Nursery Terms & Conditions (December 2025)

Effective date: December 2025
Who we are: Busy Little Bees Nurseries (the “Nursery”, “we”, “us”).
Scope: Applies to all Busy Little Bees settings.

How these terms work (and what takes precedence)

These Terms & Conditions apply to all Busy Little Bees nurseries. If any website text conflicts with our Fee Schedule, Funding Policy, Parental Agreement, Food Policy or Consumables & Activities Policy, the parent documents take precedence.

1) Who we are, age of admittance & opening pattern

• Ofsted-registered nurseries welcoming children from 4 weeks to 5 years.

• Standard day 8:00–18:00 (optional Early Bird 07:30–08:00, limited spaces). Open 51 weeks/year; Christmas closure and public bank holidays as published. Five bank holidays are not charged. If we must close due to circumstances beyond our control, no alternative care is owed; closures over 3 days (beyond normal non-operational days) are credited.

• Settling-in: it is our aim to allow all children time for settling in, so that the child can form relationships with their carers and become familiar within the nursery surroundings. Each child and their needs differ so the length of time for settling in varies from child to child. Typically, we find this normally consists of 2–3 sessions before fully starting; families can attend in the week prior to discuss policies and ask questions.

• We may update these terms; We reserve the right to make amendments to the terms and conditions of your childcare contract without notice. The current terms and conditions are published online.

• Change of Details: you must keep your and your child’s details (e.g., contact details, allergies/medical) up to date. Court orders must be disclosed.

• Off-premises visits: local walks/outings may occur with appropriate staffing and parental consent.

• Mobile phones: no personal mobile phone use on site.

• Equal opportunities: we do not discriminate on any protected characteristic.

• Nappies: parents are asked to provide supplies of their preferred nappies and additional nappy changing materials when required. These will be tagged with each child’s name.

2) Registration, admissions, settling & booking patterns

• Confirmation of Your Childcare Place: we will confirm your childcare place within 7 working days as this is subject to childcare place availability. Should there be no availability for requested days, you will remain on the waiting list until a place becomes available or you notify us that the place is no longer needed.

• Reserving a Childcare Place: we are able to reserve a childcare place and booking pattern no more than 6 months in advance of your child’s start date. Should you wish to extend this 6 months period then you will be required to pay your childcare fees in full from the 7th month onwards to keep your childcare place open.

• Allocations follow our Admissions Policy. We generally accept 2–5 days (or session equivalents).

• Term-time only: we are unable to accept term time only booking patterns unless the child attends nursery through the Government funded 15 or 30 hours only. If you would like your child to attend additional hours to their funded hours, the wraparound tariff will apply. Please see Fees and Funding section of our website. Subject to availability.

• Change of Booking Pattern: to increase your booking pattern we require 24 hours’ notice subject to availability. To decrease your booking pattern you must provide us with thirty (30) days’ notice in writing or by email to the nursery manager. Should insufficient notice be given then you will be invoiced for the full childcare fees for thirty (30) days’ notice from the date of any change as if the hours had not decreased.

3) Fees, invoices & payments

• Registration fee: £50 refundable per child (waived for funded-only places). Includes access to our settling programme. The registration fee will be refunded against your final months invoice, subject to the nursery receiving 30 days written notice of termination of the childcare place. The registration fee and admin fee is non-refundable in case of cancellation or termination of your childcare place. The registration fee is waived for funded places.

• Schedule of Fees: The schedule of fees are available from the nursery manager and listed on our website.

• Nursery Fees: Nursery fees are payable for 52 weeks of the year. The nursery closes for one week over Christmas, however fees remain payable during this closure as part of the year-round place.

  Five bank holidays are not charged for: New Years Day, Good Friday, Easter Monday, Christmas Day & Boxing Day).

• When charged: fees are payable monthly in advance by the 1st of each month. First invoice covers from start date to month-end and is due before/on the first day of attendance.

• Payment methods: card, Direct Debit, Standing Order or online; cash only by prior agreement (receipt required).

• Late payment: £15 per child per month if outstanding after the 1st. Continued non-payment may result in suspension and referral to debt recovery (you are liable for associated fees/costs).

• Notice to leave: 1 month (or 1 month’s fees in lieu). For children receiving grant funding, notice may be up to one full term and should end at a term break.

• Discounts: 10% for siblings (applied to the eldest first); 10% for twins/multiples.

• Additional hours (ad-hoc): £13/hour, 1-hour minimum (unless otherwise priced). Early Bird 07:30–08:00 and other extras are chargeable at published rates.

• Late collection / non-booked time: should you be late picking up (after 6:00pm) then an additional charge of £10 for every 15 minutes will be applied to your monthly invoice.

4) Government funding (NEF) & compliance

• We deliver government 15 or 30 hours across 38 weeks (570 / 1,140 hours). Because we open 51 weeks, most families choose a stretched option: equivalent weekly funded hours become about 11.18 (15h) or 22.35 (30h) depending on pattern and start term. Please see Fees and Funding listed on our website for specific information regarding sessions offered by each of our nurseries.

• Eligibility: HMRC confirms codes for working-parent entitlements (renew every 3 months). Funding usually starts the term after the qualifying birthday (or from 9 months for the working-parent entitlement).

• Grace period applies if eligibility changes; the local authority informs providers of the end date. Split funding is often allowed across a maximum of two sites per day.

• Attendance matters: funded hours must be used in full and to time. Persistent late drop-off/early collection may lead to LA removal of hours and additional charges to cover what the LA reclaims.

• Free at the point of use: funded places are free. Meals, consumables and enhanced activities are optional; families can opt out and still access funded hours (see Section 5).

5) Meals, consumables & enhanced activities (your options)

• We offer an all-inclusive meal package (fresh, balanced, diet-aware). This supports school-readiness through shared mealtime routines and independence skills.

• Meals & Snacks: children will be provided with drinks and snacks at regular morning and afternoon snack times along with a nutritious breakfast, lunch with pudding and light afternoon snack.

• Nut Allergies: as the number of children with nut allergies is increasing with parental support we aim to keep the nursery NUT FREE. Parents are requested not to send any food or food packaging materials into the nursery. Parents are asked to check that no food is left in their child's bag when bringing it into nursery.

• Milk Feeds: formula bottle feeds should be supplied prepared and labelled by parents and brought to the Nursery each day where they will be stored at the correct temperature until required. Bottles will be rinsed and sent home every evening for sterilisation.

• Families may send packed food instead of buying meals, provided it follows our Provision of Food Policy: shop-bought, unopened in original packaging, clear allergens, no refrigeration/heating, no nuts, healthy items only, appropriate cutting to reduce choking risk. If suitable food is not provided, you may be asked to collect your child or we will provide food and invoice at the applicable rate.

• Consumables & Activities/Services contribution: we invite voluntary support for care items (e.g., wipes, cotton wool, gloves) and enrichments (e.g., yoga/drama, forest school, celebrations). Opt-out is permitted; in that case, parents may be asked to supply consumables, and children may skip optional enhancements. Funded hours are unaffected.

• Nappies: parents provide their preferred nappies; nursery supplies other listed care items where included.

• Where the day price includes lunch/tea, no reduction applies if you choose to send a packed meal.

• Water: fresh drinking water is available to all children throughout the day. For the older children water is available for them to help themselves when thirsty, this promotes independence and self-help skills. For the younger children water will be available and offered throughout the day alongside designated snack and meal times in either beakers or cups depending upon the age and stage of development of the children. All children will be encouraged by the staff to drink water throughout the day as part of our commitment to offering healthy food and drink options.

6) Session types, closures & absences

• We publish 48-week and 38-week term calendars for funded patterns; dates can differ slightly from local school terms.

• If we close due to circumstances beyond our control, we are not obliged to offer alternative provision; closures over 3 days are credited for days beyond day 3.

• Absence: fees remain payable for periods of absence (Holidays and Sickness) as the child’s place is kept open and staff and associated costs continue to accumulate and be met by the nursery.

7) Health, medical & safeguarding

• First aid: staff administer basic first aid and record incidents for signature. Emergency treatment/medical advice may be sought unless you have given written instructions to the contrary. The Nursery does not accept any responsibility for treatment given against parent’s wishes if we have not been informed otherwise.

• Accidents: Parents will be informed and required to sign the accident form. In the case of a more serious accident or incident a child will be taken immediately to a doctor or the nearest hospital and parents will be informed.

• Sickness: The Nursery will make every effort to notify parents should their child become ill at the Nursery. Senior staff reserves the right to remove the child to hospital in an emergency. Please note minimum exclusion periods apply and must be adhered to; our policy and guidelines are available from the nursery manager.

• Illness & exclusion: please follow our health/exclusion guidelines (e.g., 48 hours after vomiting/diarrhoea; other periods per Public Health guidance).

• Contagious Disease: For the benefit of the other children in the nursery, you must not allow your child to attend the nursery if they are suffering from a contagious disease which could easily be passed on to another child during normal daily activities of the nursery. The Nursery reserves the right to refuse to accept children until the Nursery is satisfied they are not infectious. This is to protect other children from cross infection. The Nursery’s exclusion policy is guided by the relevant local Authority.

• Immunisations: If your child has had an Immunisation injection, please keep them at home for 24 hours to ensure that they don't have an adverse reaction and/or have a temperature.

• If in doubt: If your child is suffering from a doubtful rash, sore throat, discharge from the eyes, nose, diarrhoea or any similar symptoms; please keep the child at home until the doctor has certified that the symptoms have disappeared.

• Medication: prescription medicines administered in line with policy; antibiotics usually after 24 hours at home first.

• Allergies: please ensure all allergies are declared.

• Antibiotics: If your child is prescribed antibiotics, please keep them at home until 24 hours dosage has been administered in case of adverse reaction to the medication. Antibiotics and medicines will only be administered by Nursery staff after the child has been taking them for more than 24 hours at home, and only then with written authorisation from their parent. All antibiotics must be prescribed by a doctor.

• Safeguarding: we have a legal duty to act on concerns; referrals may be made without consent if necessary to keep a child safe.

8) Child Security and Protection

• Child Protection: Any child who attends the Nursery, irrespective of their racial origin, gender, physical or mental impairment, class, religion or cultural background has a right to protection from neglect, physical, sexual or any other abuse and it is our priority to keep children safe from harm whilst in our care. The Nursery has a full written policy on Child protection which is available from the nursery manager.

• Delivery of Children: children should be delivered by parents/careers into the care of a Nursery Staff Member and entered into the attendance register.

• Collection of Children: children will not be released into the care of anyone other than those named on the childcare registration form unless authorised by the parents personally, by telephone or in writing. If we are not reasonably satisfied that an individual is allowed to collect your child, we will not release your child into their care. In addition, a personal visit of introduction by the parents, of anyone who will be collecting the child on occasions is encouraged so we are able to confirm their identity. You are required to inform us immediately if you are unable to collect your child from nursery by the official collection time. All collections must be by an adult over 18 years of age.

• Social Services: it is our obligation to require or seek professional advice or actions from the local social services team if we suspect a child is suffering from harm. We have an obligation to report any instances where we consider that a child may have been neglected or abused to the relevant authorities. We may do so without your consent and/or without informing you.

• Behaviour Management: the Nursery has a written policy on behaviour management which is available from the nursery manager. The use of any form of physical chastisement, verbal humiliation, or aggressive handling of a child is not acceptable at the Nursery.

9) Property and Premises

• Personal Property: the Nursery does not accept responsibility for loss or damage of personal property brought on to the premises by children or parents.

• Clothing: parents are requested to send children in easily washable, clearly labelled clothing which is appropriate to the weather conditions. Please discourage your child from bringing items of value to the Nursery. Please provide a spare set of clothing for your child in case of an accident or the need for change of clothing

• Car Park: drivers are asked to drive at a very slow speed and be cautious before setting off. Any vehicle parked in the Nursery car park is parked at your own risk.

10) Day-to-day conduct, privacy & communications

• Mobile phones: no personal phone use on site for safeguarding reasons.

• Equal opportunities: we do not discriminate on any protected characteristic.

• Data & privacy: by enrolling, you acknowledge our Privacy Notice and consent for data sharing required to claim funding, EYPP/DAF, etc.

• Complaints: we welcome feedback and operate a formal Complaints Policy (available from your nursery and online).

11) Employment or solicitation of staff

If you employ or otherwise engage a member of our staff (directly or indirectly) within 6 months of their leaving us, a £2,000 fee applies to cover recruitment/training of a replacement.

12) Funding options & patterns (at a glance)

• Universal 15 hours (3–4s) and eligible 2-year-old 15 hours; working-parent 30 hours (from 9 months–4 years) per government rules. Stretched delivery available (51 weeks).

• See each nursery’s Fee Schedule for patterns: All-In (includes meals/consumables/enrichments) or Funded-only (nil-cost sessions) with optional add-ons.

• Tax-Free Childcare accepted: Busy Little Bees Nurseries are Ofsted registered childcare providers, which means we accept tax-free payment for childcare. Tax-free childcare is a government initiative designed to help working parents with the costs of childcare. Working parents of children aged under 12 can access Tax-Free Childcare by opening an online account, (through the government website, www.gov.uk/tax-free-childcare), through to pay for registered childcare. For every 80p that parents pay into the account, the government will top-up an extra 20p. Parents can receive up to £2,000 per child, per year, (or £4,000 for disabled children). Tax-free childcare can be a great option for you and your family to save money on childcare costs. However, we strongly advise parents to ensure they have read all the advice in relation to what is best for them and whether they should move from an existing scheme. Busy Little Bees Nursery will not be held responsible if your choice results in changes to your eligibility for other benefits or childcare costs support. Please see Childcare Choices for what’s best for your family.

13) Cancellations, wraparound agreements & codes

• Wraparound care (51-week plans): monthly payments are due in advance. Early termination of a private wraparound agreement may incur charges for the remaining contracted period.

• If you move your funded hours to another setting, normal notice for wraparound care still applies.

• Parents must reconfirm 30h codes every 3 months; if eligibility changes, charges apply after the grace period ends.

• Termination of Contract: If you no longer wish to maintain your child’s place at the Nursery you will be required to give thirty (30) days’ notice in writing or by email to the nursery manager. We reserve the right to exclude a child from Nursery for any breach of the childcare contract. We may terminate your childcare contract if your child's behaviour at the nursery is deemed by us to be unacceptable or endanger the safety and well-being of other children and/or staff at the nursery.

14) Complaints and Compliments

At Busy Little Bees we strive to provide the highest quality of care and education for our children and families and believe that all parents are treated with care, courtesy and respect. We hope that at all times parents are happy and satisfied with the quality and service provided and we encourage parents to voice their appreciation to the staff concerned and/or management. We record all compliments and share these with staff. We welcome any suggestions from parents on how we can improve our services, and will give prompt and serious attention to any concerns that parents may have. Any concerns will be dealt with professionally and promptly to ensure that any issues arising from them are handled effectively and to ensure the welfare of all children, enable ongoing cooperative partnership with parents and to continually improve the quality of the nursery. We have a formal procedure for dealing with complaints where we are not able to resolve a concern. Please click here for our Full Complaints Policy.

15) Data Protection & Privacy

We process personal data to deliver childcare and claim funding. We may share details with the Local Authority and the Department for Education for eligibility checks and funding claims. Please see our Privacy Notice.

16) Policies & Procedures

A full manual of our nursery’s Policies & Procedures is available in the nursery office. We are happy to email you a full copy upon request. If you would like any information or clarification regarding any aspect of our care, please don’t hesitate to ask a member of staff.

Terms & Condition are subject to change without prior notice. Errors and omissions excepted.