Kimberworth Terms & Conditions

Terms & Conditions

1. General

Age of Admittance

3 months to 5 years of age. 

Hours of Opening

The Nursery is open Monday to Friday from 7:30am to 6:00pm, 52 weeks a year excluding bank holidays. 

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 with the nursery surroundings. Each child and their needs differ, so the length of time for settling in varies from child to child.

We find this normally consists of 2-3 sessions. We request that a parent/guardian attends the nursery with the child for settling in until he or she is happy to be left.  This will give parents time to read relevant policies and procedures and enable staff to obtain the relevant child related information and consent to ensure a smooth transition into nursery.


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 immediately inform us of any changes to your registration details. 

Court order

You must inform us if your child is the subject of a court order and provide us with a copy of such order on request. 


We do not provide nappies or additional nappy changing materials such as wipes, cream etc.

Off Premises Visits

Staff will occasionally take the children for walks or visits off premises during the course of their sessions in accordance with statutory staffing requirements and initial parental consent being obtained.

Mobile Phone

To ensure the safety and wellbeing of all children who attend our nurseries, we enforce a no personal mobile phone usage within our settings. Should you be on your personal mobile phone as you arrive at the nursery can we please ask that you conclude your phone call before entering the premises or stay within the mobile phone friendly zones within the nursery.

Equal Opportunities

We are an equal opportunities organisation, which makes decisions without regard to race, colour, sex, religion, national origin, age, disability, marital status or sex change status or any other factor protected by law.

Nursery Closure

The Nursery is closed on public Bank Holidays. We reserve the right to close for up to 3 in service training days (inset) days per year. Full fees will be charged for these days.

If the nursery has to close or we take the decision to close due to events or circumstances which are outside our control, we shall be under no obligation to provide alternative childcare facilities to you. Full fees are payable in each event for the first 3 days.

If the closure exceeds 3 consecutive days in duration (excluding any days when the nursery would otherwise be closed), we will credit you with an amount that represents the number of days the nursery is closed in excess of 3 days.

Complaints or Concerns

If you have a concern or complaint, please speak to the nursery manager or alternatively you can email the Nursery Manager. If you have any concerns regarding the services we provide, please discuss these with your child’s key worker. If these concerns have not been resolved to your satisfaction, please contact the Nursery Manager.

Employment or Solicitation of Staff

If, during this childcare contract and for a period of 6 months after the termination of this contract, you (directly or indirectly) employ or otherwise engage the services of any member of our staff who has had contact with your child under this contract then you will be liable to pay and you will be invoiced a fee of £2,000.00 as payment to us for recruiting and training a suitable replacement member of staff.


 2. Medical

Emergency Treatment

Any child who attends Nursery and has an accident whilst in our care will be given basic first aid treatment by staff. This will include the treatment of minor cuts, bumps or bruises.

Any emergency treatment or medical advice will be permitted unless a parent states in writing otherwise. The Nursery does not accept any responsibility for treatment given against parent’s wishes if we have not been informed otherwise.

Accident Forms

All Parents will be informed and required to sign an accident form. In the case of a more serious accident or incident an ambulance will be called. The decision on which hospital the child is taken to will be left to the ambulance crew. Parents will be informed as soon as is reasonably practicable.


The Nursery will make every effort to notify parents should their child become ill at the Nursery. Senior staff reserve 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. 

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. We cannot guarantee that all children in nursery have received up to date immunisations.

 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.

You must inform us immediately if your child is diagnosed with any allergy or intolerance.


  • We exclude all children on antibiotics for the first 24 hours unless this is a new medication then we exclude for the first 48 hours of the course (unless this is part of an ongoing care plan to treat individual medical conditions e.g. asthma and the child is not unwell) This is because it is important that children are not subjected to the rigours of the nursery day, which requires socialising with other children and being part of a group setting, when they have first become ill and require a course of antibiotics. 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 (with the exception of Chloramphenicol) must be prescribed by a doctor.

3. Child 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/carers 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.

If you are late collecting your child, we reserve the right to charge £20 for every 30 minutes late or part thereof.

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 or is being 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 Nursery.

4. 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 including clothes worn by your child.


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.

5. Food and Drink


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 to drink water throughout the day as part of our commitment to offering healthy food and drink options.

Meals & Snacks

Children will be provided with drinks and snacks at regular morning and afternoon snack times along with balanced meals daily. Menus are displayed on the parents display board; these include age and stage applicable meals and vegetarian options. All special dietary requirements will be catered for.

We may accept children bringing in their own packed lunch but we do not encourage this for health and safety reasons.

Milk Feeds

We will use whichever type of feed is provided by the parent, we will be happy to use expressed breast milk given in accordance with your written instructions.

Nut Allergy

As the number of children with nut allergies is increasing, with parental support we endeavour to keep the nursery NUT FREE. Parents are requested not to send food or empty food packaging materials into the nursery.

6. Fees 

Schedule of Fees

Fees are calculated on a 52 week booking pattern. Term time booking patters will be calculated over 39 weeks with a 10% surcharge (not funded places). The current schedule of fees is available from the nursery manager and published on our website. We do not charge for Bank Holidays

We review our charges annually usually in February for implementation in April. We will give you written notice of any such changes. Changes may be made at other times subject to business requirements.


All fees remain payable for any periods of absence including 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. Children who have been asked to self isolate due to potential contact with Covid 19 will be considered as “sick” for the purposes of these terms and conditions.

Registration Fee

We do not currently charge a registration fee.

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.

Confirmation of Your Childcare Place

We will confirm your childcare place within 7 working days as this is subject to childcare place availability.

Government Funded Childcare Hours

Government Funded childcare is available for all 3 and 4 year old children, regardless of parental income, from the term AFTER a child’s 3rd birthday.

3 and 4 year old children will be entitled to 570 hours with an addition 570 hours available subject to eligibility. If you choose to access any additional child care hours, these will be charged for. Please enquire with a staff member about funded places for 2 year olds.

7. Booking Patterns

A variety of booking patterns are available


Full days are calculated from 08:00am to 6:00pm, 

Sessions are calculated from 8am to 1:00pm or 1:00pm to 6:00pm.

or 8am to 3:30pm.

Regular Pattern

We accept 2 day, 3 day, 4 day and 5 day weekly booking pattern or 2 sessions minimum.

Shift Pattern

Dependant on availability we may accept a limited 2, 3 and 4 week recurring shift booking pattern. Please contact your nursery manager to discuss.

Changes to your 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.

Additional Sessions

If Additional Days have been booked, these will be invoiced on the corresponding month. If you book and then cancel you will still be charged for the day/session booked

8. Payment of Fees

Fees are due monthly in advance in accordance to your booking pattern by the 7th day of each month.

We accept payments by, Voucher, Tax Free Childcare, Direct Debit, Standing Order, bank transfer or Online payment through our Nursery App.

We may take payment by cash; however, it is your responsibility to obtain a receipt as your proof of payment.

Childcare Voucher Payments

The voucher company pays the nursery directly.

We accept payment by most voucher companies in the UK.

Please ensure all voucher payments are made before the 7th of each month as a late voucher payment may be charged.

9. Cancellation

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 at the nursery.

10. Non Payment of Fees

If the payment of nursery fees is outstanding for more than 21 days after the 7th of the month this could result in the termination of your childcare contract and the loss of your childcare place. (Unless prior agreement has been made with nursery management).

Upon termination of this contract the child shall not be permitted entry to the nursery. This shall be regarded as a formal demand for all outstanding monies and we will issue a final invoice we will then register a claim through Money Claim Online (Small Claims Court) for full recovery. In addition, you will be liable for all court costs and associated debt collection fees.

We reserve the right to charge a fee of £5 per letter to cover administration cost for the recovery of late payments.

11. Assignment

This contract is personal to you. You shall not, without our written consent, transfer to anyone else any of your rights or obligations under this contract.

12. Invalid Clauses

If any part of this contract is found by any court or similar authority to be invalid, illegal or unenforceable, that part shall be struck out, but the rest of the contract shall apply.



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