1. Introduction
These Terms and Conditions govern the provision of childcare services by Happy Hearts Learning Centre ("we", "us", "our") to parents and guardians ("you", "your") for their children.
Ofsted Registration Number: 2860344
By registering your child with us, you agree to be bound by these Terms and Conditions.
2. Registration and Enrolment
2.1 Registration Process
- A completed registration form must be submitted before your child can attend
- All required documentation must be provided, including proof of identity and medical information
- We can consider bespoke arrangements and requirements
- All required documentation must be provided, including proof of identity and medical information
- A registration deposit is required to secure your child's place
- Registration is subject to availability, negotiation and acceptance by Happy Hearts Learning Centre
2.2 Acceptance
We reserve the right to vary our terms based on individual needs, refuse registration or terminate services if we believe we cannot adequately meet a child's needs, agree expectations or if these Terms are breached.
3. Fees and Payment
3.1 Fee Structure
- After School Club: £22.00 per standard session (until 6:00pm), £16.00 per short session (until 4:30/5:00pm)
- Holiday Club: £30.00 per day, £120.00 per week (5 days)
- Ad-hoc hourly rate: £15.00 per hour (minimum 2 hours)
- Late booking surcharge: +£1 per session when booked within 10 days
3.2 Payment Terms
- Fees are payable in advance for booked sessions
- Payment must be made via cash, bank transfer, Tax-Free Childcare, Universal Credit payments or approved childcare vouchers
- Fees are payable for all booked sessions whether or not your child attends, as the place is reserved
- Fee discounts are available based on number of children and attendance
- Late payment may result in suspension of services
3.3 Fee Increases
We reserve the right to increase fees with at least 4 weeks' written notice to parents/guardians.
3.4 Administrative Charges
An administrative charge of £45 applies for the preparation of confirmation letters, reference letters or any other documentation required by external parties (such as housing authorities, benefits agencies, solicitors or other third parties). This charge is payable in advance and covers the time and resource required to produce such documents. Where multiple documents are required at the same time, a separate charge will apply to each document.
4. Attendance and Cancellations
4.1 Booked Sessions
- Sessions must be booked in advance
- Fees are charged for all booked sessions regardless of attendance
- If your child is unable to attend, please notify us as soon as possible
4.2 Cancellation Policy
- Regular bookings require 4 weeks' written notice for cancellation
- Ad-hoc bookings cannot be refunded once confirmed
- We reserve the right to cancel sessions due to unforeseen circumstances (e.g., staff illness, severe weather).
4.3 Absence Due to Illness
No refunds or credits are provided for absences due to child illness or other unforeseen circumstances. Fees remain payable to hold the child's place.
5. Collection and Drop-Off
5.1 Authorised Collection
- Children will only be released to authorised persons listed on the registration form
- Photo ID may be requested for verification
- Written permission is required for any changes to authorised collectors
5.2 Late Collection
- Children must be collected by 6:00pm (or the agreed session end time)
- A late collection fee of £10 per 15 minutes (or part thereof) will be charged
- Persistent late collection may result in termination of services
- If a child is not collected and we cannot contact authorised persons, we may contact social services or the police
6. Health and Safety
6.1 Medical Information
- Parents must provide accurate and up-to-date medical information, including allergies, medications and conditions
- Any changes to medical information must be reported immediately
- Written consent is required for administration of medication
6.2 Illness Policy
- Children who are unwell should not attend the setting
- We reserve the right to refuse admission or send home a child who appears unwell
- Children with infectious diseases must follow exclusion periods in line with Public Health England guidance
- Parents will be contacted immediately if a child becomes unwell during a session
6.3 Accidents and Emergencies
- In case of serious injury or medical emergency, we will contact emergency services and parents immediately
- All accidents and incidents will be recorded and parents informed
- We maintain appropriate first aid equipment and trained first aiders on site
7. Behaviour and Conduct
7.1 Behaviour Management
We promote positive behaviour and have clear behaviour management policies. Persistent challenging behaviour that puts staff or other children at risk may result in suspension or termination of services.
7.2 Safeguarding
We are committed to safeguarding children. All staff hold enhanced DBS checks and receive safeguarding training. We will report any safeguarding concerns to the appropriate authorities.
8. Personal Belongings
- We are not responsible for loss or damage to personal belongings
- All items should be clearly labeled with the child's name
- Valuable items should not be brought to the setting
9. Photographs and Media
- We may take photographs and videos for learning and development purposes
- Separate consent is required for use of images in marketing materials or on our website
- Parents may withdraw consent at any time
10. Data Protection
We process personal data in accordance with UK GDPR and our Privacy Policy. For more information, see our Data Protection Policy.
11. Complaints Procedure
If you have a complaint, please:
- Speak to a member of staff or the manager
- If unresolved, submit a written complaint to the registered person
- We will investigate and respond within 28 days
- You may also contact Ofsted if you remain dissatisfied
12. Termination of Services
12.1 By Parents
Parents may terminate services by providing 4 weeks' written notice. Fees are payable for the notice period.
12.2 By Happy Hearts Learning Centre
We reserve the right to terminate services with immediate effect if:
- Fees remain unpaid after reasonable requests
- These Terms and Conditions are breached
- A child's behaviour poses a risk to themselves, staff or other children
- The relationship between parents and staff breaks down irretrievably
13. Liability and Insurance
- We maintain appropriate public liability insurance
- We are not liable for loss or damage except where caused by our negligence
- Our liability is limited to the extent permitted by law
14. Changes to Terms
We reserve the right to amend these Terms and Conditions at any time. Changes will be notified to parents with at least 4 weeks' notice.
15. Governing Law
These Terms and Conditions are governed by the laws of England and Wales.
16. Contact Information