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Cleethorpes Childcare Terms & Conditions

 This document and the terms and conditions within it govern the basis on which Cleethorpes Childcare (referred to here as ‘we’ / ‘our’ / ‘us’) agree to provide childcare services to parent(s)/guardian(s) (referred to as ‘you’).

Only a parent/guardian with parental responsibility for a child can register that child for a childcare place with us. We will ask to see your child’s birth certificate, or other relevant documentation, to confirm that you have parental responsibility for the child as part of our registration process.

Our details:

Cleethorpes Childcare	Registered Charity Number: 1102007	Registered Company Number: 04899075
Insured by:	Royal Sun Alliance	Insurance policy number: RTT209838
Registered Office Address:	Signhills School Site, Hardys Road, Cleethorpes DN35 0DN
	Email: info@cleethorpeschildcare.co.uk	Website www.cleethorpeschildcare.co.uk
	Telephone: 01472 694266
Ofsted URN:	RP521751 (Cleethorpes Childcare)
	EY271766 (Signhills Pre-school & Hardys Den)
	EY487375 (Highgate Pre-school)

 

Terms and Conditions 2021-2022:

 Our obligation to you:

• 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 If you do not then the offer of a place may be withdrawn.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 registration payment will be required to hold the place for your child. The monetary value of the registration will be published as part of our schedule of fees which is contained within the settings prospectus & at the end of this booklet.
• 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.
• 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 and kept up-to-date in our Privacy Notice which is available to read on our website: cleethorpeschildcare.co.uk
• We will try to accommodate any requests you may make for additional sessions and/or extended hours of childcare. Additional sessions and/or extended hours of childcare will be allocated where available in accordance with our Admissions Policy view on our website cleethorpeschildcare.co.uk
• We will notify you as soon as possible of any days we will be closed.
• 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.
• We will provide you with regular verbal and electronic 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.
• 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.
• 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.
• We will maintain appropriate insurance to cover our childcare activities.
• 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:
• You will need to complete and return our Registration Form and Famly software information (including permissions) before your child can start with us.
• 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.
• The Registration Form and Famly software include specific consent, medicine consent and emergency treatment authorisations which you will need to complete prior to your child attending.
• You will read and abide by our policies and procedures.
• 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.
• 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.
• 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 use of the password you have provided. 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.
• 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 and Fees Policy for details.
• You will inform us as far in advance as possible of any dates on which your child will not be attending.
• You will provide us with at least two weeks’ 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 two weeks from the date of notice. If you are ending this Agreement, notice must be given in writing.
• 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:
• Our fees are based on a session fee 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 four weeks before it takes effect. If you do not wish to pay the revised fee, you may end this Agreement by giving us two weeks’ notice in writing.
• Where 2 year old funding entitlement is accessed, we will only accept this funding upon proof of the eligibility letter sent to you by the Local Authority. Where no letter of eligibility is confirmed, fees will be charged for your child’s places in line with our current fees structure.
• Where Extended Early Years Entitlement Funding (30 hours) is accessed, we will only accept this funding upon validation of your eligibility code, NI number and child’s date of birth evidence. Where eligibility codes are not able to be fully validated, fees will be charged for your child’s places in line with our current fees structure. It is your responsibility to ensure renewal of eligibility is undertaken within HMRC timescales.
• All payments made under the agreement should be made directly by bank transfer unless payment by cash or cheque is agreed individually with us. All payment, regardless of method, shall be made by you within 14 days of invoice date (the due date). Late payments incur a late payment fee as detailed in the Fees Policy. If payment is made by cash, it is your responsibility to obtain a receipt as proof of payment.
• If payment of fees is not cleared by due date a late payment charge will be applied.
• If the payment of fees is outstanding for more than 14 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 so terminate shall be regarded as a formal demand for outstanding monies.
• 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, the applicable charges will be added to your account and a separate invoice will be raised.
• No refund will be given for periods where the place is unfulfilled due to illness or holidays on the part of either party. We are closed on bank holidays and for up to 3 training days per year to support our continuing professional development for the benefit of children and families; no refund is given for this closure as this has already been taken into account when calculating your child’s fees. We accept no liability for other costs which you incur if we are unable to provide childcare for any reason.
• Where we offer a reduced fee rate after a child’s birthday, that reduction will take effect from the term after the child’s birthday. Term dates are in line with Funding eligibility ie: Spring term cut off date is 31st December, Summer term cut off date is 31st March and Autumn term cut off date is 31st August.
• Hardys Den OOS fees will still apply if a child is absent without 48 hours notice of cancellation.

 

• Suspension of a child:
• We may suspend the provision of childcare to your child at any time if you have failed to pay any fees due.
• If the period of suspension for non-payment of fees exceeds 28 days, either of us may terminate this Agreement by giving written notice, which will take effect on receipt of the notice.
• We do not support the exclusion of any child on the grounds of behaviour. However, if your child’s behaviour is deemed by us to endanger the safety and well-being of your child and/or other children and adults, it may be necessary to suspend the provision of childcare whilst we try to address these issues with you and external agencies as appropriate.
• During any period of suspension for behaviour-related issues we will work with the local authority and, where appropriate, other welfare agencies to identify appropriate provision or services for your child.
• Fees continue to accrue unless waived at the discretion of the Committee.

 

• Termination of the Agreement:
• You may end this Agreement at any time, giving us at least two weeks’ notice in writing.
• We may immediately end this Agreement if:
  • You have failed to pay your fees;
  • 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;
  • You behave unacceptably, as we do not tolerate any physical or verbal abuse or threats towards staff or other service users;
  • We take the decision to close. We will give you as much notice as possible in the event of such a decision.
• It may become apparent that the support we are able to offer your child is not sufficient to meet his/her needs. In these circumstances we will work with you, the local authority and other welfare agencies as per our procedures to identify appropriate support, at which point we may end this Agreement.
• 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.

 

• General:
• If we have to close or we take the decision to close due to events or circumstances beyond our control (e.g. extreme weather conditions) you should refer to our Emergency Closure Policy on our website: cleethorpeschildcare.co.uk
• If you have any concerns regarding the services we provide, please discuss them with your child’s key person, Childcare Manager or Co-ordinator. If these concerns are not resolved to your satisfaction, please contact the General Manager. Customer satisfaction is paramount and any concerns/complaints will be dealt with in line with our Making a Complaint Policy.
• 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 electronic devices whilst your child is with us. The photographs are used for 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, on images where your child can be clearly identified, we would always seek your written consent for each image we intend to use, as indicated on our Famly permissions which also allows you the option to “opt out”.
• 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.
• 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. As cross contamination cannot be ruled out, a risk assessment is conducted for children with any known allergies. 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 in the preparation and serving of food.
• 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 policies: Safeguarding Children, Young People & Adults; Privacy Notice; Confidentiality and Client Access to Records . 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.

 

• Famly Software/App:
• Cleethorpes Childcare use software to record information about your child whilst they are registered at our settings. The system we use is Famly which can be viewed via desktop or by downloading the Famly app. Famly is a GDPR-compliant digital platform that offers us an all-in-one solution for communicating, learning journals, and invoicing. To find out how to get the most from this app, please take a look at the ? icon on your Famly profile.
• Once your child is registered to attend our pre-schools or out-of-school/holiday club, we will send you an email/ message with details of how to log into your new account. You agree to log into your account and complete the information as requested above straight away as without this information, we are unable to accept your child into our settings.
• You must add a minimum of two contacts to your child’s Famly profile, adding full name, address and contact numbers for all as these will form the contacts for your child should we need to contact you in an emergency. You may choose the level of authorisation you allocate to your contacts according to the level of information you wish those contacts to share about your child.
• All contact details for your child must remain updated and relevant whilst your child is registered with Cleethorpes Childcare.

 

• This Agreement:
• We reserve the right to vary the terms and conditions contained in this Agreement
• 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.
• Acceptance of a place will be deemed as acceptance by you of these terms and conditions.