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Buckshaw Village Nursery – Terms & Conditions

Whilst we try to keep our terms and conditions as brief as possible, nonetheless, because we are caring for very young children, we are naturally obligated to many rules, regulations and also a good deal of legislation. We take our responsibilities very seriously and in that regard we have to be very clear to our parents and carers about the framework within which we operate. Please take time to read the following pages as it will help us provide and maintain the highest standards of care.

The terms and conditions detailed in this document represent the key elements of our booking agreement. However, as you can appreciate there is a significant amount of day to day detail which cannot be reasonably contained in one document. Consequently, you are also provided with supplementary information via our full Policies & Procedures, as well as the day to day exchange and communication of documentation (hard copy and email), and info provided in Learning Journals, via the Parentzone app.

Your acceptance of our terms is initiated at the booking and registration stage. Whilst this agreement naturally has legal implications, we always act with fairness and take into account specific circumstances before making decisions. The success of your child’s time here at Buckshaw Village Nursery is dependent on the partnership between the Nursery and our parents and carers. Please don’t hesitate to let us know if you wish to discuss the terms further.

Fees and charges.

  • A deposit of £200 is required to secure a place at Nursery. The first £100 be refunded when your child leaves Nursery, and the second £100 will be refunded in your first full months fees
  • Fees for booked sessions are due & payable in accordance with the current fee structure. Fees are reviewed annually every September, one month written notice of any increases to fees will be given.
  • Buckshaw Village Nursery is open 51 weeks per year, however, we are closed all Bank Holidays. Nursery Fees are payable for bank Holidays, but not for the week we are closed over the Christmas period.
  • Full fees are payable for any sickness period & holiday period.
  • Both parents named on the form are responsible for paying of the fees. One parent to sign on behalf of the family.
  • All children must be collected on time, or extra fees may be incurred at a rate of £5 for every 5 minutes past the end of your child’s session. If a child is not collected within 30 minutes of closing time, & no contact has been made by yourselves – the appropriate authorities will be notified.
  • Fees are payable at the beginning of each month by Standing Order, Company Workplace Voucher or Government voucher scheme.



  • We require four weeks written notice if your child no longer requires a place at Nursery, or one month’s fees is acceptable, which is payable with your written notice or via email.
  • Should your child’s Nursery fees fall behind by longer than one week, we will be unable to accommodate the child until all fees have been brought up to date. On receipt of your payment, we will then confirm whether your place is still available. Cheques which are marked ‘Refer to Drawer’ will incur an administration charge of £20 which will be due & payable.
  • A small reduction may be made to our day rates to allow for occasions when the nursery may be forced to close due to circumstances beyond our control, for example adverse weather, power failure, or in the event of a public health risk such as an infectious disease or virus outbreak, when we may be required to comply with the directions from Public Health England or an authorised officer. This is at the directors and managements discretion.
  • Eligible two year olds and all children from three years old can receive early years funding.
  • From the first full term after your child’s third birthday, parents can claim up to 15 hours of funded early years education with full access to the Early Years Foundation Stage Framework, (this is available for term time only, for a maximum of 38 weeks per year).
  • Children from the age of three whose parents are eligible could receive 30 hours funded childcare per week (term-time only). More information available at
  • 2 year old funding available (conditions apply).



  • Deposits will not be refunded if you cancel the place.
  • The first £100 of the Deposit will be refunded in your first full months fees with us & the other £100 will be given back to you at the end of your place, providing a 4-week notice is given and fees are up to date.
  • Any reduction on sessions booked 4 weeks notice is required.
  • 2 full days per week is the minimum booking pattern we take.
  • If you wish to delay your start date, this is at the discretion of Buckshaw Village Nursery, and may result in the loss of your deposit if you have to undertake a new booking.
  • A place may only be deferred for a maximum of 1 month, and only done once at Management discretion.
  • A two year old funded place does not automatically entitle you to a 15/30 hour only funded place, we will do our upmost to offer a place, but this is dependent on availability.



  • Changes to your booking before the start date – Changes that do not reduce the number of sessions booked, to swap days for example, or changes to increase the number of sessions booked, can be made as available. Decreasing the number of sessions booked will be reasonably considered and taking into account circumstances, notice, amount of reduction and our other booking requirements. We reserve the right to cancel your booking and withhold all or part of the deposit if the decrease is anything other than nominal.
  • Changing your days due to certain circumstances may only take place where the setting has availability, and at the managements discretion.
  • We reserve the right to end this agreement with immediate effect if (1) you have not paid the agreed fees (2) you have breached your obligations under this agreement and you have or cannot put right that breach within a reasonable period of being requested to do so (3) your child’s behaviour is unacceptable or endangers the safety and well-being of any of the other children in the Nursery (4) financial, business or commercial reasons compel us to radically change the nature of the Nursery’s operations, including but not limited to permanent closure of the Nursery, change of childcare service, re-registration of child numbers and age groups, changes to the registration and bookings policy (5) any form of violent conduct directed to our practitioners and staff in general. Naturally, we will provide as much notice as possible given any of these extreme events.


           Health, Safety & Safeguarding:

  • Staff are checked on commencement with the Nursery through the Disclosure and Barring Service to ensure there are no safeguarding issues of which we need to be aware. Suitable person checks also include but are not limited to identity verification, qualification checks, personal and employment references, medical checks and where applicable, visas or permits to work in the UK. In some cases, because of the length of time that this process takes, a person may start work pending clearance provided they are at no time left looking after children on their own.
  • The Nursery observes the Ofsted regulations relating to staff and children ratios, currently 0-2 years 1:3, 2-3 years 1:4 and 3 to 5 years 1:8. In practice our ratios exceed the minima.
  • If a member of staff is asked to take a child home out of Nursery hours it is the responsibility of the parent to ensure that the driver has appropriate insurance, that the car is roadworthy and that car seats are available. The Nursery requires written confirmation from the parent/carer of the child being taken home by a member of staff.
  • Parents/carers may ask staff to baby-sit outside Nursery hours. This is a contract between parent/carer and the member of staff, and the Nursery takes no responsibility. Both the parent and practitioner must sign to give consent.
  • It is understood that the Nursery is under an obligation to report to the appropriate authorities any incident where we consider a child may have been abused, neglected or in some other way harmed either physically or emotionally. This may be done without informing the parent or carer, in accordance with our Safeguarding Children Policy. Our full Safeguarding Policy is available on Reception.
  • The Nursery is committed to the identification of and provision for children with Special Educational Needs. We believe that the potential of every child in our care is maximised, irrespective of ability, disability, race, gender and social background and to enable equal access to the curriculum in an environment where every child is valued and respected. Parents and carers must ensure we have all the relevant information regarding special needs to enable us to appropriately care for your child. Should any child require physical adjustments making to any room/environment – this will be considered on a risk assessment basis, and may require specialist input to report on this prior to any adjustments taking place.
  • In fairness to all our staff and to the clients and children that use our setting we expect reasonable standards of behaviour at all times. We therefore reserve the right to exclude any child whose conduct is, in our opinion, disruptive or in any other way unacceptable to the smooth and efficient running of our Nursery. Naturally every effort will be made to avoid this action and may include special needs assessment or one to one care if funding allows. We ask all parents / carers to appreciate this and to understand that, in the event of having to exclude any child, all fees are non-refundable.
  • We reserve the right to administer basic first aid and treatment when necessary. Parents will be informed of all accidents and will be required to sign an accident form. For accidents of a more serious nature, involving hospital treatment, all attempts will be made by Nursery to contact the parents but failing this, we are hereby authorised to act on behalf of parents to consent to necessary treatment from a suitably qualified medical source. Please see our full Medicine Policy. We ask that parents inform us if their child has been given Calpol prior to attending our setting, and for how many days Calpol has been used for.
  • We ask that you tell us of any Accidents that may have taken place whilst not in Nursery and complete an ‘Accident on Arrival’ form.
  • Parents are requested to inform the Nursery of any food, medicine, activity or any other circumstances that may cause the child to have an allergic reaction/ allergy. Parents must provide details, in writing, of the severity of the reaction/ allergy and must continue to inform the Nursery of any changes/progress to the condition, in writing, when they become aware. Parents are requested to inform the Nursery of any changes to key information.
  • Children who are unwell should not attend the Nursery. Children who have suffered from sickness or diarrhoea will not be admitted back to Nursery within 24 hours after the last bout. If children fall ill during the day parents will be contacted to arrange to collect them. If the parents are unavailable other authorised contacts will be called. Please see our full Sickness Policy.
  • Buckshaw Village Nursery operates a strict No Smoking policy. Smoking is not allowed within any areas of ‘The Hub’.



  • Children should come in normal day clothes. Please avoid ‘designer’ clothes as accidents can happen. Two changes of clothes should be provided, in a labelled bag. Please label your child’s clothes to help avoid items going missing or being misplaced. The Nursery does not accept responsibility for accidental injury or loss of property, although we take very good care of child property whilst in the Nursery.
  • The Nursery acknowledges its duty of care to uphold the Statutory Guidance issued under section 29 of the Counter Terrorism and Security Act 2015, the central function of which is to take due regard to our role in assisting the prevention of adults and children in our care from being drawn into terrorism or radicalisation.
  • Under no circumstances will the child be allowed to leave Nursery with anyone unknown to Nursery staff unless the parent or carer has previously arranged this. If the parent / carer has made alternative arrangements for a person not known to the setting to collect, a password must be provided. Failure to recognize this password, will result in the child not being handed over to this person. A list of responsible adults who are authorised to collect the child should be given to the Nursery Manager. The Nursery does also use a password system for entry to the building.
  • We observe the The Data Protection Act 1998 which is a statutory act of the government of the United Kingdom of Great Britain and Northern Ireland. The Act defines what types of data are allowed to be collected, how they should be stored and what can and cannot be done with that information. In particular The Act states that personal data relating to individuals must be stored securely and only used for legitimate purpose.
  • We may change the terms and conditions where such change arises from regulatory issues or changes in legislation affecting us, proposed changes in invoicing procedures, or in our reasonable opinion it is in the interests of children attending the Nursery.

Acceptance of this agreement is implicit when you sign our booking document and applies to all parties noted on the booking form, irrespective of whether the secondary parties have signed the form. We would respectfully request that if parents / carers experience difficulty in fulfilling any of the conditions of this agreement, that they contact the Nursery Manager as soon as possible. We will do our very best to resolve the issue. Thank you.

The following points are part of the Enrolment form that we will ask you to complete on starting at the setting.

Childhood Paracetamol (Calpol)

In the event that your child suddenly suffers a high temperature, (over 100 ̊F / 38 ̊C) we will  request your authorisation to administer Childhood Paracetamol.

Piriton (Over 1 years only)

In the event that your child has an extreme allergic reaction, and whilst the nursery is awaiting your arrival to collect your child, we will request your authorisation to administer PIRITON.

Sun cream

In hot whether we request your authorisation to apply sun cream to your child. We will ask you to provide your own sun cream that is clearly labeled with your child’s name. Your child must arrive at Nursery with the first application already applied by you. Nursery will only apply the second application, ie after lunch.

Medical Attention

In the unlikely event that we are unable to contact you in an emergency we will ask you to give your consent for Buckshaw Village Nursery to seek medical attention for your child on your behalf.

Unwell Children

Please do not bring your child into Nursery if they are unwell, it is unfair to the other children & unfair to staff. Any child suffering from a doubtful rash, sore throat, sticky eyes, sickness or diarrhoea will not be admitted to Nursery.

If we feel that your child is not able to cope with a busy Nursery day, we may ask you to collect your child, or refrain from bringing them into Nursery at all. Our setting works on ratios of staff:children which very rarely allows for a 1:1 ratio. If we feel this is what your child requires as they are unwell, again, we will ask you to collect.


PARENTAL AUTHORISATION – Please be aware we will not administer any medicines without parental consent first. You are required to provide the medicine, we do not have ‘nursery’s own’.


From time to time we like to photograph the children whilst they are in the nursery as a record of their progress and achievements, and also to display their photo’s within the nursery to show their developments and successes. We will request individual authorisation for the following photographs.

  1. to be displayed throughout the Nursery, shared via our electronic Learning Journey, iConnect, and in another child’s Learning Journey
  2. to be used in Buckshaw Village Nursery Brochures
  3. to be used on the Nursery Website /Nursery TV/Nursery Private Facebook Page
  4. to be used in the local paper
  5. his/her name to be given out to be in receipt of a party invitation

To comply with a new data protection standard (GDPR), we confirm we will use only your personal information in relation to our childcare service. We would like you to keep receiving information about our nursery by email/Facebook/Phone/IConnect (Parentzone), but we need to be sure we have your

permission to do so. We keep your information, so you can receive important updates about our nursery. We will keep your information secure and we will never share it except if required to do so by law.

A copy of all our Policies & Procedures file is available in Reception. Please spend time familiarising yourself with these.

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