Version1 – 18/04/23

By signing a Little Beehive contract, you are agreeing to

receive a childcare service for the named child (Front

Page of contract) at the named location (Front page of

contract) and on the conditions as set out below.

The named location refers to one of the below Little

Beehive Nursery group businesses.

Little Beehive Nursery locations are:

Cupar

Little Beehive Nursery (Cupar)

56a Crossgate, Tannage Close, Cupar KY15 5HS

Kirkcaldy

Little Beehive Nursery (Kirkcaldy) Ltd

12 Sang Rd, Kirkcaldy KY1 1EZ

Newport-On-Tay

Little Beehive Nursery (Newport) Ltd

30 Tay St, Newport-on-Tay DD6 8AL

Montrose

Little Beehive Nursery (Montrose) Ltd

1 Museum St, Montrose DD10 8HE

Strathkinness

Little Beehive Nursery (Strathkinness) Ltd

70 Main St, Strathkinness, St Andrews KY16 9SA

When we receive your contract and payment of your

registration fee, we will process your contract and create

an account on our internal admin system FAMLY. We

reserve the right to cancel your contract with written

notice before your start date. If your contract is cancelled

before your start date and you have paid a registration fee

or any additional invoices, they will be fully refunded. You

have the right to cancel your contract with us. Please see

our “Notice Period” clause later in this agreement.

Little Beehive Nursery group is operated from the Little

Beehive Head Office.

Little Beehive Head Office

F1

The Granary Business Centre

Cupar

KY15 5YQ

1. Notice Period: Four weeks’ notice is required, in writing,

for a reduction in booked sessions or to terminate your

nursery place/contract (not ad-hoc).

1.1. The written notice must come from a parent/carer.

1.2. The reduction in sessions or last day will be the day

4 weeks from the date the notice was received in

writing, or a specified date agreed with the nursery

manager/parent account manager.

2. Minimum booking: A minimum of 16 hours per week is

required to attend Little Beehive Nursery unless agreed

with the Head Office. Examples may include lack of

available sessions, child welfare, learning and

development.

3. Contract yearly attendance: You are entitled to attend

Little Beehive Nursery for a set number of weeks per year

as agreed on your contract.

3.1. Full-Year: If you sign a “Full Year” contract, we are

open for 49.6 weeks.

3.2. Term-Time: If you sign a “Term-Time” contract, you

are entitled to attend during the local authority

school term 38 weeks per year.

4. Nursery Closure Dates: Little Beehive Nurseries are

closed for a scheduled number of days per year.

4.1. Little Beehive Nursery is closed to all children for 2.4

weeks per year for Training, Maintenance, and

holidays. These closure days can be found on our

website or from your parent account manager.

4.1.1. Little Beehive will give Parents/Carers a

minimum of 6 months’ notice for any

scheduled additional closure days.

4.2. Little Beehive is closed to term-time children when

Local authority schools have pre-scheduled closure

for in-service, public holidays, and School holidays.

These dates can be found on the Local Authority

website.

4.2.1. Although Little Beehive schedule for 38

weeks attendance for Term-Time children,

the local authority may vary this year-by-year

and introduce additional closure at short

notice. We will give parents/carers as much

notice as possible for these extra scheduled

closure days.

4.3. The nursery may unexpectedly close to children due

to unavoidable unforeseen circumstances, in the

event of unexpected closure, you will be entitled to

free ad-hoc for any missed hours. (See 10.)

4.4. Our two-day new year closure will also be re-

bookable as free ad-hoc for all children who are

scheduled to attend and are unable to attend.

5. Registration Fee: When you register your child with the

nursery for the first time, you will be charged a registration

fee which covers the cost of the administration to set up

your nursery account. This fee is non-refundable.

6. Billing: Full-time contracts will utilise Annualised billing. This is

a method of invoicing where all invoices are the same each

month. Your monthly charge is calculated by taking your “Yearly

Charge” (Weekly cost multiplied by 50 weeks) and spreading

that cost over 12 equal instalments.

6.1. If your weekly costs change (either via session

increase/decrease or fee increase/decrease), your

monthly bill will also change. If this change takes place

mid-month, the invoice for that month will be calculated at

the “Actual” rate for that month (i.e. charged for sessions

booked), and the following month will revert back to

annualised. If you choose to leave Little Beehive mid-

month, your final invoice will be calculated at an “Actual”

rate for sessions booked up to and including your final

day.

6.1.1. We are unable to calculate “Actual” costs for the

year in comparison to paid amount when leaving.

6.2. Term Time contracts will utilise “Actual” billing. This is a

method of invoicing where billpayers are charged for the

exact number of sessions booked per month, and the

monthly invoice value will fluctuate.

6.3. If your fees increase, we will inform you with a minimum

of 4 weeks’ notice to the day the new fees take effect.

7. Weekly Scheduled Sessions: Your monthly/weekly charge

entitles your child to the agreed number of session(s) per week

on your weekly schedule.Version1 – 18/04/23

7.1. Your weekly schedule cannot be changed week by week.

Any reductions in sessions must be in place for a

minimum of three months.

7.2. If you intend to increase your weekly scheduled session

attendance, we will offer you the first possible availability

for a regular session.

7.3. If you intend to decrease your weekly scheduled

sessions, we will require 4 weeks’ notice in writing to either

your Nursery manager or to your Parent/Carer account

manager. To ensure this is processed you must receive

written acknowledgment from either Nursery manager or

Parent/Carer account manager.

8. Non-attendance of scheduled session: If you are unable to

attend a scheduled session or are planning on not attending a

scheduled session, you must notify the nursery of this. This

should be done via the Famly app with a given reason.

8.1. Fees are non-refundable for non-attendance of

scheduled sessions.

9. Ad-Hoc: Extra sessions can be booked up to 2 weeks in

advance and are dependent on availability.

9.1. Parents/Carers can cancel ad-hoc sessions with 48

hours’ notice (during nursery opening hours).

9.2. If you book ad-hoc and the space is not cancelled

48hrs(during nursery opening hours) prior and you

do not attend, the session will be charged in full.

9.3. Ad-hoc should be paid prior to attendance and the

session may be suspended and still charged if

payment is not received.

9.4. If you do attend the session and payment is made

in arrears, you will be subject to an ad-hoc late-

charge of £10 per individual booking not paid in

advance.

10. Free Ad-hoc: If you are entitled to free ad-hoc you must

book this by calling either your nursery manager or your

Parent/Carer account manager and not book via the

Famly app.

10.1. Free ad-hoc is only available to book after the

unexpected closure dates or new year closure have

taken place.

10.2. Parents/Carers can cancel free ad-hoc sessions

with 48 hours’ notice (during nursery opening

hours).

10.3. If you book ad-hoc and the space is not cancelled

48hrs prior (during nursery opening hours), and you

do not attend, the hours will be considered used.

10.4. The maximum number of free ad-hoc per academic year

is 60 hours. Any additional hours after this, you will be

credited back to the bill payer’s account.

11. Invoice payment: Invoices are sent before the start of

the month and are to be paid in advance. Payment can

be made Via Bank transfer or Famly’s Direct Debit

system. Please contact head office if you wish to pay via

a different method.

11.1. Late charges will be issued if fees are not paid by

the “Due Date” (found on the invoice). 5% of total

fees due or £5 if the balance is less than £100.

11.2. If Fees are not paid before the start of the following

month, the place will be suspended (Ref 46.) and may

be considered “Terminated” (Ref 45.) with four weeks’

notice from the 1st of the month.

11.3. Fees must be paid in full two weeks prior to the last

day of attendance. If these fees are not paid, your

final two weeks will be “Suspended” (Ref 46.).

12. Pre-school Funding: Pre-School funding will be applied to

your account once all forms have been returned to your Head

Office Parent/Carer account managers.

12.1. “Full Time” contracts will be allocated up to 22.8 hours per

week over 50 weeks of attendance per year.

12.2. “Term Time” contracts will be allocated up to 30 hours per

week over 38 weeks of attendance per year.

12.3. A custom weekly rate may be calculated if your child has

already utilised funding elsewhere during the year or is

using split funding between multiple providers. Funding

will be allocated to Council services first, and any

remaining funding will be applied to private providers after.

It is up to the parent/carer to decide what provider the

funded hours should be used at if the child attends more

than one private provider.

12.4. In the event of unexpected closure, we are unable to

refund funding back to the parent/carer.

12.5. Parents/carers must give 4 weeks’ notice for any

reduction of funding. If a parent/carer chooses to remove

funding and/or leave the nursery without 4 weeks’ notice

they will be charged in full for this.

13. Medical Absence/Exclusion: In the event your child becomes

unwell within the nursery or out of the nursery, the child may be

asked to spend time off nursery until recovered.

13.1. In the event your child has been sick or experiencing

diarrhoea, you must inform your nursery manager

immediately. Children who have experienced vomiting or

diarrhoea must remain off the nursery for 48 hours since

the last episode of vomiting or diarrhoea.

13.1.1. In the case this happens in the nursery the

manager will inform you or your emergency

contacts and require pickup as soon as possible.

13.2. Medical exclusion may be used for any illness or infection

that the person in charge on the day feels may be

transmittable or is undiagnosed; examples are, but not

limited to, rashes, high-temperature, and coughing,

13.2.1. If your child has a recurring, known illness or

medical condition that may result in symptoms

that would normally result in temporary medical

exclusion, a care plan may be put in place to avoid

recurring unnecessary exclusion. The manager

or individual in charge on that day may decide to

follow the normal sickness policy if they think the

illness or symptoms are unrelated or worse than

normal.

13.3. In the event your child is off nursery for a prolonged period

of time or has a medical procedure that requires recovery

or time off nursery, Little Beehive will consider a reduced

fee rate for this time. This is to ensure that we can

maintain a space at the nursery upon recovery. To apply

for Long-Term sickness or medical procedures, we will

require written notice from a doctor.

13.4. Parents/Carers must Inform us immediately if the

child is suffering from any contagious/transmittable

disease or Infection.

13.5. Fees are non-refundable for medical exclusion for

scheduled sessions.

14. Sibling Discount: If you have more than one child at the

nursery, you will be entitled to a sibling discount of 7.5%.

This discount will be applied to the oldest child’s account.

There is no sibling discount for children who attend after-

school or term-time bookings.

15. Student Funding: It is the parent\carer’s responsibility to

arrange funding through the colleges\universities. The

parent\carer must pay for any shortfall in funding.

15.1. In the event of funding being removed or reduced

by the College/university, the parent/carer/billpayer

is responsible for all fees.

16. Refunds: Little Beehive may refund credits on your

account.

16.1. To request a refund, an email must be sent from the

registered billpayer’s email address (as shown on

Famly) to admin@littlebeehivenursery.co.uk. The

request sent should detail the amount to refund, the

nursery attended and the child’s full name.

16.2. The refund can take up to 30 days to process, and

Little Beehive has the right to deny refund requests.

16.3. If the Payment refunded has been paid through a

tax-saving scheme, the billpayer must take

appropriate action to declare this to the relevant

authority.

17. Drop-Off: Parents/carers are expected to drop off within

2 hours of the agreed session start time (unlessVersion1 – 18/04/23

requested otherwise by the staff). If you are running late

or planning on dropping off later, please inform the

nursery via Famly.

17.1. If you do not drop off within 2 hours and no contact

has been made, we will attempt to contact you,

other parents/carers, and all emergency contacts. If

we are unable to make contact and identify the

location of the child within 3 hours of the expected

start time, we will contact social services.

18. Pickup: Parents/Carers and approved individuals must

pick up before the end time of their agreed session. The

individual picking up must be a known and named

individual to the nursery.

18.1. Approved individuals should be added onto the

Famly account and made aware to the Little

Beehive team; this should be done in writing to the

manager.

18.2. If the staff do not know or are unsure of the

individual’s identity when picking up, they will

require written consent from a parent/carer and a

valid form of identification on pickup. The staff may

request a photo of the individual who is picking up

or a password to be used by the individual. If staff

are unsure of the identification, they may choose not

to release the child to the individual and will make

best efforts to contact you.

18.3. The staff of the nursery may also not release your

child to an approved individual if they believe that

person to be a risk to the child; reasons may be, but

limited to, aggressive behaviour or suspected

impairment via alcohol or drugs.

18.4. You may be subject to an hourly charge while your

child remains in the nursery past their pickup time

until an approved individual can pick them up.

19. Pick up (Late): If the child is picked up after the agreed

session end time, you may be subject to an additional

charge or suspension/contract termination (ref 46.)/(ref 45.).

19.1. If you have notified and agreed this with the nursery

manager (email or Famly), you will be charged a full

hour and the current hourly rate for every hour after

the original session end time.

19.2. If you pick up your child after the agreed session

end time without prior notice and agreement with the

nursery, you may be charged £30 per hour.

19.3. Repeated late pickup may result in suspension (ref

46.) or contract termination (ref 45.).

20. Staff Shortages: in the event the nursery you attend is

experiencing unexpected staff shortages, e.g. travel

disruption/sickness etc., we will inform parents\cares as

soon as possible and attempt to identify children who can

volunteer to not attend to allow us to maintain our legal

staff-to-child ratio. In the event we are unable to identify

enough volunteers, we can only accept children into the

nursery on a first-come, first-serve basis up to our

operating capacity on the day.

20.1. For children who cannot attend and are turned away

on the day due to staff shortages, this will be treated

as an Unexpected Closure (ref 4.3).

20.2. Children who voluntarily stay off as agreed with the

manager to assist with maintaining ratios will be

entitled to a refund for hours, they are unable to

attend.

21. Raised Infection: In the case of concerns of rising sickness

within the nursery or specific room, the nursery/room may be

placed onto raised infection control. In the event of raised

Infection control, the nursery manager will inform the entire

nursery via Famly of what the suspected bug/infection is, what

symptoms to check for and what additional steps the nursery is

taking to limit transmission.

21.1. If a parent/carer chooses not to attend the nursery while

we are in raised Infection Control, they will still be charged

for the day as normal.

22. Settling in visits: Settling in is a mandatory requirement

at Little Beehive to ensure your child has the best

experience and start to their Early Years journey.

22.1. If you are unable to attend a scheduled Settling

Visit that was previously agreed upon between

yourself and the nursery, you may be charged a full-

day rate on an alternative day to accommodate

additional staffing.

22.2. The nursery manager may choose to delay your

official start date if they feel the additional settling

time is required. If the settling process ends and you

would like additional settling days at your request,

you may be charged for these at full cost if the

manager feels they are not required.

23. Waiting Lists: If we are unable to offer you your desired

sessions, you can be added to our waiting list. Our waiting list

operates on a “First Refusal” basis, and you will be offered a

session when it becomes available. We are unable to hold

sessions, and they must be taken from the first available day.

23.1. Siblings may be prioritised on our waiting list to ensure

families can receive cohesive ELC.

24. Postponing start date: You can postpone your start date by

30 days of the original “Start Date” as written on the contract. If

you wish to postpone further, you may have to terminate (ref 45.)

your contract and re-join the waiting list.

25. Deferrals: Little Beehive Nursery does not guarantee school

deferrals. If you choose to defer primary, you must inform your

nursery manager as soon as possible. A decision by the nursery

manager and senior Little Beehive staff will be made as to

whether Little Beehive Nursery is a suitable nursery for a

deferral or alternative Early Years Education should be

considered. If deferral is agreed upon, you will be added to the

waiting list.

26. Resettling: In the case your child becomes unsettled in the

nursery, and their welfare and/or the welfare of others is being

affected, the manager of the nursery may suggest resettling.

This settling process will operate at a negotiated reduced rate

where the bill payer may only pay for sessions attended as

opposed to their regular weekly schedule and may continue

until the manager of the service is satisfied that the child has

settled back into the nursery. This reduced booking pattern will

not affect the regular booking pattern.

27. Non-Solicitation of staff: Parents/Carers may not

(during the term of their time at Little Beehive Nursery and

six months after contract termination) seek the

employment, entice away or attempt to entice away a

person (or persons) currently under the employment of

Little Beehive Nursery. If a parent/carer is found to have

breached this term, they may be subject to the cost of

replacing the team member, including, but not limited to,

Agency fees, advertising costs, management time and all

such other costs.

28. Out-of-Nursery childcare: We do not offer out-of-

nursery childcare services. If you wish to use any of our

employees or agents to provide external childcare

services to you, you acknowledge and agree that this is

done entirely at your own risk. You will be contracting

directly with the individual providing those services to you,

and we accept no liability to you for the supply of any

childcare services.

29. Investigations and complaints: Investigations will be

carried out by our senior management, and all complaints

will be investigated. If you wish to make a complaint,

please talk to your nursery manager or contact a director

directly (Sandra@Littlebeehivenursery.co.uk /

Carol@Littlebeehivenursery.co.uk) if you wish to do this

yourself, you may do so here

http://www.careinspectorate.com —our nursery

registration number can be found on our website or in the

nursery.

30. Attending emergency rooms or doctors: I consent for

my child to be taken to a doctor or A&E in the case of an

emergency.Version1 – 18/04/23

31. Additional Support Needs: The parents/carers must

inform us if your child has any Special Education

Need/Disability diagnosed while attending Little Beehive.

32. Consent: Child consent must be filled out on the Famly

app by the parent. If the consent is not filled out, the

consent defaults to “No”, and the child may not get a full

experience at Little Beehive Nursery.

33. Nut-Free: Little Beehive Nursery operates a nut-free

environment at all times.

34. Medical/allergy information: The parent/carer agrees

that all medication and allergy information is correct at the

time of signing the contract.

34.1. You must immediately inform us in writing of any

changes to your child’s medication/allergy

information and request a new medication/allergy

form.

34.2. You must complete all medication/care plans after

informing us of any medication requirements. This

must be done prior to attending. If your child has a

medication/care plan and it has not been approved

by the parent/carer, we may be unable to offer care

until the appropriate documentation has been

completed and approved by a Little Beehive nursery

manager or acting manager.

35. Contact information & emergency contacts: We

require a “primary” contact and any additional

parent/carers + a minimum of two additional emergency

contacts (these cannot be parents/carers).

36. Changes to information: You must inform us of any

changes in you or your child’s personal details and update

Famly of any changes to contact or address information

for either yourself or all other Parents/Carers and

emergency contacts.

37. Nappies & Wipes: Parents\Carers must provide nappies

and wipes for their child.

38. Clothing: Please see our “Recommended” and

“Required” clothing list on our website. Alternatively,

speak to your nursery manager for a copy of the list.

39. Sun cream: A new & sealed Sun cream or a suitable

alternative must be provided to the nursery prior to

attending.

39.1. Staff will apply sun cream to your child following the

Little Beehive Nursery sun cream application policy.

The nursery may use alternative brands of

sunscreen on your child unless specific allergies

and sensitives are noted on the “Basic Information”

form or via written notice at a later date.

40. Tracking of learning and development: I consent to

Little Beehive using FAMLY to track my child’s daily

routine, development and learning.

41. Photos/Videos: The nursery will upload photos and videos

onto Famly as part of the Little Beehive learning journey. The

photos may be uploaded to your individual learning journey or

onto the nursery newsfeed.

41.1. Little Beehive Nursery will only publicly (i.e. social media)

use photographs of children within the service if consent

is given either via the “Consents” option on Famly or by

additional written agreement. These photos may be taken

down at the request of the parent/carer.

41.2. Photos or videos should not be shared with external

parties without written consent from all parents/carers of

those in the photos and videos. If you wish to share a

photo, please contact your room leader with the request

so they can contact other parents/carers for consent.

41.3. If your child appears in other children’s learning journeys,

they may be downloaded by another parent/carer as part

of their childs “learning Journey” when the child leaves.

These documents/photos should not be shared without

written consent from parents/carers whose child appears

in these learning journeys.

41.3.1. These learning Journeys may be shared with

other childcare/educational

establishments/bodies, without additional

consent.

42. Local Walks, Trips, Outings (Within 6km): The nursery

may choose to go on walks, trips and outings in the local

area (up to 6km from the nursery), Walking or using

Private transport (I.e., nursery vehicle or private hire).

These are considered “Regular” and part of daily

operations within the nursery.

42.1. The nursery may, but will not be obliged to, inform

parents/carers about local trips/events/outings in

the local community prior to the trips/events/outings

taking place but will inform the parents/carers Via

Famly or on pickup. Examples include but are not

limited to, Local walks, trips to the shops, visits to

local care homes, community events, forest

schools, beach foreshore, park visits, etc.

42.2. If the nursery chooses to inform parents/carers

about an outing, they will do so via Famly. Details

may include location, departure time, return time,

required clothing & additional items.

42.2.1. Parents/carers who are late to drop-off, and

have been informed about the trip prior, must

drop bags and non-necessary trip items at

the nursery before dropping their child off at

the agreed trip location. If a child arrives

without the required clothing or required

items to attend the trip/walk/outing, we will

make our best efforts to find suitable

alternatives. Please get in touch prior to the

trip if you know you may be unable to source

some required clothing/items.

42.2.2. If the parents/carers arrive without the

required items, they may be unable to attend

the trip/nursery (until staff return) and will still

be charged for the day.

42.3. If you choose for your child not to attend a

trip/walk/outing within the local community and it is

not an agreed exclusion location you will still be

charged in full for the day.

42.4. You may inform the nursery manager of locations

within the community that you would not like your

child to visit without your additional consent for

religious, medical, or personal/ethical reasons.

42.4.1. If a justifiable and understandable reason for

location exclusion is given, the manager may

agree to the exclusion.

42.4.2. The exclusion may not be granted if the

decision would have a detrimental learning

outcome for the child or other children within

the service.

43. Walks, Trips, Outings (Out-with 6km/Public

Transport): The nursery may choose to go on walks,

trips, and outings out with the “local area” (beyond 6km)

or use Public Transport.

43.1. Parents/carers will be informed via Famly of the trip,

location, departure time, return time, required

clothing, additional items & method of transport. We

will give as much notice as possible for these trips

and will ensure all parents/carers have consented or

been contacted before the trip.

43.2. Parents/carers can “Opt-out” their child from the trip

via written notice directly to the manager of the

service (Famly or Email). Parents/carers who

choose to “Opt-out” will still be charged for the day

and may be unable to attend nursery due to staff

also attending the trip.

43.3. Parents/carers who are late to drop off must drop

bags and non-necessary trip items at the nursery

before dropping their child off at the agreed trip

location. If you choose not to attend after arriving

late, they will still be charged for the day.

43.4. If a child arrives without the required clothing or

required items to attend the trip, we will make ourVersion1 – 18/04/23

best efforts to find suitable alternatives. Please get

in touch prior to the trip if you know you may be

unable to source some required clothing/items prior

to the trip. If the parents/carers arrive without the

required items, they may be unable to attend the

trip/nursery (until staff return) and will still be

charged for the day.

43.5. If you choose for your child not to attend a

trip/walk/outing, you will still be charged in full for the

day and may be unable to attend that day.

44. Data protection: Little Beehive Nursery uses TRESORIT

to share files between the head office and the nursery.

TRESORIT is a highly encrypted file storage system that

allows the safe storage of documents. Little Beehive

Nursery also uses Famly to communicate and store

documents and information. All other documents may be

stored on the manager’s computer, head office’s

computers and devices, as well as protected tablets and

laptops.

45. Contract Termination: Little Beehive Nursery reserve

the right to terminate any contract. The reasons for this

may be but are not limited to, Overdue Fees, Parent/carer

behaviour towards the Little Beehive Team and

Management, or not adhering to the Little Beehive

Nursery Terms and conditions.

45.1. Contract Termination will be subject to a minimum

of 4 weeks’ notice from the date the parent/carer is

informed in writing.

45.1.1. If the reason for termination is behaviour

towards the Little Beehive team or financial,

then the termination may take effect with

immediate effect with no notice.

45.2. The parent/Carer may opt to leave before their

contract termination date with a reduced notice

period as agreed with Little Beehive head office.

46. Suspension: Little Beehive Nursery reserves the right to

temporarily suspend a place and keep the agreement of

this contract in place. The reasons for this may be, but

are not limited to; Overdue Fees, Parent/carer behaviour

towards the Little Beehive Team and Management or not

adhering to the Little Beehive Nursery Terms and

conditions.

46.1. Suspended places will be charged in full until the

reason for suspension is resolved.

47. Variation The nursery reserves the right to vary these terms

and conditions and will intimate to you in writing of such changes

at the earliest opportunity and when possible no later than two

months of said changes taking effect. Such changes will be

deemed to have been accepted unless you notify the nursery in

writing of any objection, no later than one month from any

change being intimated

48. Previous Contracts – the contract with the most recent “Start

date” is in substitution for all previous contracts with Little

Beehive Nursery which shall be deemed to have been

terminated by mutual consent from that date on which the most

recent contract takes effect.