Coronavirus: our standard operating procedure
PICK UP AND DROP OFF
* Only one parent per family can drop off or pick up their child.
* Our Managers will give parents an arrival time in one hour allocated arrival slots. We ask that you try and stick to these times to help us avoid congestion and maintain social distance guidelines.
* Please keep to social distance guidelines of two metres outside the nursery.
* Handover will be at the door of the nursery and we ask that parents do not come into reception.
* We will take all children’s temperatures on arrival.
* Any child with a temperature of 37.8 or over, or who has a continuous cough or loss of sense of taste or smell, will not be allowed to attend nursery and will have to follow quarantine guidelines.
* If parents wish to speak to the Manager for a longer discussion please arrange a suitable time to have a call or online chat.
* We ask that parents wear masks for the immediate period of handover at the door of the nursery.
* Children will be collected from the nursery door and taken to their rooms only by team members from their rooms or support team who are working with that room.
* Our handover team will wear masks, gloves and aprons and will change these after each child.
* Our team will aim to handover each child with minimum physical contact and close face to face conversation, keeping this interaction at less than 1 minute.
* Once handed over, our team will have regular handover feedback conversations with parents at a social distance of 2 m.
* We’re asking parents not to leave buggies where possible.
* Our parent area and breakfast bar will not be available whilst current guidelines are in place. We won’t be giving out fruit at reception but children will get a fruit snack in their rooms.
OUR DAILY ROUTINE
* Soft furnishings, and fabric toys will be removed from the rooms.
* All trips into the community will be stopped for the time being, though Defoe Road will continue to visit Abney park in smaller groups once a day.
* Children will not be allowed to bring in toys from home. However, if not having a comforter will cause a child distress, please discuss with your Manager as these will be allowed by exception.
* Children will no longer self-serve at mealtimes.
* We will increase the distance between tables, activities and sleep mats where possible.
* We won’t be playing with sand during this time. Water and other sensory play such as Playdoh may now be reintroduced (August 2020) based on the nurseries own risk assessments, used within small groups and replaced after use. (Playdoh should be thrown out after each day).
* All conversations in the nursery should be conducted in line with social distancing guidelines at a distance of 2m.
* Educators will remain in their ‘family’ groups and we will wherever possible reduce the need for educators to move between rooms.
* We may need to change key person for individual children to accommodate this.
* Children will continue to access our outdoor space but only within their family groups.
* If management or team are in a situation where they have to break a bubble by going in to support a room that is not part of their usual bubble, they must wear PPE, maintain 1m+ distance from team and children and must not have face to face conversations at less than 2m distance.
* PPE should be changed if entering a different room.
* If the team are changing which family room they support or moving children up from one room to the next or changing which room a team member works in, this must be done on a Monday.
* Team outside of family rooms should maintain social distancing guidelines.
* Where possible breaks should be taken outside.
* Interviews will be conducted virtually.
PROTECTING OUR FAMILIES AND TEAM
* Social distancing guidelines will be in place throughout the common areas of the nursery.
* If any child registers a temperature over 37.8 during the day or has a persistent cough, or a loss of taste or smell we will ask the parents to collect the child and follow quarantine guidelines.
* Where possible we will set aside a dedicated isolation room for any child who shows symptoms until the parents can come to collect.
* Children and team members attending a childcare setting are eligible for a test if they display symptoms and they should be tested ASAP if they display symptoms.
* We will provide masks and other PPE for our teams, in line with guidance.
* Our team will have their temperatures taken each day on arrival.
* We will extend our break periods to allow our teams to maintain social
* distancing throughout their breaks.
* Our team will have the opportunity to work fewer days and change their shift patterns over the course of the week to limit travel.
* We will conduct all meetings and training sessions virtually.
KEEPING THE NURSERY CLEAN
* Children’s bags will be wiped clean on arrival so we ask that you make sure you use a suitable bag.
* We will continue with our increased hand-washing activities including on arrival and throughout the day.
* We will continue with our enhanced cleaning and sterilising routines as per the risk assessment and infection control policy.
* We will continue to help our children understand these changes though our learning experiences and ongoing conversations with the educators.
* Our team will change clothes on arrival at the nursery.
* Any waste (tissues, PPE, cleaning cloths etc) from when team members have looked after a child with symptoms, have to go in two bin bags and be stored in a suitable and secure place for 72 hours before going in the main bin.
VISITORS, TOURS & SETTLES
* Visitors to the nurseries should remain as essential only and must wear PPE.
* When having conversations with parents and visitors, 2m social distancing guidelines to be adhered to at all times.
* We will aim for parent tours to happen virtually or, if in person at the nursery, out of hours or at quiet times of the day. Parents must wear PPE and should be limited to one parent if possible. If during open hours parents may not enter the rooms.
* Home visits will be conducted virtually.
* We will amend our settles process to accommodate current social distancing guidelines:
* Temperature checks for the parents on arrivals and parents wearing PPE in the nursery.
* If the child needs a parent present to settle, the first option if the weather is good is doing the settle in the garden (distancing from other children, if other children are there).
* If the child needs a parent present to settle, the second option if the weather is not good, is to do the settle in the room with PPE.
* We will clean anything the parents have touched after they go.
IN THE EVENT OF A CONFIRMED CASE
* In the event of a confirmed case we will follow Government guidance on reporting and managing the outbreak. Report to PHE and Ofsted and follow their advice how to proceed.
* Staff deployment and child attendance will be reviewed on Family to determine who may have been in contact with the confirmed case.
* If quarantine of a room or group of children is required, we will inform all affected parents and ask them to come and collect their children and isolate for 14 days.
* Any affected team will be asked to isolate for 14 days.
* In the event of a confirmed case we will contact parents and let them know:
* that there has been a confirmed case
* if there is any requirement to quarantine
* If a room is closed, it will be fully sterilised and left unopened for 72 hours.
* The Manager will inform parents on Famly when the quarantine period is to be lifted and they can return to the nursery.
At N, we focus on promoting positive behaviour to encourage children to learn positive ways to ways to interact with their peers and with adults. Our Educators role model to the children, for example, remembering to say please and thank you. We praise all attempts at positive behaviour and ensure children are sufficiently challenged to help to prevent undesirable behaviour - children learn the benefits of listening and being helpful. We try to focus our teaching with the children on things they can do, rather than telling them what they can't do, for example, if a child is throwing toys, we will show them what they can throw, and find a ball for an activity which involves making friends. We work closely with parents to ensure continuity as much as possible; we support children to learn how to regulate their behaviour and inform parents/carers. Whilst in the nursery, Educators use a gentle, calm tone, and child-friendly and age-appropriate language.
Biting is a typical behaviour seen in young children, especially between 1-2 years old. As children mature, they develop self-control and communication skills, so this behaviour often lessens. While not uncommon, biting can be upsetting and potentially harmful to others, so should be discouraged from the first episode. We take a partnership approach with parents to address biting, encouraging parents and carers to work with the nursery team. We deal with events when they happen but also have preventative measures to stop reoccurrence, through investigating potential causes and remedying these.
For children who are teething, we provide chilled teethers and, with parental consent, can offer herbal teething granules. The nursery will be able to provide further information on strategies to prevent biting specific to the individual child.
Concerns and complaints procedures
N has an open-door policy; we welcome parents and carers at all times. Our culture is one of accountability, communication and transparency in order to engender and maintain trust with parents and carers. We constantly strive to provide a continuously improving environment that operates at a high standard. To that end, we work in partnership with parents/carers and outside agencies, and we welcome any comments or suggestions that will help us to improve.
We understand that from time to time, there may be occasions when issues become sufficiently important that escalation is required. Any issues that require escalation can be discussed with the key person, a room manager, Nursery Manager or escalated to the Regional Director. If at this stage you are still unhappy with the outcome, complaints may also be escalated to Ofsted.
Equality & diversity policy
N is committed to providing equality of opportunity and anti-discriminatory practice for all children and families according to their individual needs. We foster a positive atmosphere of mutual respect and trust among children and team members. We will provide equal opportunity and inclusion for all children and their families, regardless of gender, ethnic origin, race, colour, sexual orientation, marital status, family structure, social grouping, nationality, age or disability. We will deal with all forms of discrimination consistently, promptly and efficiently. We will recruit, select, train and promote individuals on the basis of occupational skills requirements, with no regard to age, sex, gender reassignment, disability, marriage or civil partnership, race, religion or belief, sexual orientation and pregnancy or maternity which cannot be justified as being necessary for the safe and effective performance of their work or training.
We promote fundamental British values of democracy, rule of law, individual liberty, mutual respect and tolerance for those with different faiths and beliefs. We provide an inclusive environment for any children with special educational needs and/or disabilities. We ensure that there is equal access to all areas of the curriculum for all the children at our nurseries and we include and value the contribution of all our families to our understanding of equality, inclusion and diversity.
Failure to collect procedure
N Family Club offers a more flexible approach to nursery provision. We offer a flexible hour either side of our core hours in which parents can discretionarily drop off or pick up outside of core hours. However, this flexibility has its boundaries. For both the child’s safety and emotional wellbeing, and for operating Educators out of hours on-site, this is our lateness/escalation procedure which is initiated if we have not had contact from parents or carers within certain thresholds of the expected pick up time. This starts with attempts to contact the immediate parents or carers, ten minutes past the expected collection time. If we are unable to reach you, we will then try the emergency contacts. If no contact has been made by parents or emergency contacts after half an hour, social care will be contacted.
Fire prevention, maintenance & emergency evacuation procedure
The team at N are vigilant against fire and risk of fire and are always ready for evacuation procedures at any time. Our local evacuation procedures are documented and tested regularly. Weekly alarm tests and regular fire drills are in operation. Prevention and maintenance procedures (for example, professional checking of fire safety equipment) are also in place to minimise the risk of fire.
Health & safety policy
All reasonably practicable actions will be taken to ensure the maintenance of a safe and healthy working environment, the health and safety of all persons, and to prevent damage to nursery property, by promoting awareness of legal, personal and economic responsibilities.
Daily risk assessments enable us to action any issues as required. We also run in-depth yearly risk assessments to review our environment and ensure its continued suitability.
Management has a responsibility to:
• provide and maintain safe and healthy working conditions taking account of any statutory requirements;
• provide training and instruction to enable employees to perform their work safely and efficiently;
• make available all necessary safety devices and protective equipment and to supervise their use;
• maintain a constant and continuing interest in health and safety matters applicable to the Nursery’s activities, in particular, by consulting and involving employees or their representatives wherever possible.
All employees have a duty to:
• Work safely and efficiently;
• Use protective equipment provided and by meeting statutory obligations;
• report incidents that have led or may lead to injury to people or damage to property, plant or equipment;
• adhere to the Nursery Procedures for securing a safe workplace;
• assist in the investigation of accidents in order to introduce new measures to prevent a recurrence.
Illness and infection procedures
We promote the good health of children attending nursery and take necessary steps to prevent the spread of infection. This policy and set of procedures are to ensure that children who become unwell whilst at the nursery are treated with sensitivity and respect and to help us protect other children from illness and the spread of infection.
We have a 'well-child' assessment tool which helps you to identify if your child is well enough to attend nursery. Click here
for more details.
Exclusion periods as defined by Public Health England (Guidance on Infection Control in Schools and other Childcare Settings (2016)) will be followed. Click here
for more details.
Please note that in the case of vomiting and diarrhoea, we do ask all families and team members to adhere to the strict 48 hour exclusion period outlined by PHE. This is for the benefit of everyone in the nursery.
Lost or missing child procedures
N Family Club always prioritises children’s safety, both on and off the premises. Every attempt is made to ensure that prevention methods are put in place to avoid a child ever becoming lost. These processes include regular headcounts, effective team deployment and strict adherence to statutory requirements. Children are always kept within sight or hearing of Educators. If, however, in an extenuating circumstance, a child was not within sight or hearing and could not be located, the lost or missing child procedure would be instigated which would include locating the child, informing the child's parents/carers and escalating to the police if required.
Medication administration procedures
There may be cases where a child requires medication during their time with us. If a child requires medicine, we will familiarise ourselves with the child’s needs and will ensure this information is kept up-to-date.
When dealing with medication of any kind in the nursery, strict guidelines will be followed. First aid-trained and fully qualified Educators will administer medicine from its original packaging with written consent from the parent or carer. Prescription medication will only be administered provided it was prescribed for the child in question.
We have a 'well-child' assessment tool which helps you to identify if your child is well enough to attend nursery. Click
Nappy changing and toileting procedure
Nappy changing and toileting are always conducted in such a way as to ensure the children feel safe, secure, and respected and valued as individuals. Children have a right to privacy and dignity when team members are meeting their needs. Children are supported in their understanding of toileting procedures so that they can become increasingly independent. Nappy changes and toileting will usually be supported by the child’s Key Person who will make a record on Famly to notify parents of the nappy change.
If a child has any disability or medical needs that affect their personal care routine, a Health Care Plan will be made in agreement with parents/carers. During settling in, parents will be asked whether or not their child has any special words/actions/particular needs during their nappy changing procedure. Any significant observations made during a nappy change will be notified to the parents at the end of the session (e.g. badly soiled nappy). The intimate care of boys and girls may be carried out by team members of either sex and parental requests for changes to only be carried out by specific members of the team with certain protected characteristics will not be met.
At N Family Club, we create a safe and calm environment for children to sleep, in line with their home routines wherever possible. Key persons will have regular conversations with parents to ensure they are aware of children's sleep routines and patterns at home, and take into account the parent's wishes regarding their child's sleep at nursery. Whilst every effort will be made to encourage and support a child to sleep in line with these wishes at nursery, it must be noted that an Educator cannot force a child to fall asleep or wake from sleep.
We strive to make mealtimes enjoyable and developmental, supporting children to learn healthy eating habits and develop positive attitudes towards food. Children are given child-sized utensils and plates/bowls and are encouraged to clean up after eating. Children are always supervised during mealtimes, and all team members involved in mealtimes have completed Food Hygiene training.
N Family Club recognises that a healthy, balanced diet and regular activity are essential for children’s health and well-being. N Family Club follows the Voluntary Food and Drink Guidelines for Early Years Settings in England, to ensure we are supporting children to establish good food habits in each child’s early years.
Working with parents:
• Individual dietary requirements will always be respected.
• We endeavour to provide foods from the diet of each of the children’s cultural backgrounds, providing children with familiar foods and introducing them to new ones.
• Cultural difference in eating habits are respected.
• Menus are available to view on our welcome screen.
• Parents will be kept informed of young children’s eating habits at nursery via the Famly app.
Mother’s are welcome to breastfeed their child in the nursery and we will support and promote breastfeeding. They are welcome to use the cafe area at any time and come in to breastfeed their child during their sessions with us. We are also able to prepare bottles using expressed breast milk at the parent’s request. Breast milk should be provided in a suitable, sterilised container, labelled with the child’s name, mother’s name and the date it was expressed. We can store chilled breast milk in the fridge for 5 days from the date it was expressed or in the freezer for six months.
N Family Club can provide infant formula milk for children under the age of 1. Details of the family’s preferred brand will be taken during the home visit.
Allergy and dietary requirements policy
If your child has an allergy, diagnosed by a medical professional, we ask that you inform us of this as soon as possible. Their allergy should be recorded in the 'allergy' section of your child's profile on Famly. If your child has a dietary requirement, this should be recorded in the 'special dietary requirements' information. We ask that you do not include foods that you child does not like as a dietary requirement as this section should be used for intolerances and dietary choices, such as vegetarian, only.
As the majority of allergies and intolerances in the early years affect children under the age of 3, and many children grow out of their allergies and intolerances by the age of 5, please do continue to seek advice from a medical professional over the course of your child's first 5 years. The NHS guidance is that all allergens should be introduced from 6 months and that delaying the introduction of allergens can increase the risk of developing an allergy. Once introduced, and if tolerated, allergens should continue to be offered as part of a baby's usual diet (to minimise the risk of developing an allergy). If your child is weaning or will be weaning soon, please work with us to let us know which foods your child has been introduced to and which you are yet to try.
We cannot guarantee that our nurseries are completely free of any specific allergens. However, we have specific processes in place to ensure that a child with a diagnosed allergy is not exposed to their allergen. Whilst NHS guidance does recommend that children are regularly introduced to nuts from the age of 6 months onwards, we don't at present use nuts in our menus and we do ask parents and team members not to bring nuts into the nursery. We also ask that you don't bring in any medications, including Arachis Hypogaea or other nut oils. However, many foods are labelled as having 'traces of nut' and ingredients with these warnings can be used in the nursery unless a risk assessment specific to a particular child indicates otherwise.
We ask that you don't bring food in from home and ensure that your children's bags and pockets are free of food. If your child has a prescribed EpiPen, we ask that you ensure that two EpiPens are in the nursery on any days that your child is in attendance.
At N Family Club, we value outdoor play and the benefits of regular outings. We plan regular outings in line with the children’s interests, our Forest School curriculum and the children’s cultural capital needs. We are aware of the risks involved and take every possible step to minimise these. Each outing is risk assessed with sufficient team deployed to support the trip.
No smoking policy
Smoking is a proven health risk and the nursery operates a strict “No Smoking Policy” within its buildings and grounds, and when on excursions off-site.
Drugs and alcohol policy
N Family Club has a duty to protect the health and safety of our team members in the workplace. The consumption of alcohol and/or drugs is taken extremely seriously by us. The use, possession, distribution, purchase, sale or being under the influence of alcohol (except on authorised occasions) or any controlled drugs whilst at work or on our premises is prohibited and will be regarded as an act of gross misconduct.
Safeguarding children policy
Children’s welfare is at the centre of everything we do. We follow guidelines from the Local Safeguarding Children’s Board (LSCB) on how to protect children from harm by others and provide them with safe and effective care.
Safeguarding children run through every core policy and procedure we have, from safe recruitment and DBS checks of staff to daily activities and training all members of staff on how to recognise any signs and symptoms of possible abuse. If Educators have reason to believe that a child has shown a sign of abuse or neglect, they have a duty to escalate this to the Designated Safeguarding Lead at the nursery who will decide if the threshold for referral has been met. Usually, any referrals would be discussed with the parents prior to being made unless doing so would place the child at greater risk of harm.
We respond immediately to any concerns for a child’s welfare and will share all relevant information with the respective statutory child protection agencies (children’s services and/or police) without delay when required.
All our team members complete an induction training programme and regular refreshers on how to recognise and respond to signs and symptoms of potential abuse and neglect as well as how to identify children at risk of being drawn into terrorism and to challenge extremist ideas. Visitors are never left unsupervised and we have enhanced security on our entrances and exits, as well as CCTV throughout the building.
We ensure that everyone in the N Family Club team maintains focus on safeguarding reflected through sound individual practice and knowledge, and internal policies and guidance.
We aim to foster an environment that encourages children to develop a positive self-image regardless of race, religion, culture, sexuality, disability, gender or background, where everyone feels valued. We expect children to establish and sustain satisfying relationships within their families, with peers and other adults, and we hope to support children to develop a sense of autonomy and independence within their community.
Throughout the daily routine, the children’s environment is risk assessed to ensure its continued suitability for the safety and security of all children. We also teach children methods to handle potential risks from situations such as crossing the road safely and walking with scissors so that children can develop an understanding of how and why they need to keep safe. At whatever level we identify risks, we highlight them and seek to ensure that appropriate steps are taken to safeguard the children concerned.
N Family Club endeavours to build trusting and supportive relationships with the families of children who attend. With the understanding that the care and safety of children are paramount, we do all in our power to support and work with you at all times.
N Family Club operates CCTV within the setting to provide a safer and more secure environment for the benefit of children, parents and the team. In compliance with our policy and ICO guidance, the footage is only viewed and retained in cases of accidents or incidents requiring investigation and is otherwise deleted after 31 days.
N Family Club do not provide a babysitting service outside our normal operating hours. However, we are aware that parents sometimes ask Educators to babysit for their children. N Family Club advise both our parents and our team members not to enter into private babysitting arrangements outside of the nursery since the home environment does not have the usual safeguards that we have in place at N. Should parents and team members ignore this advice N Family Club is not responsible for the consequences arising from any private arrangements.
Special educational needs and disabilities policy
N is a fully inclusive setting following the guidelines from the SEND code of practice. All our Educators are trained in how to assess children's learning, putting measures into place to support development and progression. In any situation where we feel your child may benefit from some extra support, we are committed to putting measures into place to tailor the curriculum to suit your child's individual needs. We operate a four-stage graduated approach for supporting children: “assess, plan, do, review”. All early years educators monitor each child’s learning and development through accurate observation and assessment. Through this process, we can identify any child who may be experiencing difficulties in specific areas and organise additional support to enhance their progression by writing up an individual support plan (ISP) in conjunction with the Key Person, Special Educational Needs and Disabilities Co-ordinator (SENDCO) and parents. If the ISP does not result in the child making sufficient and age-appropriate progress, we will seek and follow advice from outside agencies such as Speech and Language Therapy.
Team induction procedures
We will ensure that by following a safe recruitment process, we fulfil and exceed our duty of care to safeguard and protect children from unsuitable adults. We will enable new members of the team to understand N’s Policies and Procedures, culture and standards. We will ensure that staff appointed to posts involving teaching and care responsibilities are completely up to date with nursery policies, including safeguarding, through our in-house training and induction procedures. Staff appointed will understand and support the culture of N, have the right attitudes and approaches to support our values and continuously improve both themselves (through the training and development framework of the N Academy) and the setting (standards of care and education for children, policies and processes, service for families).
Safe recruitment policy & procedure
We have a rigorous recruitment and selection process, enabling us to only recruit people with the necessary skills and cultural fit to enable the Nursery to operate at its best and to contribute to the N Family Club culture and values. The recruitment and selection procedures provide guidance to managers and others involved with recruitment – both the selection and appointment of the team. We commit to following a safe recruitment process to fulfil and exceed our duty of care to safeguard and protect children from unsuitable adults. We will apply this policy every time we recruit a new member to our nursery team. We will ensure that individuals appointed to posts involving teaching and care responsibilities are qualified to carry out such duties or are working towards an appropriate qualification. We will select staff who are a good cultural fit for N, have the right attitude and approach to support our values and continuously improve both themselves (through the training and development framework of the N Academy) and the setting (standards of care and education for children, policies and processes, service for families).
The recruitment process reflects and demonstrates our culture and values. The process is candidate-centric, giving the best possible candidate experience and offering the candidate an opportunity to see how N operates, showcase our culture and high levels of care, education and service.
We will ensure that individuals are recruited, selected, trained and promoted on the basis of their own skills, qualification and experience. By doing this we will ensure that everybody will be treated equally on the grounds of gender, ethnic origin, race, colour, sexual orientation, marital status, nationality, age or disability.
Refer a friend bonus terms & conditions
At N Family Club we are proud of where we work and want your friends to work with us too.
The “Refer a Friend” bonus is discretionary and does not form part of any employee’s contractual terms of employment. N Family Club reserves the right to amend this policy at any time at its sole discretion.
There are no limits on the number of referrals you can make.
Exclusions are where the person has already been referred to us by another/agency/already known by the company.
To “refer a friend“, start by asking your friend to apply for the role online and then email Jess Ringer (firstname.lastname@example.org) with their name and the job they applied for. Your referral will then be tagged in their application.
The “refer a friend” bonus will be paid to you via your salary once your friend has passed their probation. This will be paid as a bonus and will be liable for Income Tax and National Insurance.
This can only be paid to you if you are still an employee of the company at the time your friend passes their probation.
Please ask your referral to apply for the role online and let your Nursery Manager know who will update our HR Department with their Name and the job they applied for.
The refer a friend prize will be paid to you into your nominated bank account as a thank you when the employee has passed their probation.
Staff suitability checking procedure
We are committed to safeguarding and promoting the welfare of children. We operate a safe recruitment policy. The nursery will ensure all members of the team, including contractors, bank staff, students and volunteers, are suitable to work with children.
Checks are carried out via enhanced Disclosure and Barring Service (DBS) clearance checks as well as other sources, such as employer references, identity checks and qualification checks, amongst others. Checks will be completed in full prior to someone commencing employment with us.
All visitors will be greeted at the main reception, which is the only access point for visitors, and asked to sign in and out. Visitors are expected to show ID. Unexpected or unknown visitors may be asked to make an appointment and provide contact details to return for their visit another time. Visitors are never left unaccompanied or unsupervised with children at any time. Visitors are defined for this policy as anyone who is not a current child's parent or carer or authorised explicitly by parents/carers to drop off or pick up a child at the nursery and is known to the nursery team.
Amendments to our T&Cs during the Coronavirus
FEES IF YOUR CHILD HAS CONFIRMED COVID 19 OR SYMPTOMS
If your child has to self isolate because they have symptoms or a confirmed case of Covid 19, then our normal sickness terms apply and fees will still be payable.
FEES IF A CHILD IN YOUR ROOM HAS A CONFIRMED CASE OF COVID 19
In line with government guidance, if there is a confirmed case in a room at nursery, all children and team members in that room will have to self isolate for 14 days. Should this happen we will contact all parents in the room and request that they come and collect their children and quarantine for the expected period.
- If your child is required to quarantine, because another child is confirmed as having Covid 19, you will not be required to pay fees for this 14 day period.
This guidance means that a confirmed case in the nursery will, at the very least, affect 14 other families and our team members. With this in mind, it is more important than ever that you carefully monitor your child's health and do not bring them to the nursery if they are displaying symptoms. If your child or a family member are displaying symptoms, please inform me as soon as possible.
DISCOUNT DURING CLOSURE
As communicated to all of our parents, we are currently offering all families an 80% discount on fees for the duration of closure.
Other than these two amendments, our terms and conditions remain unchanged. You can see our T&Cs below, but please do get in touch with your manager if you have any questions.
Fees, Terms & Conditions
Our opening times are 7am - 7pm (with our standard day being 8am -
6pm) Monday – Friday, 51 weeks per year.
Core plan: We will work with you to agree a nursery plan for your child including which days per week they will be attending nursery with us.
We require that:
- Your child must attend nursery for a minimum of 3 full days each week.
- Your child must attend either a Monday or Friday each week.
We do not allow plan swaps between families or between siblings.
Please note that we are closed on Public/Bank Holidays and two annual INSET days (you will still be charged for these days). We are also closed between Christmas & New Year. You will not be charged during this Christmas period.
Sibling places: Whilst we prioritise sibling places, we cannot guarantee these. If you are expecting another child, please let us know as early as possible to avoid disappointment.
Plans may differ: If we are able to offer a sibling place, we cannot guarantee matching days to the elder sibling’s plan. We will, however, try our best to accommodate requests where there is availability.
Discount: There is a 7% discount if you have two or more siblings in nursery at the same time. The discount is applied to the child with fewer sessions, or the oldest child if an equal number of sessions. This discount applies for as long as you have two or more children with us.
Admissions procedure: To register your child with us please contact our enquiries team via our Get in touch button or on 020 3865 7402. Our team will then send you your offer letter by email which shall confirm your chosen nursery plan and associated fees. That email will also include two links. One link will take you to your parent/guardian agreement which will contain these terms and conditions. The second link will take you to our payment portal where you can pay the relevant fees.
We will need to know certain information about your child, including date of birth, medical issues, the month and year that you would like them to start and the number of days a week you would like them to attend. Once your place has been secured we will require a copy of your child’s birth certificate.
ALLOCATION OF PLACES
Places are offered in the following order of priority:
1) A child with a sibling already at the nursery
2) Requests for full time places
3) The date of registration for the waiting list
OUR WAITING LIST
How to join our waiting list: If a place is not immediately available for you you can join our waiting list. You will be required to pay a registration fee of £100. Once you have accepted a place, the registration fee will become a non-refundable joining fee. You will also be asked to pay a £400 acceptance fee, which will be deducted from your first invoice on starting. If you decide to leave the waiting list, your £100 registration fee will be refunded.
Once your payment has been received you will be sent an email confirming that you are on the waiting list.
Availability is assessed on a termly basis, taking in to account any leavers or room moves. We will inform you if a place becomes available. If your child does not receive a place to start at the requested time, they will remain on the waiting list until a place becomes available. If you wish to be removed from our waiting list at any time we will refund the £100 registration fee.
HOW WE OFFER PLACES
We prioritise siblings of existing children on our waiting list first, followed by full time places requests, and then all part time places on a first come first served basis. If you are top of the waiting list, we will automatically offer you any places that become available, even if the days that have become available do not match your first preference. If you don’t take the offered days, please note that your child will be placed back at the top of the waitlist until your preferred days are available.
Offer letter: Once you have enquired about a nursery place for your child we will send you an offer letter that will confirm the details of your child’s nursery place and incorporate these terms. Once you have received your offer letter we ask that you agree to that letter and these terms and conditions by e-signing the parent/guardian agreement. You will also be asked to pay the £400 acceptance fee by using our online portal. That acceptance fee will be deducted from your first month's invoice. When you accept your place, your £100 refundable registration fee will become a non-refundable £100 joining fee.
Acceptance deadline: When you are offered a place, you will be given two days to accept the place, otherwise we will offer it to the next person on our waiting list.
How to pay: The acceptance fee and registration fee will need to be paid directly into our bank account via our online payment portal (of which you will have received a link when registering).
Contract formation: Upon receipt of your acceptance fee and signed parent/guardian agreement we will confirm if your sessions are secure. At this point, a contract will be formed between us and you and you will be committed to the terms of the offer letter, the parent/guardian agreement, these terms and conditions and the policy documents on our website.
We will be in touch 8 weeks ahead of your child’s start date to set up a convenient time for a home visit and to schedule settling in days, which usually take place over 3 sessions in the week prior to the agreed start date. There is no charge for the settling in sessions.
OUR RIGHT TO MAKE CHANGES TO OUR SERVICES
We may change the nursery services we provide to reflect changes in relevant laws and regulatory requirements. We may also amend these terms from time to time and if we do so we will notify you before the changes take effect. If you do not agree to any material changes, you may contact us to end the contract with us and receive a refund for nursery services you have paid for but not received.
CHANGES TO YOUR PLAN
Subject to availability:
PERMANENT CHANGES: Should you wish to reduce or increase your child’s plan permanently we require 2 months written notice. This is applicable both prior to starting and during your time with us. This is to help us manage our staffing and resourcing. Should you wish to increase your plan, additional days are based on availability and are not guaranteed.
Decreases in your child's plan are also are subject to availability and we cannot guarantee that we'll be able to offer your requested days, as we have to balance staffing evenly across the week. We require 2 months notice in writing for any subsequent changes or cancellation of your plan.
START DATES & DEFERRED STARTS
To ensure the best settling experience for every family, we have a restricted amount of agreed start dates every month. These are subject to availability, and offered on a first come first served basis. Once agreed, any deferrals or changes to your start date are subject to availability. If we’re unable to accommodate your deferral request, will we treat it as a cancellation and offer to add you to our waiting list. We cannot accept requests for deferrals less than 2 months prior to the start date as this would fall within our 2 month cancellation notice period, and cancellation fees would be payable.
- AD HOC EXTRA DAYS: Extra days can be booked provided we are notified two weeks before the requested date. We do not accept bookings further ahead than this.
- EMERGENCY DAY SWAPS: In cases of sickness or unforeseen absence we can offer a maximum of 1-day swap per month. This day swap is to be used in the same calendar month as the absence. Bank holidays and nursery closures are exempt.
- EARLY DROP-OFFS: If you are going to drop your child off early we ask that you book as far in advance as possible so that we can arrange the appropriate staffing, and no less than 24 hours before.
- LATE PICK-UPS: We ask that for late pick-ups, where possible, you let us know in advance, although we totally understand that sometimes meetings run over.
Additional cost: For early drop-offs and late pick-ups, the additional time will be charged on a 15-minute basis at a quarter of your standard hourly rate, on a pay as you go basis.
YOUR RIGHTS TO CANCEL YOUR CHILD’S NURSERY PLACE
14 day right to change your mind under the Consumer Contracts Regulations 2013
Exercising your right to change your mind: As our nursery services are bought by you either over the telephone, through exchange of emails or our online portal, you have a legal right to change your mind within 14 days and receive a refund.
HOW LONG DO I HAVE TO CHANGE MY MIND?
You have 14 calendar days after we have received your acceptance fee and signed parent/guardian agreement and we have confirmed your sessions are secure. However, once we have started the nursery services, whilst you will still have a right to cancel during the 14-day period, you must pay us for the services provided up until the time you tell us that you have changed your mind. After the 14 days our standard cancellation policy will apply (please see the section headed “Your right to cancel our services after your 14 day right to change your mind has expired”).
ENDING THE CONTRACT BECAUSE OF SOMETHING WE HAVE DONE OR ARE GOING TO DO
If you are ending a contract for a reason set out below, our contract with you will end immediately and we will refund you in full for any nursery days which have not been provided and you may also be entitled to compensation.
The reasons are:
- we have told you about an upcoming material change to our nursery services or these terms which you do not agree to;
- we have told you about an error our fees and you do not wish to proceed;
- there is a risk that our nursery services may be significantly delayed because of
events outside our control; or you have a legal right to cancel our nursery services because of something we have done wrong.
Your right to cancel our services after your 14 day right to change your mind has expired
CANCELLING A CONFIRMED PLACE (MORE THAN 2 MONTHS PRIOR TO STARTING):
Should you wish to cancel your child’s place prior to starting, we ask that you inform us as soon as possible in writing. We will refund your £400 acceptance fee if you cancel your child’s place more than 2 calendar months ahead of your child starting nursery with us. Your £100 joining fee will remain non-refundable.
CANCELLING A CONFIRMED PLACE (LESS THAN 2 MONTHS PRIOR TO STARTING):
Should you wish to cancel your child’s place less than 2 calendar months prior to starting, we ask that you inform us as soon as possible in writing. We will not be able to refund either your £400 acceptance fee or your £100 joining fee, and you will be liable for any fees over and above the value of the £400 acceptance fee, that are payable during the 2 month notice period.
CANCELLING DURING TERM:
Should you wish to cancel your child’s place during the term, we require 2 calendar months written notice. This means our contract with you to perform our nursery services will not end until 2 calendar months after the day on which you contact us to cancel your child’s place. You will be responsible for paying the fees during that time. All outstanding fees remaining will need to be paid in full cleared funds.
LEAVING FOR SCHOOL:
For children in their final year with us before leaving for a reception class, we assume that your child’s last day will be at the end of August (31st August or the last schedule session prior to that date) unless you inform us otherwise with two month’s written notice. If you would like to defer your child’s entry to reception and remain at the nursery for an additional year, we ask that you inform us in writing at the end of the prior school year.
HOW TO TELL US YOU WANT TO CANCEL YOUR CHILD'S NURSERY PLACE:
How to notify us: Please let us know by post, email or over the telephone using the contact details for the relevant nursery at the top of these terms. You may use the model cancellation form at the end of these terms, although you do not have to.
REFUNDING ANY FEES OWED
How we will refund you. We will refund you the fees you have paid, by the method you used for payment. When your refund will be made. We will make any refunds due to you as soon as possible. If you are exercising your right to change your mind then your refund will be made within 14 days of your telling us you have changed your mind.
OUR RIGHTS TO CANCEL YOUR CHILD’S NURSERY PLACE
We may cancel your child’s nursery place and end the contract with you if you break it.
We may end the contract at any time by writing to you if:
you do not make any payment to us when it is due and you fail to make payment by the third week of the month following that unpaid invoice;
- you do not, within a reasonable time of us asking for it, provide us with information about your child that is necessary for us to provide adequate nursery care to your child; or
- you or your child’s behaviour is deemed threatening, abusive or violent.
We will notify you of the relevant fees in the offer letter we send to you. These fees will reflect those set out on our website.
Our fees are calculated based on the weekly charge for the sessions booked, multiplied by 51 (weeks) of the year that we are open and then divided by 12 (months) to create a monthly charge.
- We provide the following multi-day discounts on our standard day rates if your plan includes 4 full days (5% discount) or 5 full days (7.5% discount).
- Extra days or hours are charged on a pro-rata basis. For early drop-offs and late pick-ups, the additional time will be charged on a 15-minute basis at a quarter of your standard hourly rate.
Fees remain payable during periods of absence, including sickness, INSET days and Public and Bank holidays.
- Fee increases are calculated each year and are based on the previous year’s running costs. Please open your nursery's fee sheet on our Fees page for more information about when your nursery fees are reviewed each year, and when any fee increases (if applicable) will be applied.
- Fees include all meals, snacks, formula for infants, nappies and day trips.
- Unfortunately, we cannot refund you for any days your child does not attend their
planned days e.g. for sickness or holidays.
If we have to refund you for any fees you have paid to us will refund you by the method you used for payment, as soon as possible.
- All fees are due monthly in advance and must be paid by either Direct Debit, Bank Transfer. We issue invoices mid-month for the following month. We also accept payments from the Tax-Free Childcare scheme and from all major childcare voucher providers.
If you think an invoice is wrong please contact us promptly to let us know. You will not have to pay any interest until the dispute is resolved.
Payment is due on the last day of the month prior to the sessions that are being invoiced.
Payment plan: We encourage you to communicate with us if you are having difficulty
paying your fees as it may be possible to set up a payment plan to support you.
- Charge interest: If you do not make payment to us by the due date we may charge interest to you on the overdue amount at the rate of 0.5% daily from the due date until the date of actual payment of the overdue amount.
Suspend entry: If an outstanding balance runs into the third week of the month following an unpaid invoice without an agreement being reached with you then we will be forced to suspend your child’s entry to nursery. This would remain the case until an agreement is put in place.
Agent: To recover any unpaid fees, please note we use a third-party agency to recover any unpaid fees.
We are not responsible for delays outside our control: in exceptional circumstances, we may have to close nursery because of events outside our control (for example transport strikes, severe adverse weather, personal health, acts of terrorism etc). If this does happen then we will contact you as soon as possible to let you know and we will take steps to minimise the effect of such a closure. Provided we do this we will not be liable for delays caused by the event and will not issue refunds for such forced closure. If, however, there is a risk of closure for long periods, you may contact us to end your contract with us and receive a refund for any sessions you have paid for but not received.
Policies: Child protection and welfare is our highest priority. As such, we have several policies and procedures in place (including around illness and visitors) which are available on our website at https://nfamilyclub.com/policies/. Please take the time to review those policies as they will form part of these terms and conditions. If you have any issues accessing those policies please do let us know and we will provide you with paper copies.
REPORT A PROBLEM
How to tell us about problems: If you have any questions or complaints about your child’s time at nursery, please contact us on 020 3865 7402. Alternatively, please speak to one of the team at your chosen nursery. Please see our complaints policy available on our website at https://nfamilyclub.com/policies/.
OUR RESPONSIBILITY FOR LOSS OR DAMAGE SUFFERED BY YOU
We are responsible to you for foreseeable loss and damage caused by us: If we fail to comply with these terms and conditions, we are responsible for loss or damage you suffer that is a foreseeable result of our breaking this contract or our failing to use reasonable care and skill, but we are not responsible for any loss or damage that is not foreseeable. Loss or damage is foreseeable if either it is obvious that it will happen or if, at the time the contract was made, both we and you knew it might happen, for example, if you discussed it with us when registering.
We do not exclude or limit in any way our liability to you where it would be unlawful to do so: This includes liability for:
death or personal injury caused by our negligence or the negligence of our employees, agents or subcontractors;
- for fraud or fraudulent misrepresentation;
- for breach of your legal rights concerning the nursery care we provide to your child;
- for defective services under the Consumer Protection Act 1987.
OTHER IMPORTANT TERMS
Nobody else has any rights under this contract. This contract is between you and us. No other person shall have any rights to enforce any of its terms.
If a court finds part of this contract illegal, the rest will continue in force. Each of the paragraphs of these terms operates separately. If any court or relevant authority decides that any of them are unlawful, the remaining paragraphs will remain in full force and effect.
Even if we delay in enforcing this contract, we can still enforce it later. If we do not insist immediately that you do anything you are required to do under these terms, or if we delay in taking steps against you in respect of your breaking this contract, that will not mean that you do not have to do those things and it will not prevent us taking steps against you at a later date.
Which laws apply to this contract and where you may bring legal proceedings: These terms are governed by English law and you can bring legal proceedings in respect of the nursery care we provide in the English courts. If you live in Scotland you can bring legal proceedings in respect of the nursery care we provide in either the Scottish or the English courts. If you live in Northern Ireland you can bring legal proceedings in respect of the nursery care we provide in either the Northern Irish or the English courts.
Model Cancellation Form
(Complete and return this form only if you wish to withdraw from your contract with us)
To [COMPANY’S NAME, ADDRESS, TELEPHONE NUMBER AND, WHERE AVAILABLE, FAX NUMBER AND E-MAIL ADDRESS]
I/We [*] hereby give notice that I/We [*] cancel my/our [*] contract of sale of the follow- ing goods [*]/for the supply of the following service [*],
Ordered on [*]/received on [*],
Name of consumer(s),
Address of consumer(s),
Signature of consumer(s) (only if this form is notified on paper), Date
[*] Delete as appropriate
To confirm you understand and agree to the above terms and conditions, please sign the parent/guardian agreement that accompanies these terms and conditions.
The kind of information we hold about you
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
There are “special categories” of more sensitive personal data which require a higher level of protection, such as information about a person’s health or sexual orientation.
We will collect, store, and use the following categories of personal information about Employees:
Personal contact details such as name, title, addresses, telephone numbers, and personal email addresses.
Date of birth.
Marital status and dependants.
Next of kin and emergency contact information.
National Insurance number.
Bank account details, payroll records and tax status information.
Salary, annual leave, pension and benefits information.
Start date and, if different, the date of an Employee’s continuous employment.
Location of employment or workplace.
This may include copies of driving licence, passport, utility bills to enable us to process an enhanced DBS check.
Recruitment information (including copies of right to work documentation, references and other information included in a CV or cover letter or as part of the application process).
Employment records (including job titles, work history, working hours, holidays, training records and professional memberships).
Personnel files and training records including performance information, disciplinary and grievance information, and working time records.
Information about your use of our information and communications systems.
Records of any reportable death, injury, disease or dangerous occurrence.
We may also collect, store and use the following “special categories” of more sensitive personal information:
Information about an Employee’s race or ethnicity.
Information about an Employee’s health, including any medical condition, accident, health and sickness records, including:
where an employee leaves employment and the reason for leaving is determined to be ill-health, injury or disability, the records relating to that decision;
details of any absences (other than holidays) from work including time on statutory parental leave and sick leave; and
where an employee leaves employment and the reason for leaving is related to their health, information about that condition needed for pensions and permanent health insurance purposes.
We will collect, store, and use the following categories of personal information about Children:
Date of birth
Attendance information, such as sessions attended, number of absences, absence reasons and any previous settings attended
Photographs and video clips of the Child for their Famly profile, learning journals and for general display purposes
Emergency contact should Parents be unavailable and the emergency contact’s contact details
Learning Journal for each Child containing the work of the Child whilst at the Nursery, observations about the Child’s development whilst at the Nursery from Employees of the Nursery, specific examples of the Child’s progress, photographs demonstrating the Child’s development whilst at the Nursery, and personal details of the Child (e.g. their date of birth) (“Progress Report”)
Records relating to individual Children e.g. care plans, common assessment frameworks, speech and language referral forms
Accidents and pre-existing injuries forms
Records of any reportable death, injury, disease or dangerous occurrence
Observation, planning and assessment records of Children
Special educational needs (including the needs and ranking)
We may also collect, store and use the following “special categories” of more sensitive personal information:
Information about a Child’s race or ethnicity, spoken language and nationality.
Information about a Child’s health, including any medical condition, allergies health and sickness records.
Information about a Child’s accident or incident reports including reports of pre-existing injuries.
Information about a Child’s incident forms / child protection referral forms / child protection case details / reports.
We will collect, store, and use the following categories of personal information about Parents:
Telephone numbers, and personal email addresses.
National Insurance number.
Bank account details.
We may also collect, store and use the following “special categories” of more sensitive personal information:
Information about a Parent’s race or ethnicity, spoken language and nationality.
Conversations with Parents where Employees of the Nursery deem it relevant to the prevention of radicalisation or other aspects of the governments Prevent strategy.
WHY WE COLLECT AND USE PERSONAL INFORMATION
The personal data collected is essential, in order for the Nursery to fulfil their official function and meet legal requirements.
We collect and use Children’s information for the following purposes:
To support learning
To monitor and report on attainment progress
To provide a high quality of care
To assess the quality of our provision
To keep children safe
To meet the statutory duties placed upon us
HOW IS YOUR PERSONAL INFORMATION COLLECTED?
We collect personal information about Employees through the application and recruitment process, either directly from candidates or sometimes from an employment agency or background check provider. We may collect additional information from third parties including former employers, credit reference agencies or other background check agencies, such as the Disclosure and Barring Service.
We will collect additional personal information in the course of job-related activities throughout the period when an Employee works for us.
CHILDREN & PARENTS:
We collect personal information about Children and Parents from when the initial enquiry is made by the Parents, through the enrolment process and until the Children stop using the Nursery’s services.
HOW WE WILL USE INFORMATION ABOUT YOU
We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:
1. Where we need to perform the contract we have entered into with You.
2. Where we need to comply with a legal obligation.
3. Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
We may also use your personal information in the following situations, which are likely to be rare:
1. Where we need to protect your interests (or someone else’s interests).
2. Where it is needed in the public interest or for official purposes.
Situations in which we will use Employee personal information
We need all the categories of information in the list above (see Employee section within the Paragraph entitled ‘The Kind of Information We Hold About You’) primarily to allow us to perform our contracts with Employees and to enable us to comply with legal obligations. The situations in which we will process Employee personal information are listed below.
Making a decision about an Employee’s recruitment or appointment.
Checking an Employee is legally entitled to work in the UK. Paying an Employee and, if an Employee is an Employee or deemed Employee for tax purposes, deducting tax and National Insurance contributions (NICs).
Providing any Employee benefits to Employees.
Enrolling you in a pension arrangement in accordance with our statutory automatic enrolment duties.
Administering the contract we have entered into with an Employee.
Conducting performance and/or salary reviews, managing performance and determining performance requirements.
Assessing qualifications for a particular job or task, including decisions about promotions.
Gathering evidence for possible grievance or disciplinary hearings.
Making decisions about an Employee’s continued employment, engagement.
Making arrangements for the termination of our working relationship.
Education, training and development requirements.
Dealing with legal disputes involving Employees, including accidents at work.
Ascertaining an Employee’s fitness to work.
Managing sickness absence.
Complying with health and safety obligations.
To prevent fraud.
To monitor your use of our information and communication systems to ensure compliance with our IT policies.
To ensure network and information security, including preventing unauthorised access to our computer and electronic communications systems and preventing malicious software distribution.
Equal opportunities monitoring.
Some of the above grounds for processing will overlap and there may be several grounds which justify our use of an Employee’s personal information.
Situations in which the Nursery will use personal information of Children
We need all the categories of information in the list above (see Children section within the Paragraph entitled ‘The Kind of Information We Hold About You’) primarily to allow us to perform our obligations (including our legal obligations to Children. The situations in which we will process personal information of Children are listed below.
Upon consent from the Parents, Personal Data of Children will be shared with schools for progression into the next stage of their education.
Personal information of Children will be shared with local authorities without the consent of Parents where there is a situation where child protection is necessary.
The personal information of Children will be shared with local authorities without the consent of Parents for funding purposes.
Ofsted will be allowed access to the Nursery’s systems to review child protection records.
To ensure we meet the needs of the Children
To enable the appropriate funding to be received
Report on a Child’s progress whilst with the Nursery
To check safeguarding records
To check complaint records
To check attendance patterns are recorded
When a Child’s Progress Report is given to its Parent in order for that Parent to pass the same Progress Report to a school for application or enrolment purposes
Situations in which the Nursery will use personal information of Parents
We need all the categories of information in the list above (see Parents section within the Paragraph entitled ‘The Kind of Information we Hold About You’) primarily to allow us to perform our contracts with Parents and to enable us to comply with legal obligations. The situations in which we will process personal information of Parents are listed below.
The personal information of Parents will be shared with local authorities with the consent of Parents for funding purposes.
To report on a Child’s attendance
To be able to contact a Parent or a Child’s emergency contact about their Child
To ensure nursery fees are paid
CHANGE OF PURPOSE
We will only use your personal information for the purposes for which we collected it unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify the Employee, Child or Parent, as is appropriate in the circumstances, and we will explain the legal basis which allows us to do so.
Please note that we may process an Employee’s, a Child’s or a Parent’s personal information without their respective knowledge or consent, as relevant to the circumstances, in compliance with the above rules, where this is required or permitted by law.
HOW WE USE PARTICULARLY SENSITIVE PERSONAL INFORMATION
”Special categories” of particularly sensitive personal information require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal information. We have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data. We may process special categories of personal information in the following circumstances:
In limited circumstances, with Employee or Parent explicit written consent.
Where we need to carry out our legal obligations or exercise rights in connection with Employee employment.
Where it is needed in the public interest, such as for equal opportunities monitoring or in relation to our occupational pension scheme.
Less commonly, we may process this type of information where it is needed in relation to legal claims or where it is needed to protect an Employee, a Child or a Parents’ interests (or someone else’s interests) and the Employee, Child or Parent as is appropriate is not capable of giving consent, or where the Employee or Parent has already made the information public.
THE NURSERY'S OBLIGATIONS AS AN EMPLOYER:
We will use particularly sensitive personal information of Employees in the following ways:
We will use information relating to leaves of absence, which may include sickness absence or family related leaves, to comply with employment and other laws.
We will use information about the physical or mental health of an Employee, or their disability status, to ensure Employee health and safety in the workplace and to assess the fitness of Employees to work, to provide appropriate workplace adjustments, to monitor and manage sickness absence and to administer benefits including statutory maternity pay, statutory sick pay, pensions and permanent health insurance.
We will use information about an Employee’s race or national or ethnic origin, religious, philosophical or moral beliefs, or an Employee’s sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting.
DO WE NEED EMPLOYERS CONSENT?
We do not need the consent of Employees if we use special categories of personal information in accordance with our written policy to carry out our legal obligations or exercise specific rights in the field of employment law. In limited circumstances, we may approach Employees for their written consent to allow us to process certain particularly sensitive data. If we do so, we will provide Employees with full details of the information that we would like and the reason we need it, so that Employees can carefully consider whether they wish to consent. Employees should be aware that it is not a condition of their contract with the nursery that they agree to any request for consent from us.
INFORMATION ABOUT CRIMINAL CONVICTIONS
We may only use information relating to criminal convictions where the law allows us to do so. This will usually be where such processing is necessary to carry out our obligations and provided we do so in line with our data protection policy.
We will only collect information about criminal convictions if it is appropriate given the nature of the role and where we are legally able to do so, which includes but is not limited to Disclosure and Barring Service (“DBS”) checks. Where appropriate, we will collect information about criminal convictions as part of the recruitment process or we may be notified of such information directly by you in the course of you working for us. We will use information about criminal convictions and offences in the following ways:
To conduct a DBS check on each Employee, to record the date of the DBS check, the number of the DBS check and the name of the body conducting the DBS check.
We are allowed to use your personal information in this way to carry out our obligations. We have in place an appropriate policy and safeguards which we are required by law to maintain when processing such data.
Less commonly, we may use information relating to criminal convictions where it is necessary in relation to legal claims, where it is necessary to protect the interests of You (or someone else’s interests) and You are not capable of giving your consent, or where an Employee or a Parent, as is relevant to the circumstances, has already made the information public.
Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention. We are allowed to use automated decision-making in the following circumstances:
Where we have notified Employees or Parents of the decision and given the Employee of the Parent as is appropriate 21 days to request a reconsideration.
Where it is necessary to perform the contract with an Employee or a Parent and appropriate measures are in place to safeguard the Employee’s, the Child’s or the Parent’s rights as is appropriate.
In limited circumstances, with explicit written consent from the Employee or the Parent, as is appropriate, and where appropriate measures are in place to safeguard Employee or Parent rights.
If we make an automated decision on the basis of any particularly sensitive personal information, we must have either explicit written consent from an Employee or a Parent as is appropriate, or it must be justified in the public interest, and we must also put in place appropriate measures to safeguard an Employee or a Parents rights as is relevant in the circumstances.
You will not be subject to decisions that will have a significant impact on You based solely on automated decision-making unless we have a lawful basis for doing so and we have notified the Employee or the Parent as is appropriate in the circumstances.
We won’t share your information with any other organisations for marketing, market research or commercial purposes, and we won’t pass on your details to other websites. We may use your personal information for direct marketing purposes in relation to N is for Nursery Ltd products and services. You may unsubscribe directly within any communication received, by writing or via email.
We do not share information about our Employees, Children and Parents with anyone without consent unless the law and our policies allow us to do so. We may have to share Employee, Child or Parent data with third parties, including third-party service providers and other entities in the group. We require third parties to respect the security of your data and to treat it in accordance with the law.
Why might the Nursery share Employee, Child or Parent personal information with third parties?
We will share your personal information with third parties where required by law, where it is necessary to administer the working relationship with You or where we have another legitimate interest in doing so.
Which third-party service providers process my personal information?
”Third parties” includes third-party service providers (including contractors and designated agents), local authorities, regulatory bodies, schools and other entities within our group. The following third-party service providers process personal information about you for the following purposes:
Local Authorities – for funding and monitoring reasons (e.g. equal opportunities and uptake of funded hours)
Regulatory bodies (Ofsted) – for ensuring compliance and the safety and welfare of the children
Schools – to provide a successful transition by ensuring information about the child’s progress and current level of development and interests are shared
We will share Employees personal data regarding participation in any pension arrangement operated by a group company with the scheme managers of the arrangement in connection with the administration of the arrangements.
All data is transferred securely.
How secure is my information with third-party service providers and other entities in our group?
All our third-party service providers and other entities in the group are required to take appropriate security measures to protect Your personal information in line with our policies. We do not allow our third-party service providers to use Your personal data for their own purposes. We only permit them to process Your personal data for specified purposes and in accordance with our instructions.
When might you share my personal information with other entities in the group?
We will share your personal information with other entities in our group to give access to our Family Club and other N settings.
What about other third parties?
We may share Your personal information with other third parties, for example in the context of the possible sale or restructuring of the business. In this situation we will, so far as possible, share anonymised data with the other parties before the transaction completes. Once the transaction is completed, we will share your personal data with the other parties if and to the extent required under the terms of the transaction.
We may also need to share your personal information with a regulator or to otherwise comply with the law.
How long will you use my information for?
We will only retain Your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. Retention periods differ for different aspects of your personal information, but we will aim for all data to be removed from our records 7 years after you request are available in our retention policy which is available from the manager. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of Your personal data, the purposes for which we process Your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
In some circumstances, we may anonymise your personal information so that it can no longer be associated with You, in which case we may use such information without further notice to You. Once you are no longer an Employee, or a Child benefiting from the Nursery’s services or a Parent, as is appropriate, we will retain and securely destroy your personal information in accordance with applicable laws and regulations.
RIGHTS OF ACCESS, CORRECTION, ERASURE, AND RESTRICTION
Your duty to inform us of changes
It is important that the personal information we hold about You is accurate and current. Please keep us informed if Your personal information changes during your relationship with us.
Your rights in connection with personal information
Under certain circumstances, by law, you have the right to:
Request access to the personal information that we hold about you (commonly known as a “data subject access request”). This enables You to receive a copy of the personal information we hold about You and to check that we are lawfully processing it. The information is provided free of charge and we will reply within 1 month. If you would like to request a copy of your personal data, please contact the Operations Manager.
Request correction of the personal information that we hold about You. This enables You to have any incomplete or inaccurate information we hold about You corrected.
Request erasure of your personal information. This enables Employees or Parents to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove Your personal information where You have exercised Your right to object to processing (see below).
Object to processing of Your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about Your particular situation which makes You want to object to processing on this ground. You also have the right to object where we are processing Your personal information for direct marketing purposes.
Request the restriction of processing of your personal information. This enables Employees or Parents, as is appropriate, to ask us to suspend the processing of personal information about you, for example, if you want us to establish its accuracy or the reason for processing it.
Request the transfer of Your personal information to another party.
If You want to review, verify, correct or request the erasure of your personal information, object to the processing of Your personal data, or request that we transfer a copy of Your personal information to another party, please contact the Operations Manager in writing.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of Your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
RIGHT TO WITHDRAW CONSENT
In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact the Operations Manager. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
REFUSAL TO GIVE INFORMATION
Refusal to give information during the Nursery registration process or Employee onboarding process will result in the user being unable to complete their application.
CHANGES TO THIS PRIVACY NOTICE
We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.
If you have any questions about this privacy notice, please contact the Operations Manager.
WiFi User Agreement
N Family Club provide WiFi internet access across its site for team use and authorised visitors. If granted permission, users are expected to use the N Family Club WiFi in a legal and responsible manner. By using N Family Club WiFi, the user acknowledges that they are subject to, and agree to abide by all laws, rules and regulations applicable to its use.
N Family Club will not be liable for any damages or claims of any kind arising from the use of its WiFi. The setting takes no responsibility for the security, safety, theft, insurance and ownership of any device used within the premises that are not the property of the setting.
Anyone using N Family Club WiFi is forewarned that there can be no expectation of privacy when using the network. Users assume all associated risks and agree that the setting does not accept responsibility for any personal information that is compromised, or for any damage caused to users' hardware or software however it may be caused, including but not limited to; electric surges, security issues or consequences caused by viruses or hacking. It is the responsibility of users to have equipment that is adequately secured (such as up-to-date virus protection, and applicable operating system security patches, updates and licenced software) when using it to access N Family Club WiFi.
Users must also agree that they will not create or transmit:
• Any offensive, obscene or indecent images.
• Material which is designed or likely to cause annoyance, inconvenience or needless anxiety.
• Defamatory material.
• Material that infringes the copyright of another person.
• Images of children and staff within the Nursery and Family Club.
Terms and Conditions of Use
• The use of ICT devices and N Family Club WiFi is in line with the setting’s Technology and Communications Policy and Safeguarding Policy.
• N Family Club reserves the right to refuse access to its WiFi to any user, at any time for whatever reason.
• N Family Club reserves the right to limit the bandwidth of the wireless network as necessary, to ensure network reliability and fair sharing of network resources for all users.
• N Family Club WiFi may be temporarily withdrawn at any time for essential maintenance without notice.
Misuse or failure to abide by the Terms and Conditions of Use will result in withdrawal of access for the individuals concerned and may result in disciplinary or legal proceedings.
Your usage of the N Family Club WiFi constitutes your acceptance of these conditions.