Terms and Conditions

Robert Bakewell Playgroup
Barsby Dr, Loughborough LE11 5UJ
Phone: 01509 262777
Email: rbplaygroup@yahoo.com

Effective Date: October 2025

1. Introduction

These terms and conditions form the agreement between Robert Bakewell Playgroup ("the Playgroup", "we", "us", "our") and parents/guardians ("you", "your") for the provision of childcare services. By accepting a place for your child, you agree to these terms and conditions.

2. Registration and Admission

2.1 Registration

A completed registration form must be submitted before your child can attend
A non-refundable registration fee of £[amount] is required to secure your child's place
All required documentation must be provided before your child's start date
We reserve the right to refuse admission if incomplete or false information is provided

2.2 Required Documentation

Birth certificate (copy)
Immunisation records
Emergency contact details (minimum two contacts)
Medical information and consent forms
Dietary requirements and allergy information
Collection authorisation forms

3. Sessions and Attendance

3.1 Operating Hours

Monday to Friday: 8:30 AM - 3:00 PM]
Term time only
Closed on bank holidays and during scheduled breaks

3.2 Attendance Requirements

Children must arrive and be collected promptly at agreed times
Please notify us by 9:00 AM if your child will be absent
Regular attendance is important for your child's development and social integration
Persistent absence without valid reason may result in loss of place

3.3 Late Collection

Late collection fee: Up to 15 minutes is £15, for every further 5 minutes late is £10. E.G 10 minutes late = £15, 20 minutes late =£25
Repeated late collection may result in termination of your child's place
If a child is not collected within 30 minutes of closing time and we cannot contact you or emergency contacts, we will follow our safeguarding procedures
If you know you are going to be late we ask that you contact us as soon as possible

4. Fees and Payment

4.1 Fee Structure

Fees are payable in advance termly
Payment methods accepted: bank transfer
Fees are reviewed annually with one term's notice of any increase

4.2 Payment Terms

Invoices are issued termly
Payment is due by the end of half term
Late payment fees apply
Non-payment may result in suspension or termination of your child's place

4.3 Funding

We accept 2, 3 and 4-year-old government funding
Additional hours beyond funded entitlement are charged at standard rates
Parents must complete funding forms by specified deadlines
False funding claims may result in immediate termination and recovery of funds

4.4 Absence and Refunds

Fees remain payable during your child's absence (illness, holidays, etc.)
No refunds are given for missed sessions
In case of playgroup closure (except emergencies), alternative sessions or refunds will be offered

5. Notice Periods

5.1 Termination by Parents

One month's written notice is required to withdraw your child
Notice must be given by email to rbplaygroup@yahoo.com
Fees remain payable during the notice period regardless of attendance

5.2 Termination by Playgroup

We may terminate your child's place with immediate effect if:

Fees remain unpaid after written warning
Your child's behaviour poses a risk to themselves or others
You breach these terms and conditions
False information is provided on registration forms
Abusive behaviour towards staff or other parents

6. Child Health and Safety

6.1 Illness

Children must not attend if they have:
- Temperature of 38°C or above
- Vomiting or diarrhoea (48-hour exclusion after last episode)
- Contagious conditions (as per Public Health England guidelines)
We reserve the right to refuse admission if your child appears unwell
Parents will be contacted to collect children who become ill during sessions

6.2 Medication

Prescribed medication only will be administered with written consent
Medication must be in original packaging with pharmacy label
Staff cannot administer first doses of medication
All medication must be handed directly to staff, not left in bags

6.3 Accidents and Emergencies

First aid will be administered by qualified staff
Parents will be informed of all accidents and required to sign accident records
In medical emergencies, we will seek appropriate medical treatment
Parents are responsible for medical costs not covered by NHS

6.4 Allergies and Medical Conditions

Full details must be provided on registration
Care plans must be agreed for children with medical conditions
Emergency medication (e.g., EpiPens, inhalers) must be provided and kept on site
Failure to disclose medical conditions may result in termination of place

7. Behaviour and Discipline

7.1 Behaviour Management

We use positive behaviour management strategies
Physical punishment is never used
Persistent challenging behaviour will be discussed with parents
Behaviour support plans may be implemented

7.2 Exclusion

Temporary exclusion may be necessary for serious behaviour issues
No fee reduction will be given during exclusion periods
Continued issues may result in permanent exclusion

8. Safeguarding and Child Protection

We have a legal duty to safeguard all children
Concerns will be reported to appropriate authorities
Our full Safeguarding Policy is available on request
All staff are DBS checked and trained in safeguarding

9. Property and Belongings

9.1 Clothing and Personal Items

All items must be clearly labelled
We accept no responsibility for loss or damage to personal property
Appropriate clothing for messy play and outdoor activities is required
Spare clothing should be provided

9.2 Toys and Valuables

Children should not bring toys from home unless requested
We are not responsible for lost, damaged or stolen items
Electronic devices are not permitted

10. Food and Nutrition

10.1 Snacks and Meals

We provide healthy snacks and drinks
Packed lunch required, strictly nut free
Special dietary requirements must be notified in writing
We are a nut-free environment

10.2 Birthday Celebrations

Birthday treats may be brought with prior arrangement
All food must be shop-bought with ingredient labels
We will consider allergies and dietary requirements

11. Communication

11.1 Parent Communication

Regular updates on your child's progress will be provided
Important notices will be sent via email to rbplaygroup@yahoo.com
Daily verbal feedback is provided at collection

11.2 Complaints Procedure

Initial complaints should be raised with the Playgroup Manager
Written complaints should be sent to rbplaygroup@yahoo.com
We aim to acknowledge complaints within 48 hours
Full complaints procedure available on request

12. Photography and Media

Photographs may be taken for learning journals and displays
Separate consent is required for promotional use
Parents must not photograph other children at playgroup events
Staff mobile phones are not permitted in childcare areas

13. Data Protection

Personal information is processed in accordance with our Privacy Policy
Data is stored securely and only accessed by authorised staff
Parents have the right to access their child's records
Full Privacy Policy available on request

14. Insurance and Liability

We maintain appropriate public liability insurance
Certificate of insurance available on request
Parents must ensure their own insurance covers personal property
We are not liable for loss or damage except where negligent

15. Amendments

We reserve the right to amend these terms and conditions
One term's notice will be given of significant changes
Continued use of our services constitutes acceptance of amendments

16. General Provisions

16.1 Policies

All parents must comply with our policies including:

Safeguarding and Child Protection
Health and Safety
Equal Opportunities
Behaviour Management
Complaints Procedure

16.2 Governing Law

These terms and conditions are governed by English law