Terms and Conditions

Terms and Conditions

Busy Buddies Day Care Ltd

These terms and conditions govern the basis on which we agree to provide childcare services to you.

TERMS AND CONDITIONS

1. Definitions

1.1 The definitions below apply in these terms and conditions.

“Child”  the child or children who are named in Part A;

“You”  the person, firm or company who purchases Services from us;

“Services” the services of a day care nursery during the days or session times indicated in Part A (*excluding bank, public holidays and the closed week between Christmas and the New Year) together with any other services which we provide, or agree to provide, to you;

“Us” the nursery “Busy Buddies Day Care Limited (company registration number 12102392). Our registered office address is “Busy Buddies Childcare LTD, 38 Worle Moor Road, Weston Super Mare, BS24 7EG”. All correspondence should be sent to “Busy Buddies Childcare LTD, 38 Worle Moor Road, Weston Super Mare, BS24 7EG” or to the Nursery address at: Busy Buddies Day Care LTD, also known as Busy Buddies @ Puxton Park) Busy Buddies Nursery, Puxton Park, Cowslip Lane, Hewish BS24 6AH. You can also contact us via telephone 07917552914 / 07825221417.

1.2 A reference to writing or written,includes email. 

1.3 Any requirement in this contract for either party not to do something includes an obligation on that party not to allow that thing to be done. 

2. Formation of the contract

2.1 A contract for the Services will be formed between you and us once you have given us a signed, fully completed, registration form and a £60.00 registration fee, and we have confirmed to you [in writing] that your application for a place has been successful.   

2.2 These terms and conditions govern the contract between you and us for the Services. No other terms apply unless they are in:

2.2.1 A handbook issued to you by us,

2.2.2 A policy issued to you by us,

2.2.3 A letter that is signed by both you and us.

2.3 In the case of any uncertainty as to which terms apply, these terms and conditions will apply.

3. Duration of the contract 

3.1 The contract shall last until it is terminated by either you or us giving to the other, in writing, at least one full calendar months’ notice (i.e. notice received on the 1st of a month could end the contract on the last day of the month, but notice received on the 2nd of a month, would only be able to end the contract on the last day of the following month). Please be aware that when providing notice, holiday periods do not count as part of the notice period.  However, the contract can, in some circumstances be terminated immediately under clause 18. (contracts with Government funding entitlement used please see section 9 for cancellation periods)

3.2 You are liable for the fee during the notice period. If you fail to give proper notice, we will look to recover any outstanding balance via relevant channels. 

4. Suspension of the Services

The Services may be suspended (meaning the Child is temporarily not able to attend the nursery) in the circumstances set out in our Critical Incident Policy or in the circumstances set out in clause 19. If the Services are suspended for a period of more than one month, either of us may terminate the contract by giving the other one month’s written notice.

5. Our Obligations

5.1  We will use all reasonable efforts to provide the Services to you, in accordance in all material respects with these terms and conditions and any other documents referred to in 2.2 above. 

5.2 We welcome staff and children from many different backgrounds and ethnic groups. Human rights and freedoms are respected and we will do all that is reasonable to ensure that our culture, policies and procedures are made accessible to children who have disabilities and to comply with their social and moral obligations under the Special Educational Needs and Disability Act 2001 or Equality Act 2010 in order to accommodate the needs of children, applicants and members of staff who have disabilities for which, after reasonable adjustments, we can cater adequately

5.3 If we determine, in our sole discretion (after appropriate and reasonable analysis) that reasonable adjustments cannot be made for a Child and as such we cannot continue to adequately provide for that Child (or admit them as the case may be) then the we shall be permitted to request that you to withdraw the Child without being charged fees in lieu of notice. 

5.4 We will provide access for you to the Baby’s Days system.

5.5 We will provide you with regular verbal and electronic updates as to your child’s progress.

5.6 We will notify you as soon as possible of any days on which the nursery will be closed.

6. Your obligations

6.1 You shall:

6.1.1 Co-operate with us;

6.1.1.1.1 Provide to us such information as we may reasonably require about The Child (e.g. Any known medical condition, health problem, allergy, or diagnosed dietary requirement; 

6.1.1.1.2 Any prescribed medication;

6.1.1.1.3 Any lack of any vaccination which the Child would ordinarily have by their age;

6.1.1.1.4 Any family circumstances or court orders affecting the Child; 

6.1.1.1.5 Any concerns about the Child’s safety; and

6.1.1.2 Your contact details, and those of your authorised persons who may collect the Child. 

6.2 You must (a) ensure that these details are accurate and (b) keep these details up to date, by promptly informing us in writing whenever they change.

6.2.1 As regards arrivals and departure of a child, please refer to the nursery’s Arrivals and Departures Policy. Please ask for a copy of it if necessary.

6.3 If our performance of our obligations under the contract is prevented or delayed by anything you do (or fail to do), we shall not be liable. 

6.4 You shall not employ (or attempt to employ) any member of our staff without our consent, until twelve months from the end of this contract. 

7. Charges and payment 

7.1  You shall pay the charges as set out in Part A.

7.2  Charges are due even if the Child is absent.

7.3  Our fees are calculated based on Annual costs and take in account days when the Nursery will be closed, as such normal fees apply when the nursery is closed.

7.4  VAT is not charged on nursery fees (nursery provision is an exempt supply for VAT purposes). 

7.5  The quoted charges are per child, as agreed in part A (excluding any adhoc extra services requested).

7.6  Extra hours (or parts of an hour) and services will be charged for (at the ruling rate) and must be booked and paid for at least 24 hours in advance. If this was not possible the nursery may agree to add the additional charges to the next Invoice. 

7.7  The charges must be paid monthly in advance, by the first day of the month. 

7.8  All payments must normally be made by bank transfer or childcare vouchers. We may agree to payment by cash, cheque but it is your responsibility to obtain a receipt from the nursery manager as proof of payment. No payment shall be deemed to have been made until it is cleared into our bank account. If a cheque bounces, or payment fails, we may charge a reasonable administration fee (currently £25.00). 

7.9  We may increase our charges once per year. We will give you written notice of any such increase four weeks before the proposed date of increase.

7.10  Without restricting any other legal right that we may have, if you fail to pay us on time, we may:

7.10.1 Make an interest charge of up to 5% per cent or £5.00 per day (whichever the greater) on the outstanding invoice total. Unless otherwise notified to you in writing, interest shall accrue on a daily basis from the due date until the date of actual payment of the overdue amount, whether before or after judgment. You must pay us the interest together with the overdue amount. In addition, we will be entitled to recover from you the full amount of our administrative and other costs incurred in recovering any unpaid sum including legal costs and disbursements on an indemnity basis.

7.10.2 Charge you a reasonable administration fee (currently £ 25.00 per invoice) and 

7.10.3 Suspend all Services until payment has been made in full, which will include the suspension of the Child, or even terminate the contract permanently. 

7.11 If you owe us any money, and make a claim against us, we may set off what you owe us against what you are claiming from us.

8. Reducing sessions

You are required to give us one month’s written notice of a reduction in the number of sessions you require. 

9. Funded nursery education

9.1 If you wish to take up your Funded nursery education entitlement, you are required to complete and sign a Parental Declaration upon commencement of funded sessions along with a the child's birth certificate or passport for us to copy. A new parent declaration for must be completed if any amendments are made during the contract detailing how and when you will take up the Funded sessions.

9.2 Parents using the 30 Hour Government Funded childcare scheme will be required to re-apply for validation prior to the start of each term via the .GOV website. You will receive a reminder to do this form the Government via email, and failure to do this will leave you responsible for paying the relevant fees at the ruling rate for childcare and services provided.

9.3 Our charges will not be made in respect of the Funded hours as detailed in the Parental Declaration, but we are entitled to make a reasonable charge for food or additional activities provided during any Funded session. You are required to supply your child with a Healthy Packed lunch, these should not contain any nut products or food that requires heating by us. The Nursery will provide Snacks throughout the day ,Parents using the funded entitlement element will  also be charged the weekley contribution fee on top of any regular or additional hours utalised  (as set out in our “how we deliver funded sessions” document, to help sustain this offering, also highlighted in part A.

9.4 The contract shall last until it is terminated by either you or us giving to the other, in writing, at least two full calendar months’ notice (i.e. notice received on the 1st of a month could end the contract on the last day of the second month, but notice received on the 2nd of a month, would only be able to end the contract on the last day of the third month). Please be aware that when providing notice, holiday periods do not count as part of the notice period.  However, the contract can, in some circumstances be terminated immediately under clause 18.

9.5 You are liable for the fee during the notice period. If you fail to give proper notice, we will look to recover any outstanding balance via relevant channels. 

10. Welfare of the Child

10.1  We will do all that is reasonable to safeguard and promote the Child’s welfare and to provide care to at least the standard required by law and often to a much higher standard. 

10.2  We will respect the Child’s human rights and freedoms which must, however, be balanced with the lawful needs and rules of our nursery and rights and freedoms of others. 

10.3  Your consent to such physical contact as may be lawful accord with good practice, and be appropriate and proper for teaching and instruction and for providing comfort to a Child in distress, or to maintain safety and good order, or in connection with the Child’s health and welfare. 

10.4  Parents of Children who are not potty trained must provide disposable nappies and wipes.

10.5 Parents should provide sealed formula milk for bottle feeding babies. Bringing in and storing made-up formula milk may increase the chance of a baby becoming ill and should be avoided. 

10.6  Labelled mother’s breast milk will be stored in the fridge and an area will be made available for mothers to breast feed their babies or express milk should they need to do so. 

10.7  As regards behaviour management techniques and sanctions, please refer to the nursery’s Promoting Positive Behaviour Policy. Please ask for a copy of it if necessary.

10.8  The nursery uses emergency procedures for accidents, evacuations, incidents and allergic reactions, please refer to the individual policies and procedures and ask for a copy where required. 

11. Health and medical matters

11.1  If the Child becomes ill during the nursery session the nursery manager will contact, you or the emergency contact indicated on the registration form. You must inform us immediately of any changes to these contact details. If your child requires urgent medical attention while under our care, we will if practicable attempt to contact you and obtain your prior consent. However, should we be unable to contact you we shall be authorised to make the decision on your behalf should consent be required for urgent treatment recommended by a doctor (including anaesthetic or operation, or blood transfusion) unless you have previously notified us you object to blood transfusions)). 

11.2  If the Child is suffering from a communicable illness, he/she should not be brought to the nursery until such time as the infection has cleared. A full copy of our infection control policy is available from the nursery manager. Please refer to the illness/communicable disease list supplied in your information on minimum periods of exclusion from the nursery.

11.3  You must notify the nursery manager if the Child is absent from the nursery through sickness.

11.4  If the Child has been sent home from the nursery because of ill health, he/she will not be re-admitted for at least 24 hours. If the Child is prescribed antibiotics, he/she will not be allowed to return to the nursery for 48 hours. 

11.5  As regards medication, and the administration of it to a Child, please refer to the nursery’s Medication Policy. Please ask for a copy of it if necessary.

11.6  Please also see clause 6.1.2 on matters we need to be informed about.

12. Food/dietary requirements

12.1  We will work with you to provide suitable snacks for your Child, if they have a special dietary requirement or any allergies as diagnosed by a doctor or dietician. All reasonable care will be taken to ensure that a Child does not come into contact with certain foods with support from parents and external professionals should the need arise. 

12.2    Healthy Packed lunches are to be supplied by parents for children, these should not contain any nut products or food that requires heating by us. 

13. Reporting of neglect or abuse

We have an obligation to report to the relevant authorities any suspicions we have that your Child has suffered neglect or abuse, and where necessary we may do so without your consent and/or without informing you.

14. Limitation of liability 

14.1  This clause sets out our (and our employees’, agents’, consultants’ and subcontractors’) liability to you in respect of the contract (including any breach of it, any statement we make to you about it, our termination of it).

14.2  All terms implied by law are, to the fullest extent permitted by law, excluded or deleted from the contract.

14.3  Nothing in these terms and conditions in any way limits our liability for fraud, or for death or personal injury resulting from negligence. 

14.4  We shall not be liable for:

14.4.1.1 Any loss or damage to any toys, equipment or bags, clothing etc. you may bring into our nursery;

14.4.1.2 Loss of any profits, or consequential loss; or any other indirect loss; and

14.5  Subject always to clause 14.3, our total liability (in contract, tort including negligence or breach of statutory duty, or otherwise) shall be limited to cumulative price paid by you for the Services over the course of the contract.  

15. Data protection

15.1  You agree that details of your name, address and payment record may be submitted to a credit reference agency, and personal data will be processed by and on behalf of us in connection with the Services.

15.2  We may take photographs and/or videos of your Child for promotional or training purposes only. If you do not wish for your Child to be included in such photographs or videos, please inform us by completing the ‘permission form’ given to you on enrolment, or by writing to the nursery manager.

15.3  Any personal data related to You or your Child will be dealt with in accordance with our privacy notice, which can be found at https://busybuddiesdaycare.co.uk/privacy-policy or on the Baby’s days system. 

16. Security 

16.1 Parents are welcome to visit the nursery, but we will not admit anyone without prior notification. It is your responsibility to ensure that we are aware of who will be collecting your Child. No Child will be allowed to leave the building with any person who has not been notified as an authorised person to collect the Child on your behalf. 

16.2 Access to the Baby’s days system is provided on a secure basis whereby you will only have access to your own child’s information, the system requires a unique password to secure access and we ask that you do not share this with anyone else.

17. Complaints and concerns

Please address any complaint or concern to the supervisor in charge, in the first instance, and if the matter is not resolved within a reasonable period, please refer it to the nursery manager. Please also refer to our complaints and compliments policy which shall apply to any complaints received by us.

18. Termination for breach of contract, or bankruptcy/insolvency

18.1  Without restricting any other legal rights which the parties may have, either party may terminate the contract without liability to the other immediately on giving written notice to the other if: 

18.1.1  The other party fails to pay any amount due under the contract on the due date for payment and remains in default for [10] days or more; or

18.1.2  The other party commits a material breach of any of the terms of the contract and (if such a breach is capable of being remedied) fails to remedy that breach within 30 days of that party being notified in writing of the breach; or

18.1.3  The other party suspends, or threatens to suspend, payment of its debts or is unable to pay its debts as they fall due or admits inability to pay its debts or is deemed either unable to pay its debts or as having no reasonable prospect of so doing, in either case, within the meaning of section 268 of the Insolvency Act 1986.

18.2  On termination of the contract for any reason:

18.2.1  You shall immediately pay all of our outstanding unpaid invoices and interest and, in respect of Services supplied but for which no invoice has been submitted, we may submit an invoice, which shall be payable immediately on receipt; and 

18.2.2  Any clause in these terms and conditions which implicitly is intended to survive termination shall continue in force. 

19. Events that are beyond our control 

19.1  If any event beyond our reasonable control (e.g. a fire, flood, E-Coli outbreak, strike, civil action, act of terrorism, war etc.) occurs, for which we have business interruption insurance, we may close the nursery without liability to you and we will not charge you for the fees for the time the nursery is closed. We will keep you informed, in such an event. 

19.2  If it is, in our reasonable opinion, necessary or in the interests of the Child to do so, we may close the nursery even though our business interruption insurance will not cover us for the closure. In these circumstances, we will charge you for the time the nursery is closed. For example, we may close because of severe weather conditions, outbreak of flu, swine flu or other illnesses etc. 

20. Invalid clauses

If any part of the contract is found by any court or similar authority to be invalid, illegal or unenforceable, that part shall be struck out, but the rest of the contract shall apply. 

21. Changes to these terms and conditions

21.1  We may change these terms and conditions where such a change arises from changes in regulations or legislation affecting us.

21.2  We may change any other terms in these terms and conditions provided. We will give you at least one month’s written notice of our intention to do so.

22. No other terms

Each party acknowledges that, in entering into the contract, it has not relied on anything said or written that is not written in the contract. This applies unless fraud is established. 

23. Assignment

The contract is personal to you. You shall not, without our written consent, transfer to anyone else any of your rights or obligations under the contract. 

24. Rights of third parties

A person who is not a party to the contract shall not have any rights under or connection with it.

25. Governing law and jurisdiction

The contract, and any dispute or claim arising out of it or in connection with it or its subject matter or formation (including non-contractual disputes or claims), shall be governed by the law of England. The courts of England shall have exclusive jurisdiction to settle any such dispute or claim. 

26. Employment of nursery Staff 

Please note that during your contract with Busy Buddies Day Care and for a period of 6 months after the termination of this contract, you (directly or indirectly):

May not Employ or otherwise engage the services of any member of our staff who has had contact with your child under this contract in the last 6 months; and/or

allow or permit the provision of any childcare services to your children by any member of our staff who has had contact with your child under this contract in the last 6months; 

In the event of this policy not being followed You will be responsible for paying Busy Buddies Day Care Ltd a figure representing 25% of the relevant member of staff’s gross annual salary at the time they left our employment and/or services. This figure represents the costs to us of recruiting a suitable replacement member of staff