Terms & Conditions
Last updated: May 2025
1. Admissions Policy
Willow Tree Childcare provides early years education and care for children aged two to five. We welcome both government-funded and privately funded children. Due to limitations on capacity, admission is not guaranteed and is granted solely at the discretion of the nursery’s management team. The nursery reserves the right to decline any application without obligation to disclose a reason.
To register a child, families must schedule a meeting with the Nursery Manager, attend in person with their child for an informal assessment of readiness, and submit the required documentation. Privately funded places are subject to a refundable deposit and a non-refundable administrative fee, both outlined in the Registration Form. Government-funded places are offered subject to eligibility and session availability. Admission Policy
Where a parent or carer withdraws from a government-funded place after the commencement of attendance, the nursery reserves the right to retain up to two weeks’ worth of funded hours to compensate for administrative and operational loss, provided this is clearly stated in the Registration Agreement.
2. Fees and Funding
Fees for privately funded places are detailed in the nursery’s Registration Form and are reviewed annually. All parents must agree to a minimum commitment of two calendar months, with attendance of no fewer than three days per week. The refundable deposit is credited to the final invoice upon appropriate termination, subject to adherence to the nursery’s notice period. The administrative fee is non-refundable and covers the cost of enrolment, processing, staff allocation, and induction planning.
In cases of late or non-payment, or repeated breaches of financial or contractual obligations, Willow Tree Childcare reserves the right to suspend or terminate the child’s place without further notice.
Government-funded places are offered in line with the guidance of the local authority. Parents are responsible for the timely provision of valid funding codes and for informing the nursery of any changes in eligibility.
3. Health and Safety
The nursery fully complies with the Health and Safety at Work Act 1974, the Early Years Foundation Stage (EYFS), and all associated health and safety regulations. Robust risk assessments are conducted regularly and reviewed periodically. Staff undergo health and safety training on an ongoing basis as part of induction.
Fire safety drills are carried out each term. Emergency evacuation plans, infection control measures, hygiene protocols, and secure entry systems are in place. Children are supervised at all times. Medication is administered only with prior written consent, and all accidents are recorded and communicated in accordance with statutory requirements. Health and Safety
4. Special Educational Needs and Disabilities (SEND)
Willow Tree Childcare supports children with SEND in accordance with the Children and Families Act 2014, the SEND Code of Practice (2015), and the Equality Act 2010. Individual Support Plans (ISPs) are developed and reviewed in partnership with parents and carers, with the involvement of external professionals where necessary. SEND
Reasonable adjustments are implemented within staffing, resources, and health and safety limits. Where a child’s needs exceed the nursery’s capacity to provide safe and appropriate care, referrals to external agencies or a recommendation for transition to alternative provision may be made. The nursery reserves the right to withdraw a place if essential external support is declined or unavailable.
5. Safeguarding and Child Protection
Safeguarding and the welfare of children are central to the nursery’s values and practice. All staff are trained in safeguarding procedures and are expected to act in accordance with statutory guidance, including Working Together to Safeguard Children and Keeping Children Safe in Education. Mrs Nadejda Sorokina is the designated safeguarding lead (DSL).
Concerns regarding a child’s welfare will be escalated to appropriate external agencies, including without parental consent where necessary to protect the child. Low-level concerns are recorded and monitored. All records are retained in accordance with the Data Protection Act 2018 and relevant statutory guidance. Safeguarding
6. Complaints Procedure
The nursery is committed to resolving concerns promptly and fairly. Complaints are managed in four stages:
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Informal discussion with the child’s key person or room leader.
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A formal written complaint was submitted to the nursery manager (office@willowtreechildcare.co.uk).
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Meeting with management, including a formal record of the outcome.
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Escalation to Ofsted or the Families’ Information Service if unresolved.
Complaints relating to safeguarding should be directed immediately to safeguarding@willowtreechildcare.co.uk. The nursery maintains a confidential Complaints Log and uses feedback to improve service quality.
7. Parent Responsibilities and Code of Conduct
At Willow Tree Childcare, we regard a respectful, collaborative relationship with parents and carers as essential to each child’s wellbeing and development. By accepting a place, parents and carers agree to comply with nursery policies and engage in cooperative and respectful communication.
Parents and carers are expected to:
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Communicate openly and promptly about matters concerning their child’s health, well-being, attendance, and any relevant family circumstances.
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Notify the nursery the same day in the event of absence, illness, or changes to emergency or authorised collector details.
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Respect the professional boundaries and expertise of staff, and raise concerns appropriately through the nursery’s formal channels.
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Adhere to published illness exclusion periods and accept management’s decisions regarding temporary exclusions in the interest of public health.
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Cooperate with safeguarding procedures and safety protocols during drop-off, collection, and emergencies.
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Conduct themselves respectfully. Abusive, aggressive, intimidating, or discriminatory behaviour—whether verbal or physical—towards staff, children, or other families will not be tolerated.
The nursery reserves the right, at its absolute discretion, to:
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Deny access to any parent or visitor whose conduct poses a risk to safety, welfare, or the reputation of the setting.
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Suspend or permanently terminate a child’s place without notice in cases of:
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Breaches of health and safety or safeguarding policies
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Repeated disregard for nursery rules
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Behaviour that compromises the operation or ethos of the setting
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Such actions will be fully documented and, where appropriate, formally communicated to the family.
8. Disclaimer and Legal Notice
Willow Tree Childcare operates in accordance with applicable legislation, including but not limited to the Early Years Foundation Stage (EYFS), Equality Act 2010, Children and Families Act 2014, and Data Protection Act 2018.
The nursery reserves the right to amend its terms, policies, fee structures, or availability of services at any time, without prior notice, where necessary to comply with law, respond to inspections, or meet operational needs. While the nursery endeavours to inform parents of material changes, it is the responsibility of each parent or carer to stay updated with current policies.
By enrolling their child, parents and carers confirm that they:
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Have read and understood the nursery’s Terms & Conditions and policies;
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Accept to be bound by them throughout their child’s attendance;
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Acknowledge that failure to comply may result in the withdrawal of the child’s place.
These Terms & Conditions do not restrict any statutory rights under UK law. However, the nursery accepts no liability for indirect loss, inconvenience, or disruption arising from external circumstances, regulatory changes, or force majeure.
All queries regarding these terms should be addressed in writing to: