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: 2860343
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
Wraparound Care Plan — 20 hours per week, all year round (term-time after school 3:00pm–7:00pm, and holiday club 10:00am–2:00pm during school holidays):
- First child: £800.00 per month
- Each additional sibling: £650.00 per month
The monthly fee is inclusive and is made up as follows, per child:
| Component | First child | Sibling |
|---|
| Care, supervision and activities, including all activity materials — 80 hours per month at £8.00 per hour (£6.50 sibling rate) | £640.00 | £520.00 |
| Pick-up and drop-off — round trip at £8.00 per day (£6.50 per day for an additional child at the same address) | £160.00 | £130.00 |
| Total per month | £800.00 | £650.00 |
Care and transport combined equate to £10.00 per hour for the first child and £8.13 per hour for each sibling, calculated over 960 hours of care per year (48 weeks × 20 hours, after allowing for bank holidays, the Christmas closure and staff training days).
Food is not provided. We do not supply meals or snacks and no food charge forms any part of our fees. Parents should provide a packed snack or tea for their child. Drinking water is available throughout every session. Parents must notify us of any allergies on registration.
Other plans and rates:
- 15-hour plan (4:00pm–7:00pm, Monday to Friday): £480.00 per month (60 hours at £8.00). Transport is not included and may be added at £8.00 per day.
- Before-school club (7:00am–9:00am), including school drop-off: £16.00 per session
- Daytime care and learning support for home-educated children: £8.00 per hour, with collection from and return to the home address at £8.00 per day. Sessions are arranged individually.
- Holiday club booked on its own (10:00am–2:00pm): £32.00 per day, or £150.00 for a full 5-day week
- Ad-hoc hourly rate, with no monthly commitment and subject to availability: £15.00 per hour (minimum 2 hours)
- Late booking surcharge: +£1 per session when booked within 10 days
Supplements, charged only where they apply:
- Dedicated home-to-setting transport, where the child is not collected on a shared school run: +£90.00 per month
- Enhanced staffing ratio for children under 8 years of age: +£60.00 per month
- Late collection after the agreed session end time: £10.00 per 15 minutes or part thereof
- Late payment administration fee, where fees are unpaid by the 7th of the month: £15.00
Fees are agreed individually. The rates set out above are our standard published rates. The fee payable by each family is set out in the First Schedule to that family’s Childcare Provision Agreement and may differ from the standard rates — for example according to the number of children enrolled, the ages and additional needs of the children, whether transport is required, and the pattern and volume of care booked. Where the Agreement and this published tariff differ, the Agreement prevails. No fee is varied without at least four weeks’ written notice.
3.2 Payment Terms
- Monthly plan fees are payable in advance by the 1st day of each month; ad-hoc sessions are payable in advance of the session
- 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 7:00pm (or the agreed session end time for your plan)
- 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