NCS Personal Best Education – Terms & Conditions


References in these Terms and Conditions to “we” or “us” are references to your Personal Best Education your local NCS provider. You can contact us if you have queries in relation to your booking or for any other reason by contacting:


      Phone: 01794 510 225     


By completing and signing the sign up form you are submitting a request to book a place on the National Citizen Service programme powered by Personal Best Education. All requests are subject to acceptance on confirmation of the booking and that payment has been received.


To cancel your booking please contact us via email or phone with your reason for cancellation.


The NCS programme costs a maximum of £50 per Young Person.  For applicants unable to commit to this expenditure financial support is available. To apply for financial support please contact 01794 510 225.



Payment can be made by credit/debit card or cheque. Card payments can be submitted online or over the telephone.


If a young person withdraws from NCS powered by Personal Best Education within 14 days of our receipt of their payment, they will be eligible for a full refund.

Please contact us by phone or email as soon as the young person knows they will be unable to participate in the programme. This way, we can offer the place to another young person who would like to take up the opportunity.

In the rare circumstance that we are not able to offer a young person a place on the programme on any of their selected dates, we will also offer a full refund.

Refunds will be made to the card the payment originated from.

Refunds will be paid within 4 weeks of the request for a refund having been received. If you have not received your refund within 4 weeks of having requested it please contact us.


Personal Best Education is committed to safeguarding and promoting the welfare of young people and expects all staff, volunteers, parents, partner agencies and commissioned services to share this commitment. We confirm that all our delivery staff have been subject to Enhanced Disclosure and Barring Service (DBS) checks formally Enhanced Criminal Records Bureau (CRB) checks and hold suitable coaching and first aid qualifications.


The booking form contains certain information and disclaimers which, by signing the form, you accept that in the absence of any negligence on our part, participation in the National Citizen Service programme is at your own risk. We have public liability insurance cover of at least £5 million. We do not accept liability for loss or theft of personal belongings that occurs while on the programme. If your child brings valuables with them this will be at their own risk.


We are committed to ensuring your child has a great experience but if you or your child is not entirely happy with their experience please contact us in the first instance.


Our standard age eligibility requirements are as follows:

  • Autumn – Participants must be 16 or 17 on 31 August of the current calendar year (and must not be 18 during any part of a residential phase, including travel days);
  • Spring – Participants must be 16 or 17 on 31 August of the previous calendar year (and must not be 18 during any part of a residential phase, including travel days);
  • Summer – Participants must be 16 or 17 on 31 August of the current calendar year. Note that this means that young people who are 15 may attend summer programmes, providing they turn 16 on or before 31 August that year.


Where possible we provide equal access to our programme for all young people and will make the necessary adjustments to enable a young person to access and get the most out of NCS.

The only reason that we would not accept a young person onto the programme would be if we could not guarantee their or other people’s safety.

We are able to accommodate a large range of support needs if we are fully informed of them in appropriate time before the programme starts. Please complete the medical and support form as soon as possible, providing us with full details of the young person’s needs. Our dedicated team may then contact you if they need any further information or to discuss any additional support we could provide.

If you would like to discuss the possibilities for support on our programme, please call us on 01794 510 225. To start your young person’s application, and provide details of their support needs, please go to our online portal for applications: 



NCS Powered by Personal Best Education is open to all Young People at school or living in our specified geographic areas who meet the age criteria. EU Citizens are eligible if being educated in England whether in independent or mainstream schools, Non-EU Citizens are eligible if they hold Indefinite Leave to Remain status (and would therefore normally be eligible for access to public funds), or have Discretionary or Time Limited Leave to Remain (and hence some level of access to public funds in some circumstances) or have Refugee status (with recourse to public funds) or are awaiting their status to be determined (i.e. in receipt of NASS payments).

All Young People eligible according to the other criteria can only take part in the NCS programme once.


We take the health and safety of young people in all manner very seriously and have a stringent Safeguarding policy. As we are continually seeking to improve and keep up with industry best practise our policy is updated regularly.


During the programme Health & Safety is of utmost importance and our staff and activity provider staff are required to conduct regular risk assessments. Our requirement in obtaining full medical and support information from a parent/guardian is to enable us to produce accurate assessments and ultimately reduce risk.


The Principles behind the Policy.

Absences should be minimised. Absences are a significant issue for the programme – whether agreed in advance or not. A core aim of NCS is to build trust, responsibility and understanding between young people from different backgrounds. Absence from the programme is significantly damaging to this aim as it reduces the ability of the team to bond.

Absences are sometimes unavoidable: There is therefore some flexibility to allow absences.

Absences should be approved in advance with parents or guardians, by calling 01794 510 225 or emailing

Participants with absences should be encouraged to make up any hours missed. However, they may not have to make these hours up in order to graduate. We will discuss this with you if it affects you. If you need to request an absence for whatever reason, please email us at


For any absence participant’s should be encouraged to make up the hours missed (1 day = 6 hours).

Young people with unplanned absences requested after starting the programme may graduate if the absence is for less than two days for an authorised or unauthorised absence.


Anyone turning up between 2-4 hours late on one occasion, should be encouraged to make up the equivalent of a half day (3 hours)

Anyone turning up more than 4 hours late on one occasion, should be encouraged to make up the equivalent of a full day (6 hours)


Absences are only approved if they meet the below criteria.

  • The participant cannot attend another programme date.
  • The request is received from the parent or guardian via email to
  • The absence does not result in the participant being absent for more than 2 days (24 hour period) in the summer programme if in advance of the programme.
  • The request is NOT for the first day of NCS Get Active (Week 1)
  • If young people have to pick up their A-level/GCSE results during weeks two, three or four of NCS, they are required to be back by 1pm.


If a participant has hours that they need to “make up” in order to graduate they can carry out any activity that involves spending time, unpaid, doing something that aims to benefit the environment or community (individuals or groups) other than, or in addition to friends and relatives. This can be done through joining another NCS team during their week three or four or it can be done independently. To discuss making up hours please call and email us on or 01794 510 225.


Leading sessions at a local youth group or uniformed group such as guides or scouts.

Giving time to a local community member, group or charity, e.g. volunteering at local charity shop, volunteering in the office of a local charity, acting as a marshal at a charity fun run.

Running an after school sports club for younger pupils.


Giving time to a profit making organisation.

Paid work for a local charity or community group e.g. being paid to distribute leaflets promoting a charity.

Helping relatives or friends e.g. mowing your parents lawn, cooking your nan’s dinner.


Before we can confirm a place, we need to receive and review your complete application. This includes medical and support information, consent from your parent/legal guardian and payment.

Places are subject to availability and are not confirmed until you receive confirmation from us by email. If we are not able to offer a young person a place on the programme, we will issue a full refund of the fee.

Waiting lists only apply to programmes which are already full.

Young people on a waiting list will be offered any space which becomes available on the programme before it starts. As other young people’s availability changes – due to holidays or other commitments – spaces do become available for those on waiting lists.

Waiting lists are checked daily and in general spaces are allocated to those that completed their applications first.  We are however also obliged to consider other criteria when allocating a place on the programme:

  • Accommodation restrictions for boys and girls places
  • The number of people already on the programme from any one school (we have to mix young people from different schools)
  • If the date selected has a suitable place to meet the young person’s needs (see our inclusion policy for further details).
  • If you are placed on a waiting list we will contact you.

You might also want to consider whether you are available for any of our programmes on other dates as this will increase your chances of securing a space. It is possible to be on waiting lists for multiple programmes to increase your chances of getting a space.

Privacy Notice (How we use personal information)

We (Mountbatten School Services trading as Personal Best Education) are the Data Controller for the purposes of the current Data Protection Act 1998, which was replaced by GDPR from 25 May 2018. We collect information from you and may receive information about you from your previous school.

We as the NCS Department at Personal Best Education (Mountbatten School Services) collect and use data in the following way;

Why we collect and use this information

  • Delivering and evaluating NCS, and assessing the quality of our services
  • In the case of photographic images and/or video, producing publicity, promotional and marketing material for NCS.
  • Provide appropriate pastoral care;
  • To assess the quality of our services
  • Provide notification of news and events
  • To comply with the law regarding data sharing

 The categories of young person information that we collect, hold and share include:

  • Personal information (such as name, school, date of birth, telephone number and email address)
  • Characteristics (such as ethnicity, language, nationality, gender and free school meal eligibility)
  • Medical information (such as doctors name & address, medical conditions and medication)
  • Emergency contact information (such as parent/carer name, address, telephone number)
  • Relevant special educational needs and behavioural information
  • Reporting to NCS Trust and The Challenge Network (our funders)
  • Reporting to external providers with dietary & medical information (such as activity providers and residential sites)

The lawful basis on which we use this information

The General Data Protection Regulation allows us to collect and use student information with consent of the data subject, where we are complying with a legal requirement, where processing is necessary to protect the vital interests of a data subject or another person and where processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller. When the personal information is Special Category Information we may rely on processing being in the substantial public interest in addition to consent of the data subject and the vital interests of the data subject or another.

Our requirement for this data and our legal basis for processing this data includes the Education Act 1996, 2002 and 2011, The Childrens Act 1989 and 2004, Education and Skills Act 2008, Schools Standards and Framework Act 1998 and the Equalities Act 2010.

We collect and use information under Article 6 of GDPR where by The data subject has given consent to the processing of his or her personal data for one or more specific purposes; and processing is necessary for compliance with a legal obligation to which the controller is subject.

Collecting personal information

Whilst the majority of student information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with the General Data Protection Regulation (GDPR), we will inform you whether you are required to provide certain student information to us or if you have a choice in this.  Where we are using your personal information only on the basis of your permission you may ask us to stop processing this personal information at any time.

Storing personal data

We hold young person data on our internal system for five years from completion of the NCS programme. The purpose for this retention is for statistical purposes, for reference referrals from auditors and/or for proof of attendance and achievement results from individuals and us as a provider.

Who we share student information with

We routinely share student information with:

  • NCS Trust
  • The Challenge Network
  • Residential sites –
    • Ultimate Adventure Centre
    • Ruda Holiday Park
    • Marwell Activity Centre
    • Escape Surf Lodge
    • Tile Barn
  • Activity providers –
    • Ultimate Adventure Centre
    • Saltair
    • Newquay Activity Centre
  • Local secondary schools and colleges with sign-up statistics

If you require more information about how these companies store and use your information, then please go to the following websites:

For NCS Trust

The NCS Trust have their own privacy notice, which can be accessed via the following link:

For Ultimate Adventure Centre

The Ultimate Adventure Centre have their own privacy notice, which can be accessed via the following link:

For Ruda Holiday Park

Parkdean resorts have their own privacy notice, which can be accessed via the following link:

For Marwell Activity Centre

Marwell Activity Centre have their own privacy policy, which can be accessed via the following link: 

For Escape Surf Lodge

The Escape Surf Lodge have their own privacy policy, which can be accessed via the following link: 

For Tile Barn

Tile barn have their own privacy policy, which can be accessed via the following link:

Requesting access to your personal data

Under data protection legislation, parents and young people have the right to request access to information about them that we hold. To make a request by an appropriate person for personal information please contact-

NCS – 01794 510225 or alternatively email your request to

You also have the right to:

  • object to processing of personal data that is likely to cause, or is causing, damage or distress
  • prevent processing for the purpose of direct marketing
  • object to decisions being taken by automated means
  • in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
  • claim compensation for damages caused by a breach of the Data Protection regulations

If you have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office at


If you would like to discuss anything in this privacy notice, please contact:

Mr Chris Goodrich, The Mountbatten School Business Manager and Data Protection Officer on 01794 502502.