Terms & Conditions

Last updated: January 2026

1. Admissions Policy

Willow Tree Childcare provides early years education and care for children aged two to five years. 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, session availability, and confirmation of valid funding codes.

Withdrawal from funded places

Where a parent or carer withdraws a child from a government-funded place after attendance has commenced, the nursery will notify the local authority in accordance with funding requirements.

No charges will be made in respect of funded entitlement hours already delivered or due to be delivered.

Any charges applied will relate solely to privately funded hours or optional services provided outside funded entitlement hours, in accordance with the nursery’s Fees & Charges information published on the website.

2. Fees and Funding

Fees for privately funded places are detailed in the nursery’s Registration Form and are reviewed annually.

All parents of privately funded children must agree to a minimum commitment of two calendar months, with attendance of no fewer than three days per week.

The refundable deposit for private places 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 a child’s place without further notice.

Government-funded places are offered in line with local authority guidance. Parents are responsible for the timely provision of valid funding codes and for informing the nursery of any changes in eligibility.

Holding deposits

An optional holding deposit may be requested where a family wishes to reserve a place in advance of a confirmed start date (for example, for a future term or academic year).

Any holding deposit is not a condition of accessing government-funded entitlement hours. Funded places may be offered without a deposit, subject to availability at the time attendance begins.

Holding deposits are fully refundable once the child starts attending the nursery, in accordance with the nursery’s published Fees & Charges information.

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 as part of induction and ongoing professional development.

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.

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 appropriate.

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 recommendations for alternative provision may be made.

The nursery reserves the right to withdraw a place where essential external support is declined or unavailable and the child’s needs cannot be safely met.

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 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 safeguarding records are retained in accordance with the Data Protection Act 2018 and relevant statutory guidance.

6. Complaints Procedure

The nursery is committed to resolving concerns promptly and fairly.

Complaints are managed in the following stages:

Informal discussion with the child’s key person or room leader.
A formal written complaint submitted to the Nursery Manager (office@willowtreechildcare.co.uk).
A meeting with management, with a formal written outcome.
Escalation to Ofsted or the Families’ Information Service if unresolved.

Complaints relating to safeguarding should be directed immediately to safeguarding@willowtreechildcare.co.uk.

A confidential Complaints Log is maintained and used to support continuous improvement.

7. Parent Responsibilities and Code of Conduct

Willow Tree Childcare regards a respectful and 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:

Communicate openly about matters affecting their child’s health, wellbeing, and attendance.
Notify the nursery promptly of absences or changes to authorised collection arrangements.
Respect staff professionalism and raise concerns through appropriate channels.
Adhere to illness exclusion periods and public health requirements.
Cooperate with safeguarding and safety procedures.

Abusive, aggressive, intimidating, or discriminatory behaviour towards staff, children, or other families will not be tolerated.

The nursery reserves the right, at its discretion, to deny access to any parent or visitor whose conduct poses a risk to safety, welfare, or the operation of the setting, and to suspend or terminate a child’s place where necessary. Any such action will be documented and formally communicated.

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), the Equality Act 2010, the Children and Families Act 2014, and the Data Protection Act 2018.

The nursery reserves the right to amend its terms, policies, fee structures, or availability of services where necessary to comply with legal or regulatory requirements or operational needs.

Parents and carers are responsible for keeping themselves informed of current policies.

These Terms & Conditions do not restrict any statutory rights under UK law. The nursery accepts no liability for indirect loss arising from external circumstances, regulatory change, or events beyond its control.

All queries relating to these Terms & Conditions should be addressed in writing to:

office@willowtreechildcare.co.uk

Last verified:

31 January 2026

Source validity: current

Primary source: Department for Education — Early education and childcare statutory guidance (effective from 1 April 2025)