  • Personal data should be relevant to the purposes for which it is to be used and, to the extent necessary for those purposes, should be accurate, complete, and up to date.

  • We will protect personal information with reasonable security safeguards against loss or theft, as well as unauthorized access, disclosure, copying, use, or modification.

  • We will make information about our policies and practices relating to the management of personal information readily available to customers.

  • We do not gather or use information from children under the age of 13 years old unless we have clear permission from a parent or guardian.

  • We are committed to conducting our business in accordance with these principles to ensure that the confidentiality of personal information is protected and maintained.

 

3. Registration Management and Information Use

  • You agree to provide accurate and current information and to update it as necessary.

  • You are responsible for all activity on your account. Report any unauthorized account use immediately if there are any discrepancies with your registration.

  • We collect your email address as you submit any forms on our website, answer surveys or communicate via email during the registration process. We also collect contact information such as a phone number to communicate with you.

  • We use your information provided to keep you informed about updates to our website and may reach out to share news, special offers, company announcements, and job openings from Nexplore.

 

4. Payment & Cancellation

Payment and cancellation policies are outlined in our Terms of Purchase, which are incorporated into these Terms.

 

Refund Policy:
 

We know that life happens, and sometimes you may need to reschedule or cancel your camp session. Before making any changes, please review the general refund guidelines below.

  • If you cancel with more than 30 days until the session start date, you will receive all full refund minus $25 processing fee.

  • 15-30 days until the session start date, 50% refund

  • 2 weeks prior to the start of camp, no refund

Cancellations by Nexplore:

 

Nexplore reserves the right to cancel any camp due to insufficient enrollment or other unforeseen circumstances. Upon cancellation on behalf of Nexplore, a full refund will be issued.

 

Cancellation/Inclement Weather Policy:

 

Nexplore shall not be held liable to any customer for the cancellation, modification, or postponement of a camp due to circumstances beyond its reasonable control, referred to as a “Force Majeure Event.” Nexplore incurs significant non-recoverable costs in the planning, preparation, and prepayment for camps. Therefore, in the event that Nexplore is unable to operate a camp as scheduled or if the camp is interrupted due to a Force Majeure Event, customers will receive a credit for all amounts paid, which must be used for services within 12 months. If a camp program is interrupted, the credit will be prorated based on the missed portion of the program. The cancellation, modification, or postponement of a camp by Nexplore due to any of the causes outlined in this section will not constitute a breach of its obligations to customers nor be considered a “failure” to provide services.

 

Force Majeure Events refer to circumstances beyond Nexplore’s control that may prevent us from providing camp services as planned. These events include, but are not limited to:

  • Outbreaks of disease, pandemics, or other major public health concerns (including, but not limited to, COVID-19)

  • Extreme weather or natural disasters such as hurricanes, earthquakes, floods, wildfires, volcanic eruptions, landslides, tsunamis, or tornadoes

  • Acts of war (declared or undeclared), terrorism, or threats thereof

  • Civil unrest, including riots, violence, sabotage, or other public disturbances

  • Labor disruptions such as strikes, lockouts, or industrial disputes

  • Government-imposed actions like restrictions, sanctions, quarantines, or any official order that limits activity near a camp location

  • Chemical, biological, or radioactive hazards

  • Or any other event or condition that renders it illegal or unfeasible for Nexplore to carry out its camp programs as originally scheduled

Additionally, if a facility becomes unavailable due to any of the reasons listed above, it will also be considered a Force Majeure Event.

 

5. Camp Conduct & Dismissal

Nexplore is committed to fostering a safe and supportive learning and camp environment for both campers and staff through positive behavior management strategies. Campers are expected to participate safely and responsibly. On the first day of camp, all campers receive an orientation covering safety guidelines and behavior expectations.

Nexplore reserves the right, at its sole discretion, to refuse or cancel a camper’s registration or to dismiss a camper from the program if their participation is found to negatively impact the wellbeing, safety, or overall experience of other campers or staff.

Standard cancellation policies apply to dismissed campers.

 

Examples of behaviors that may lead to dismissal include, but are not limited to:

  • Physically aggressive actions such as hitting, shoving, pushing, biting, or kicking campers or staff

  • Inappropriate sexual contact with campers or staff

  • Threats of physical harm toward campers or staff

  • Use of derogatory or discriminatory language based on race, sexual orientation, religion, or other protected characteristics

  • Possession of a weapon at camp or threats to bring a weapon

  • Repeated, targeted verbal aggression directed at campers or staff

  • Bringing drugs, alcohol, or other prohibited substances

  • Consistently refusing to follow staff instructions in ways that create safety risks (e.g., leaving the group, mishandling supplies

 

6. Camper Health, Safety, & Injury Response Policy

The safety and well-being of our campers is our top priority. All on-site camp management staff are certified in First Aid and CPR to ensure immediate and competent care in the event of an injury.

For minor injuries—such as cuts or scrapes—parents or guardians will be informed during daily check-out. In the case of a more serious incident, emergency services (911) will be contacted as necessary, and parents or guardians will be notified immediately.

 

Student Sick Policy:
To ensure the health and safety of all students and staff, we ask that sick students remain at home until they are well enough to participate fully in daily activities. A student should stay home if they exhibit any of the following symptoms:

  • Fever of 100.4°F (38°C) or higher

  • Vomiting or diarrhea within the past 24 hours

  • Persistent cough or difficulty breathing

  • Undiagnosed rash

  • Contagious illnesses (e.g., strep throat, conjunctivitis, COVID-19, influenza)

Students must be symptom-free for at least 24 hours without the use of medication.
If a student becomes ill during the day, a parent or guardian will be contacted for prompt pick-up. We appreciate your cooperation in keeping our community healthy.

 

7. Assumption of Risk

The safety and well-being of our campers is our top priority. All on-site camp management staff are certified in First Aid and CPR to ensure immediate and competent care in the event of an injury.

For minor injuries—such as cuts or scrapes—parents or guardians will be informed during daily check-out. In the case of a more serious incident, emergency services (911) will be contacted as necessary, and parents or guardians will be notified immediately.

 

Student Sick Policy:

Using the Services carries inherent risks. You understand that your child may be exposed to dangers, including but not limited to:

  • Use of common classroom tools (scissors, hot glue guns, etc.)

  • Active outdoor play

  • Use of playground equipment

 

8. Nexplore Camp Snack & Lunch Policy

Nexplore will provide a nut-free snack and water for all AM and PM camp sessions. Lunch is not provided, so all campers must bring a packed lunch from home. We also recommend sending a refillable water bottle with your camper.

To support campers with allergies, we will provide a designated nut-free table if needed. While Nexplore takes all necessary precautions to ensure a safe environment for students with allergies, we cannot guarantee that other campers will not bring food containing nuts.

If you have any questions or concerns, please reach out to our team.

 

9. Arrival and Dismissal Policies

Late drop-offs, and early pick-ups are strongly discouraged. Campers are deeply engaged in hands-on activities and projects throughout the day. Disruptions can negatively impact both the individual camper’s experience and their peers’.

The curriculum is designed as a five-day program. Many activities span multiple days. Missing portions of the camp may lead to incomplete projects and a less fulfilling experience.

  • Please email the site coordinator if you have prior commitments with these times and dates to make the arrangements.

  • For late arrivals, the site coordinator will wait at the door for 15 minutes after camp has started. After that, you will have to call the site coordinator to come and get your child at the arrival location (designated per site).

  • If your child is signed up for After Care, they will be escorted to the After Care class and can be picked up any time after 4 pm. After care ends at 5:00 PM.

  • If your child is not signed up for After Care, a parent or authorized guardian must pick them up within 10 minutes of class dismissal. If picked up after 10 minutes, a daily after care fee will apply.

  • Late pick-ups may result in additional fees.

  • If a different authorized adult will pick up your child, notify the site coordinator via email, including their name and phone number. ID verification will be required at pick-up.

 

10. Class/ Clothing Recommendations

Students should wear closed-toed shoes and flexible clothing suitable for outdoor and movement-based activities.

 

11. Contact Information

For questions, contact us at camps@nexploreusa.com