In order to provide a childcare placement to your child and to enable us to provide the highest standards of care we require all parents/carers to be aware and abide by our terms and conditions.

1. Equal Opportunities

We are committed to providing equality of opportunity to all our children, parents/carers, their families and staff. Anti-discriminatory practice for all children and families according to their individual needs and undertake this through our equality policies that our settings operate.

2. Welfare and Safeguarding of Children

2.1 You agree that;

• We all share a responsibility for safeguarding and promoting children’s welfare, human rights, and freedoms and balance their needs in line with our setting policies. You can raise any safeguarding concerns at any time.
• To inform the setting as soon as possible to disclose any known medical condition, health problem or allergy that might affect your child or any family circumstances, including court orders which might affect your child’s; welfare or happiness.
• You give us consent to such physical contact as may accord with good practice, and be appropriate, proper teaching, instruction and for providing comfort a child in distress, or to maintain safety and good order, or in connection with the child’s health and welfare.
• Where applicable and at the request of the setting you will provide the appropriate clothing, baby formula and other reasonable items that are required to undertake our care for your child and protect their welfare.
• Under our safeguarding procedures we are required to record absence and failure to notify us will result in us contacting you.
• You should inform the setting at the earliest opportunity if your child is not attending their booked session for whatever reason.

2.2 You accept that we will always follow the relevant safeguarding procedures and laws relating to the services that we provide.

3. Health, Medication & Sickness Reporting

You accept that:

• If your child becomes ill whilst in our care we will endeavour to contact the parent/carers;
• If no contact can be made we will contact the registered emergency contact that you have provided.
• Children that have been sent home due to ill health will not be readmitted to the setting for at least 24 hours. Any ill health relating to sickness/diarrhoea is extended to 48 hours. If suffering from a communicable illness your child should not be brought into our setting until such time as the infection has cleared.
• We cannot administer medications without the relevant consent forms being completed and we will follow the relevant policy and procedures.
• You and the setting will follow all advice in relation to public health to safeguard your child, other children, employees and the setting.

4. Dietary Requirements

We will work with parents/carers to provide suitable foods for children who have special dietary requirements as diagnosed by a doctor or dietician.

You accept that:

• Although all reasonable care will be taken to ensure that a child does not come into contact with certain foods, unless a doctor’s note is provided the setting cannot guarantee this.
• We operate a healthy eating and snack programme in line with relevant guidance for childcare settings.
• Menus will be displayed and when a menu change is required that we will offer reasonable alternatives wherever possible.
• Parents/carers will supply specialist foods/baby formula if required.

5. Registration, Admissions and Placement Allocation

You accept that;

• We require all children to be registered with us in order for a placement to commence.
• You will ensure that all personal details of the child in our care and their family are maintained at all times whilst in our care. This should be done in writing.
• We will follow our admissions policy to allocate placements.
• We will endeavour to accommodate your requested sessions, however we will discuss this with you if it is not possible.
• Where we are unable to accommodate any sessions, you will be added to our waiting list.
• You will be offered settling sessions before your placement commences.

6. Drop Off and Collection to Our Settings

You accept that;

• We have specific session times to maintain child to staff ratio and comply with our legal obligations.
• We will not admit a child that arrives early or outside of their advance booked sessions.
• Any child still in our care after the standard session ends will be classed as a ‘late collection’ and we will follow the late collection procedure.
• Late collections will incur a late fee. We will follow the relevant late collection procedure.

7. Fee

You agree that;

• General

• Fees are charged per child, per core session.
• Fees are inclusive of meals, nappies, pull up pants and sun creams, unless otherwise stated.
• That we can request payment for any additional booked sessions in advance.
• Fees are usually payable in advance by the 1^st of each month, unless otherwise stated on the invoice.
• You must pay the correct fee in adequate time of the due date or this is deemed as a late payment. There are no exceptions.
• Settling sessions cannot be offset against other fees due or used in conjunction with any other offer.
• You will raise any queries or disputes before the due date of the invoice.

7.2 Upon registration

• A non-refundable admission fee is payable to secure your placement within 48 hours of the placement being offered to you.
• You need to confirm a start date within 4 weeks of us offering a placement to you. Once a start date is agreed, you are liable for the fees from this date.

• Public holidays and other absence

• We charge for bank holidays, staff training days and school INSET/closure days.
• You are still liable for the full fees if your child is absent due to ill health holidays and missed sessions.

7.4 Notice periods

• You will still be liable for fees during any notice periods.

7.5 Penalty Fees

• We can charge a fee for any items requested that are not provided to the setting to undertake the care of a child at the ruling rate.
• A penalty fee applies for not advising us of change to a wraparound collection/drop off and will be charged at the ruling rate. There are no exceptions.
• Late collection fees apply for every 15 minutes of lateness at the ruling rate. There are no exceptions.
• Late payment fees apply for any late or non-payments at our ruling rate and a 1.5% daily rate per day is applied for each day payment is outstanding. There are no exceptions.

7.6 Fees are reviewed at least annually and communicated to parents/carers and displayed at our settings. We reserve the right to increase fees at any time, providing 28 days’ written notice.

8. Events That Are Beyond Our Control 

9.1 In any event beyond our reasonable control (e.g. a fire, flood, epidemic or pandemic outbreak, strike, civil action, act of terrorism, war, weather conditions, landlord lockout, etc.) occurs and we are forced to close, we will endeavour to utilise the appropriate business interruption insurance and not charge any fees.

9.2 However, if the setting is forced to close and the appropriate insurance does not cover the costs of closure we reserve the right to still charge a retainer of 50% of your regular monthly fee to enable the setting to hold your child’s place and cover unavoidable ongoing overheads during this time.

9. Term Time Only (Wrap Around & Out of School Clubs)

10.1 We will follow the relevant local authority term-time calendar.

10.2 Your childcare space is still available to attend (unless otherwise stated) on your booked session when it falls on school INSET/closure days.

10. Wrap Around Service

For children and staff safety you accept responsibility for advising us of any changes to the agreed drop off/collection time of children to another setting/school 2 hours in advance of the agreed drop off/collection time. Failure to notify us will result in a penalty fee.

11. Exclusion

13.1 Failure to make payment on time will result in your childcare placement being       suspended immediately. If no payment is received within 5 days, we reserve the right to terminate your placement.

13.2 If after 3 late payments during this contract, we reserve the right to terminate your placement.

13.2 We reserve the right to take further action against you to retrieve outstanding fees. We are entitled to claim our administrative and other costs incurred in recovering our fees.

12. Cancellation/Termination

14.1 You are required to provide 4 weeks’ notice in writing to reduce or terminate a placement and are liable for fees during this period. During this period we will continue to admit the child. In the event of the parent/carer giving notice of immediate withdrawal, 4 weeks’ fee in lieu of notice shall be due.

14.2 We will provide the same notice period to change, reduce or terminate a placement unless clause 13.1 or 13.2 have been invoked.

13. Paying Methods

15.1 Payments are made by bank transfer or standing order. We do not accept cheques, postal orders or cash, unless agreed at our discretion in advance and then only in exceptional circumstances.

15.2 We accept all payments from HMRC Tax Free Childcare and various voucher schemes. Please advise us of the scheme/s you wish to use in advance.

15.3 If you are entitled to claim FREE funded nursery education or Childcare Offer for Wales funding you are responsible for applying, registering and allocating entitlements to us. Failure to do so will result in you being liable for 100% of the fees due. If your entitlements end, are delayed or disputed, you are liable to pay all fees in full. Fees outside of these schemes must be met by you. You can offset this funding against your fees.

14. Variations to Contract

We reserve the right to make variations to these terms and conditions at any time and communicate to you, giving 28 days written notice to the contract holder. 

15. Responsibility

You understand that children attending our settings should be dressed in the appropriate clothing to undertake the activities of that setting. You accept that we will not be held responsible for loss, theft or damage to personal possessions on our premises or whilst your child is in our care and are at your own risk.

16. Setting Policies and Procedures

18.1 On acceptance of the terms and conditions you agree to follow and abide by the settings policies and procedures.

18.2 You have the right to request and view all policies and procedures at our settings or by contacting the setting manager.

17. Permissions and Consent 

The setting will provide to you the relevant permission and consent forms to be completed for us to provide care for your child. You are responsible for advising us of any changes. We advise that you do this in writing.

18. Your Data and Confidentiality 

We hold all data in accordance with the relevant GDPR and data protection laws. Our privacy notice can be found at our settings and on our website. All records and information will be kept confidential and only shared with written authorisation of the parent/carer, unless deemed necessary to share under our legal obligations and safeguarding procedures.

19. Employment of Our Staff 

Our employees are contracted not to undertake a position of work similar in nature with a customer. You agree not employ (or attempt to employ) any member of our staff without our consent, until six months from the end of this contract. We reserve the right to purse any associated costs with you if this condition is broken.

20. Compliments, Concerns and Complaints

You can raise compliments, concerns or complaints at any time verbally or in writing with the setting manager or person in charge. If you remain unsatisfied you should refer to our compliments and complaints procedure which can be found in our settings, website or by requesting a copy.

21. Governing Laws and Registration Bodies 

All reasonable efforts to provide our services to parents, carers and children are made. We do so by following the relevant legislation, regulations, policies and procedures that govern us. Any disputes or claims are governed by the relevant laws of England and Wales. 

22. Legal Contract and Acceptance

These terms & conditions override any past agreements and for the avoidance of doubt these terms and conditions will apply above all others in place. By agreeing and signing these terms and conditions you accept to understand and will abide by them in full.