Terms & Conditions for Registration

These terms and conditions govern the basis on which we agree to provide childcare services to parents/carers.

Waiting List

  • The waiting list operates on a strictly first come, first served basis. To register a child the setting must first confirm the availability of the place including start date and exact sessions required.
  • If a place is not available at the time of the request, this can be placed on our waiting list.
  • Once registered increases to additional sessions in the future may be made and a similar process is followed. If requested sessions are not available the request can be placed on our waiting list.


  •  To register for a place a non-refundable registration fee of £100 accompanied by a completed and authorised registration document (online preferably) is required. This fee is not part payment of fees. No space is reserved until the registration fee has been paid.
  •  To secure a place which incorporates Local Authority funding (for those children eligible for 2 year or 3/4 year funded hours) a £75 deposit is required instead of a registration fee, this is returned in the first month of attending.
     To register, the availability of the place must already have been checked with the setting.
  • The sessions are considered contractual once you have completed the registration process.
     Children are registered until school leaving age unless otherwise advised by the parent/carer. This is at the end of the Summer Term (for Term Time Only Children) or on the 31st August following their 4th Birthday for all other children.
  • The registration fee entitles parents/carers to a ‘Registration pack’ and a minimum of 2 x 2 hour settling in sessions prior to a child’s registered sessions commencing and 1 entry fob to gain access to the front door (returnable when leaving Red Bus). Additional fobs can be secured for £10 each (non-refundable).

Sessions and Fees

  • For the purpose of a registered place, a full day session consists of a maximum of ten hours of childcare between the hours of 8am and 6pm. Half day sessions are a maximum of five hours either between 8am and 1pm or 1pm and 6pm.
  • If the setting is operating early start sessions and late finish sessions (7.30am and 6.30pm respectively) these can also be pre-booked.
  • The setting is open all year round except for all Bank and Public Holidays and the days in between Christmas and New Year, no fees are charged on these days.
  • The fees payable are those in place at the time of the child starting, please note that fees are subject to at least an annual increase, at least 4 weeks’ notice of any changes is given.
  • Extra sessions will always be charged at the standard rate unless otherwise stated at the time.
  • As we book staff based on our pre-booked sessions, and by registering a child you are registering them on a contract rather than a crèche type facility, sessions cannot be swapped. Extra sessions can be booked in these circumstances.
  • If children cannot attend nursery for any reason, including emergency/statutory closure, charges will apply and there will be no refunds given, including early starts, late finishes and extras.

Registration pre-payment and cancelled registrations (does not apply to children taking any Local Authority funded hours)

  • A pre-payment will be required 13 weeks prior to the start date of each child, or immediately if the child is starting in less than 13 weeks.
  • This pre-payment will be the equivalent of one week’s fees (based on the first full week of the child starting) and is payable per child.
  • This payment will be held as a credit on the bill payer account and the value of this will be deducted from the first invoice.
  • In the event of the place being cancelled in the 13 weeks prior to the booked start date, the payment will be non-refundable.

Sessions and start date changes prior to start (does not apply to children taking any Local Authority funded hours)

  • Sessions may be added to a child’s place prior to starting if the additional sessions have been requested and agreed with the setting. Any changes must be requested/notified in writing.
  • Where a session or sessions are dropped prior to starting (except where a place is cancelled, see above), the following charges are made -

Longer than 8 weeks before the start date

no charge

Between 8 weeks to 4 weeks to start date

a non-refundable charge equivalent to 4 weeks of cancelled sessions will be made

From 4 weeks to the start date

a non-refundable charge equivalent to 8 weeks of cancelled sessions will be made

A parent/carer should book the sessions they actually require and not additional ones just in case they are needed as this causes unnecessary financial loss to the nursery.

Postponed Start Dates

  • Where start dates are postponed, we reserve the right to charge from the original start date. At the discretion of the Early Years Manager alternative arrangements may be considered.

Booking places and postponing them is a financial burden on the nursery as places cannot be offered and filled creating unplanned lost revenue for the setting.

Invoices and Payments

  • Invoices are issued approximately in the middle of the month in advance of the coming month.
  • Full payment of fees is due by the 1st day of the month in advance of sessions being taken.
  • Monthly invoices are sent to the registered ‘Bill Payer’ email address unless an alternative is provided.
  • Valid payment methods include Direct Debit, BACS, Tax Free Childcare and Childcare Vouchers.
  • In exceptional cases we may agree to payment by cash or card (the latter only if Red Bus has the facility at the time), in this instance the onus is on the parent/carer to obtain a receipt from the setting as proof of payment.
  • For extra sessions (over the permanent booking pattern) 2 working days’ notice is required to cancel, otherwise full payment is required. Extra sessions will always be charged at standard rate, we are not able to offer swaps.
  • Where a session falls on a Public or Bank Holiday, or in between Christmas and New Year (when we are closed), the session is not charged.

Late Payment Charges

  • In the event of late payment the Finance team should be informed immediately. A late payment charge £25 will be added on the 7th of the month if payment has not been received. Any account where payment remains outstanding after the 7th day of the month will have an additional late payment charge of £25 added every five working days until the account is cleared, a formal payment plan is agreed or service is withdrawn.
  • Under exceptional circumstances this late payment charge may be waived but only in agreement with Finance.
  • The nursery reserves the right to refuse to accept any child into nursery until full payment is received. The nursery may serve 14 days’ notice in writing to terminate the contract.

Local Authority Funded Hours for 3 & 4 year olds & qualifying 2 year olds

  • Local authority universal funding is available for all 3 & 4 year old children and for ELIGIBLE 2 year olds.
  • Extended funding is available for ELIGIBLE 3 & 4 year olds.
  • All places are subject to availability.
  • Please refer to the Red Bus Admission Policy for further details of Local Authority Funding.
  • Details of session times and fees are documented separately.

Late Pick Up

  • Children collected late, without pre-arrangement, will incur a late pickup charge of £10.00.
  • Anyone expecting to arrive late to pick up a child must contact the nursery as soon as possible.
  • For children who are still not collected twenty minutes after the end of their session, a further charge of £10.00 will be administered.
  • In the event of a child being uncollected by 30 minutes after the pickup time without contact, this is a serious situation and the Police may have to be contacted.


  • Any child who is ill should be kept at home and Red Bus should be informed of this.
  • A health record must be completed at the point of registration and Red Bus must be you informed immediately of any changes thereafter. This includes allergy information with respect to the child.
  • Should a child develop a high temperature whilst at nursery the parent / carer will be contacted by a member of staff and asked to give permission for the child to have one dose of liquid paracetamol (Calpol). The child must be collected from nursery as soon as possible, preferably no later than one hour from being notified.
  • Any accidents involving a child will be notified to the parent who will be required to sign an accident form.
  • First aid will be administered to children as necessary.
  • If the Early Years Manager feels it’s necessary to call an ambulance regarding the health of a child, he/she will call for one and parent/carers will be informed at the earliest opportunity.

Force Majeure (Disruption to Service)

  • The setting cannot be held liable for being unable to offer a service to any/all parents/carers due to anything outside the control of the setting. Examples include closure due to extreme weather, third party actions outside of the nursery’s control, government action or legislation, public health closure, disruptions to highways, public transport, utilities and industrial action. This list is not exhaustive.
  • We reserve the right to close the setting in any weather if there is a risk of safety for our staff and children.
  • Please note that all fees are still payable in such circumstances.
  • We do not take the decision to close any of our settings lightly and would only ever do so in an unavoidable situation.

Notice of Termination or Reduction to Sessions

  • 4 weeks’ notice in writing or 4 weeks’ fees in lieu of notice is required from the parent/carer to terminate a child’s place in the nursery or reduce the number of sessions normally taken by the child. This applies from the start date of the child (prior to starting please refer to the pre-payment and cancellation section and session changes prior to start sections above).
  • Specifically, we reserve the right to end this agreement with immediate effect if :
  • Fees are outstanding and reasonable efforts to collect fees has resulted in failure;
  • Breach of these terms and conditions;
  • Exclusion (see Exclusion section);
  • Parent/carer behaviour. We do not tolerate any form of discrimination or aggressive behaviour towards Red Bus staff or other parents/carers/visitors;
  • Financial, business or commercial reasons compel us to radically change the nature of the setting’s operations, including but not limited to permanent closure of the setting, change of childcare service provider, re-registration of child numbers and age groups, changes to the registration and bookings policy.


  • We accept no responsibility for any loss suffered by parents/carers, arising directly or indirectly, as a result of the setting being temporarily closed or the non-admittance of your child to the setting for any reason, this applies to absence due to sickness, holidays, Public and Bank Holidays.
  • We accept no responsibility for children whilst in their parents/carers care on setting premises, including inside our buildings and in our car parks, i.e. prior to arrival or after collection from their room.
  • We will not be liable to parents/carers and/or children for any economic loss of any kind, for damage to the child's or parents/carers property, for any loss resulting from a claim made by any third party or for any special, indirect or consequential loss or damage of any kind.


  • All efforts will be made to resolve issues that arise and a child will only be suspended or excluded from the service when all other avenues have been exhausted. The decision to exclude or suspend will be based on information collected by staff and the decision will rest with the Early Years Manager. This step will only be taken after consultation with the family. Under certain circumstances, the exclusion of a child may be the only option open available.
  • Examples of reasons for exclusion notwithstanding general policy :
  • The child’s behaviour endangers his/her safety or the safety of others 
  • The child frequently assaults other children or staff. Assault includes: hitting, biting, kicking, pushing or serious verbal aggression. 
  • The child disrupts the room on a regular basis. 
  • The child has disrespect for the staff/the other children/Nursery’s property 

Up to Date Information

  • It is the responsibility of the parent to inform the setting immediately of any changes to information previously supplied to Red Bus and especially the following : contact details; approved persons to collect a child from the setting (including removal of individuals from the approved list); if the child becomes the subject of a court order (a copy of such order must be provided to Red Bus if requested); changes to the child’s medical health record. This list is not exhaustive.


  • Under no circumstances will a child be allowed to leave the setting with anyone not on the approved list for that child.
  • If a call is received requesting a child to leave with anyone other than on the approved list for that child, the caller must accurately state a prior agreed password and must advise of the name, address, description and contact number of the person collecting.
  • On arrival this person will be expected to provide photographic proof of identification, match the description given and state the correct password.

Policies & Procedures

  • The setting works to strict policies and procedures, made available to you and accessible at all times.
  • If further clarification is required the Early Years Manager/Practice Manager will arrange a convenient time to go through this with you.

Information Sharing (General Data Protection Review)

  • Any information shared with the setting will be regarded as confidential.
  • Information will only be shared when it is a matter of safeguarding a child.
  • Photographs are taken during the nursery day by staff as supporting evidence of child development under the Early Years Foundation Stage (EYFS), and for sharing with parents/carers.
  • All other uses of photographs is subject to approval by the parent/carer via the Red Bus permissions list completed at the time of registration. The option to withdraw permission is available at any time.
  • If a parent has any concerns regarding the collection and use of personal data, or any other queries in relation to Data Protection, they should raise the concern with the Data Controller at Red Bus in the first instance or directly to the Information Commissioner’s Office at https://ico.org.uk/concerns/


  • Red Bus has an obligation to report any instances where a child is considered to have been neglected or abused to the relevant authorities.
  • Children may bring their own personal belongings to the setting (e.g. soothers, favourite teddy or toy) however the setting cannot be held responsible for any loss or damage to a child’s property.
  • Parents should provide a complete change of clothes for each child to be kept at nursery or in their day bag. These must be clearly labelled. Suitable outdoor coats must be brought every day. Children wear no shoes whilst in the Nursery Unit. Wellington boots or outdoor shoes are required for outdoor play.
  • Any concerns regarding the service provided should be discuss with the Early Years Manager or Practice Manager in the first instance, after such escalation can be made to the Red Bus Head of Operations.


  • These Terms and Conditions represent the entire agreement and understanding between the parents/carers and the setting.
  • Any other understandings, agreements, warranties, conditions, terms or representations, whether verbal or written, expressed or implied are excluded to the fullest extent, permitted by law.
  • Red Bus reserves the right to update/amend these Terms and Conditions at any time with notice at the discretion of the company.