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Terms & Conditions

1. General


  • Age of Admittance

    • 4 weeks to 5 years of age. 

  • Hours of Opening

    • The Nursery is open Monday to Friday from 08:00am to 5:45pm, 50 weeks a year excluding bank holidays. 

  • Nursery Closure

    • The Nursery is closed on UK Public Bank Holidays.

    • We will close 5pm on 20th December 2024 for Christmas.

    • We will open 8am on 06th January 2025.

    • Full Fees are charged for Bank Holidays (where possible alternative sessions will be offered to part-time children)

    • If the nursery must 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.

    • If the closure exceeds 3 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 more than 3 days.

  • Settling In

    • It is our aim to allow all children time for settling in, so that the child can form relationships with their careers 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.


  • Changes

    • Harlequin Nursery & Pre-School 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. 

  • Nappies

    • You must provide nappies and additional changing materials if required. We supply sudocrem nappy cream. If you want us to use a particular brand cream, then you will need to provide your own.


  • Off Premises Visits

    • Staff will occasionally take the children for walks or visits off premises during their sessions in accordance with statutory staffing requirements and 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.

  • Equal Opportunities

    • We are 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.


  • Complaints or Concerns

    • If you have a concern or complaint, please speak to the nursery director or manager or alternatively you can email the Nursery.

    • 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 Director or 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 for the cost of 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 /Incident

    • All Parents will be informed and required to sign the accident/incident 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. (Following the national day nurseries 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. (Following the National Day Nurseries Guidelines)

    • For Coronavirus (COVID-19) please ask nursery for copy of our COVID-19 Risk Assessment

    • 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 and staff from cross infection. The Nursery's exclusion policy is guided by the relevant local Authority.

    • If in doubt: If your child is suffering from a high temperature (38.0, continuous cough, loss or change to sense of taste or smell, 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. (Refer to sickness policy)

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


  • Prescribed Medication

    • If your child is prescribed medication from the doctor, 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. Please allow time for this when dropping off at the start of a session.

    • All prescribed medication by a doctor must be clearly labelled.​

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.


  • 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.


  • 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.


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.

    • Please discourage your child from bringing items of value to the Nursery.


  • Clothing

    • Parents are requested to send children in easily washable, clearly labelled clothing which is appropriate to the weather conditions.

    • 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


  • Water

    • Fresh drinking water and milk 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 mealtimes 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.

  • Meals & Snacks

    • Children will be provided with drinks and snacks at regular morning and afternoon snack times along with three nutritious, 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.

    • For Health and Safety reasons we do not accept children bringing in their own packed lunch.

  • Milk Feeds

    • Please provide whichever formula milk your baby uses and bottles; we will be happy to use expressed breast milk given in accordance with your written instructions.

  • Nut / Food Allergy

    • Parents must notify us in-writing during registration of any Nut or Food Allergies

    • As the number of children with Nut Allergies is increasing with parental support, we aim to endeavour to keep the nursery NUT FREE.

    • Pare​nts are requested not to send food or empty food packaging materials into the nursery.

6. Booking Patterns


  • Booking patterns are available on a 50 week or 38-week term time only basis. (Funded children only)

  • Sessions

    • Full days are calculated from 8:00am to 5:45pm, 

    • Morning Sessions are calculated from 8:00am to 1:00pm

    • Afternoon Sessions are calculated from 1:00pm to 5:45pm.

  • Regular Pattern

    • We accept 1 full day minimum or 2 half day sessions.

  • Shift Pattern

    • We do not offer shift pattern bookings. Please contact the nursery 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 4 weeks’ notice in writing or by email to the nursery.

    • Should insufficient notice be given then you will be invoiced for the full childcare fees for 4 weeks’ notice from the date of any change as if the hours had not decreased.

    • If your Child is leaving Nursery, then you must provide 4 weeks written and paid notice prior to leaving.

  • Additional Sessions

    • If Additional Days have been booked, these will be invoiced on the following months invoice.

    • If you book Additional Days and then cancel you will still be charged for the day/session booked

    • If a bank holiday is, your booking pattern, we will try to move the session to a different day subject to availability.

7. Fees

  • Schedule of Fees

    • Fees are calculated from the 5th to the 4th of each month. These are billed one month in advance and are clearly detailed with your booking pattern on your on-line invoice.

    • The current schedule of fees is available from the nursery and published on our website.

8. Payment of Fees


  • Fees are due monthly in advance in accordance with your booking pattern by the 5th day of each month.

  • We accept payments by Direct Debit and Standing Order or Online payment method only.

  • Childcare Voucher / Government Tax-free Childcare Payments

    • The voucher companies pay the nursery directly.

    • We accept payment by most voucher companies in the UK.

    • Please ensure all voucher payments are made before the 5th of each month as a late voucher payment may be charged.

  • 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.


  • Registration Fee

    • There are no registration fees.

  • Late pickup charges

    • Although we don't encourage late pick-ups, sometimes they can't be helped in an emergency. If there is an unexpected emergency, please call the Nursery as soon as possible.

    • Any delays in pick-up will be charged at £5 every 5 minutes late and will be added to your invoice.

  • Confirmation of Your Childcare Place

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

    • Once a start date has been confirmed we require at least 4 weeks’ notice of cancellation to the start date. If this notice is not given, then we require 4 weeks paid fees.


  • Sibling Discount

    • Where parents have more than one child at the Nursery attending full time, a 10% reduction in fees is allowed for the second and subsequent children.

    • This Sibling Discount is applicable only on the booking pattern and does not include extra sessions or additional hours.


  • 15/30 Childcare funded Hours ( Subject to eligibility and availability of places )

    • From Sept 2024 - Up to 15 hours for working families with a child between 9 and 23 months old. 

    • From Sept 2025 - Up to 30 hours for working families with a child from 9 months old up to school age.

    • Funded childcare is currently available if eligible for 2,3 and 4-year-old children. 

    • 2-year-old funding is available. See our funding section on our website for more information. If eligible they will be entitled to 570 hours subject to availability.

    • 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 childcare hours, these will be charged for these. Please enquire with a staff member about funded places

    • North Yorkshire County Council only fund for your childcare. Food and consumables cost are not included in the funding entitlement.

    • Harlequin Day Nursery & Pre-School cannot apply for your extended funding. Each parent/guardian must re apply before the 31st December then again before 31st March & then again before 31st August (every 3 months) to receive their child’s voucher code for the term. 

    • Our Nursery has the rights to claim back from parents any over payment in funding due to exceeding funding entitlement.

9. Non-Payment of Fees

  • A late payment charge of £2 per day will be charged unless paid in full.

  • If the payment of nursery fees is outstanding for more than 5 days after the 5th of the month this will result in the termination of your childcare contract and the loss of your childcare place. (Unless prior agreement has been made with the 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 and pass this to a debt collection agency for full recovery. In addition, you will be liable for all associated debt collection fees and court costs.


10. Cancellation


  • Termination of Contract

    • If you no longer wish to maintain your child's place at the Nursery you will be required to give 4 weeks’ notice in writing or by parent admin. (not by email)

    • 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.

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