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Terms and conditions


Our obligation to you


  1. We will inform you as soon as possible whether your application for a place has been successful. You must confirm within one week of receiving notification that you still wish to take up a place. If you do not then the offer of a place may be withdrawn. Once you have confirmed the place, a deposit payment will be required to hold the place for your child. The monetary value of the deposit will be published as part of our schedule of fees which can be obtained on request. The deposit will be returned upon payment of the final invoice at the end of your child’s attendance at our provision.

  2.  We will provide the agreed childcare facilities for your child at the agreed times (subject to any days when we are closed). If we change the opening hours, we will give you as much notice of our decision as possible and, if necessary, will work with you to agree a change to your child’s hours of attendance.

  3. We will try to accommodate any requests you may make for additional sessions and/or extended hours of childcare.

  4. We will notify you as soon as possible of any days we will be closed.

  5. We will adhere to the principles of the General Data Protection Regulations (2018) when collecting and processing information about you and your child. We explain how your data is processed, collected, kept up-to-date in our Privacy Notice which is given to you at the point of registration.

  6. We will treat your child with the utmost respect and dignity. We will never use or threaten any type of punishment that could adversely affect a child’s wellbeing.

  7. We will provide you with regular verbal updates as to your child’s progress and we will agree times to discuss with you the progress of your child or any other aspects of our childcare services as and when required.

  8.  We will comply with the requirements of the Early Years Foundation Stage and our Ofsted registration in regards to the childcare services we provide for your child.

  9. We will provide you with details of our policies and procedures, which outline how we satisfy the requirements of the EYFS in our everyday practice; and we will notify you as and when any changes are made to our policies and procedures. We will be available to discuss or explain our policies and procedures, and/or any relevant changes, at a mutually agreed time.

  10. We will maintain appropriate insurance to cover our childcare activities.

  11. We will try to make a place available to any of your other children. However, we cannot guarantee that a place will be available.




Your obligation to us


  1. You will need to complete and return our Application to Join and Registration Form to us before your child can start with us.

  2. You must notify us immediately of any changes to the information you have provided to us and keep us informed of any other necessary information that may affect the childcare that we provide for your child.

  3. The Registration Form includes medicine consent and emergency treatment authorisations which you will need to complete prior to your child attending.

  4. You will read and abide by our policies and procedures.

  5. You will make yourself available as and when required to discuss the progress of your child or any factor relating to their childcare place with us at mutually agreed times.

  6. You must immediately inform us if your child is suffering from any contagious disease, or if your child has been diagnosed by a medical practitioner with a notifiable disease. For the benefit of other children attending you must not allow your child to attend whilst they are contagious and pose a risk to other children during normal daily activities.

  7. You must keep us informed of the identity of the persons who will be collecting your child. If the person who is due to collect your child is not usually responsible for collecting them we will require proof of identity and agreed password. If we are not reasonably satisfied that the person collecting your child is who we were expecting, we will not release your child into their care until we have checked with you.

  8. You must inform us immediately if you are not able to collect your child by the official collection time. You must make arrangements for another authorised person to collect your child as soon as possible. A late payment charge will be applied; please refer to the current fee schedule for details.

  9. One month’s notice is required for dates on which your child will not be attending for their holiday entitlement. Any other absences and holidays will be charged at your usual booked price.

  10. You will provide us with at least one month’s notice of your intention to decrease the number of hours your child attends or to withdraw your child (and end this Agreement). If insufficient notice is given you will be responsible for the full fees for your child for one month from the date of notice. If you are ending this Agreement, notice must be given by completing our Notification of Leaving Date form which is available on request.

  11. You must inform us if your child is the subject of a court order and provide us with a copy of such order on request.


Payment of fees


  1. Our fees are based on a session/hourly price that shall be notified to you in advance of your child starting. We may review these fees at any time but shall inform you of the revised amount at least one month before it takes effect. If you do not wish to pay the revised fee, you may end this Agreement by giving us one month’s notice, by completing our Notification of Leaving Date form which can be obtained from our setting manager.

  2. Fees must be paid on a monthly basis, within 14 days of receiving your invoice. Fees apply 12 months of the year. Fees may be paid weekly or in advance, by special arrangement only.

  3. All payments made under the Agreement should be by BACS. All payment shall be made by you monthly and it is your responsibility to obtain a receipt as proof of payment if you require one. Invoices still unpaid 20 days after receipt, will automatically receive a £10.00 charge.  Any invoices still left unpaid by the last day of the month will incur an additional £20.00 charge.

  4. If the payment of fees referred to in 3.2 is outstanding for more than 30 days then we may terminate this Agreement by giving you 14 days’ notice in writing. Upon termination of this contract the child shall cease forthwith to be admitted, and the notice to terminate shall be regarded as a formal demand for outstanding monies.

  5. If you have requested additional sessions or have been unable to collect your child by the official collection time and we have as a result provided you with additional childcare facilities, these will also be included on your invoice and payment must be received within 14 days of receiving the invoice.

  6. Illness, cancellations and unauthorised days off will be charged at your usual session rate. Your holiday entitlement consists of 2 weeks per year taken in weekly blocks only and with the usual month’s notice.  You will also not be charged for the 2 weeks closed at Christmas, Bank Holidays and 3 training days per year.  Any absences outside of this are charged at your usual session rate. We accept no liability for other costs which you incur if we are unable to provide childcare for any reason.  Term time only children must take their holiday during the official school holiday periods to avoid charges.

  7. In the event of late collection of your child, we reserve the right to charge for each additional 30 minutes.

  8. Please keep copies of all invoices for your records and if required by working tax credits.  Duplicate copies will be charged at a cost of £1.50 per invoice emailed.  Letters and copies of fees for working tax credits will incur a charge of £5.00.

  9. The terms for the NHS discount will be given in writing once each application for this funding has been approved by the Trustees.


Termination of the Agreement
  1. You may end this Agreement at any time, giving us at least one month’s notice by completing the ‘Notification of Leaving Date’ form.

  2. We may immediately end this Agreement if:

  3.  You have failed to pay your fees;

  4.  You have breached any of your obligations under this Agreement and you have not or cannot put right that breach within a reasonable period of time after we have drawn it to your attention;

  5. You behave unacceptably, as we do not tolerate any physical or verbal abuse or threats towards all staff at The Valley Nursery.

  6. If we take the decision to close. We will give you as much notice as possible in the event of such a decision.​

  7. You may end this Agreement if we have breached any of our obligations under this Agreement and we have not or cannot put right that breach within a reasonable period after you have drawn it to our attention.

  1. If we have to close as a result of a third party action, inclement weather, fire, flood or any other event beyond our control full payment may be required at the discretion of the manager.

  2. If you have any concerns regarding the services we provide, please discuss them with the Nursery Manager (Kerry Wilson).  Customer satisfaction is paramount and any concerns/complaints will be dealt with in line with our Making a Complaint Policy.

  3. From time to time we will take photographs and video recordings of the children who attend. These photographs are used for on-going recording of our curriculum and for children’s individual development records. They are stored on our computer whilst your child is with us.  The photographs are used for

  4.        display and for your child’s records within the setting. If we wished to use any image of your child for training, publicity or marketing purposes, we                 would always check your consent on the image consent form signed on registration.

  5. We reserve the right to refuse to admit your child if they have a temperature, sickness and diarrhoea or a contagious infection or disease on arrival at our setting, or to ask you to collect your child if they become unwell whilst in our care, in line with our Managing Children who are Sick, Infectious or with Allergies Policy.

  6. Whilst food and drink is provided on the premises, we are not a commercial kitchen and may not be able to cater for the individual needs of every child (although we do try to). As cross contamination cannot be ruled out, a risk assessment is conducted for children with any known allergies. It is our usual practice to provide both a meat and vegetarian option. Every effort is made to follow recommended food preparation guidance and to ensure that all staff involved in the preparation and serving of food are suitably trained

  7. Any personal information you supply to us will be collected, stored and used in accordance with the principles of the General Data Protection Regulations (GDPR) (2018) and our Confidentiality and Client Access to Records Policy. We will always seek your consent where we need to share information about your child with any other professional or agency. We are required by law to override your refusal to give consent only in specific circumstances where the child or someone in the family may be in danger if we do not share that information

This Agreement
  1. We reserve the right to vary the terms and conditions contained in this Agreement

  2. This Agreement contains the full and complete understanding between the parties and supersedes all   prior arrangements and understanding whether written or oral relating to the subject of this Agreement except to the extent that we vary terms from time to time.

  3. Acceptance of a place and continued attendance forth with will be deemed as acceptance by you of these terms and conditions.

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