Terms and Conditions

We believe these terms and conditions reflect the custom and practice of providing full time day care of children in Scotland. The rules about notice and payment of fees are designed to promote stability, assist forward planning and the proper resourcing of the nursery. Nothing within these terms and conditions affects the parent / carer’s statutory rights.

To enable us to provide and maintain the highest standards of care we require all parents to be aware of, and abide by, the following conditions.



To secure a place at our nursery we require a deposit of £110 (this will be deducted from final payment following 4 weeks’ notice of termination of contract) and a completed registration contract, along with first month’s fees. These are subject to a place being available.


Health and Medical matters

Sometimes children become ill at nursery, if this is the case the nursery manager or your child’s keyworker will contact you, or the emergency contact indicated on the registration form. While we are waiting for you to arrive, we will care and support your child to feel comfortable in a quiet corner of the nursery, usually with their keyworker for company.

We have a robust child illness policy in place at Acorn Day Nursery, that keeps us all safe and healthy. If your child is suffering from any illness, you should not bring your child to nursery until such time as the infection has cleared. Our child illness policy is available from the nursery manager. Parents or carers are asked to refer to the illness / communicable disease list supplied for your information on minimum periods of exclusion from the nursery.

Parents or carers are required to notify the nursery manager if your child is absent from the nursery through sickness by 10am on the days that they will be absent. Telephone number: 01334 475698.

Any child who has been sent home from the nursery because of ill health will not be re-admitted for at least 24 hours, however if a diagnosis is made then please refer to the child illness policy for exclusion protocols. If a child is prescribed antibiotics, they will not be allowed to return to the nursery for 48 hours. First doses of antibiotics MUST be given at home.

The nursery cannot administer any medicine to a child unless prescribed by a doctor. Should your child be on prescribed medication, it is the responsibility of the parent or carer to notify the manager or key worker and to sign the necessary forms of consent prior to any medication being given.

We reserve the right to call an ambulance in an emergency and escort your child to the emergency department of the nearest hospital. Any decisions regarding the child’s welfare will then be made by the emergency department at the hospital.

It is your responsibility to inform the nursery if your child is not vaccinated in accordance with their age. If it is considered necessary, information regarding children vaccinated in nursery may be shared with other parents, however, individual names will not be given.


Food and dietary requirements

We are keen to ensure we cater for all children’s individual needs whether these be allergies, dietary or cultural needs. Our cook and your keyworker are happy to work with you to provide suitable food for your children as they grow and develop.

We operate a menu over a four-weekly period (subject to change), these are all healthy foods and try to reflect rustic food that you would eat on a farm.


Concerns and Complaints

We welcome your feedback, it helps us grow as a nursery and if we are not getting something right, we can only fix it if you tell us about it. Any question, concern or complaints about the nursery or the care and safety of a child are welcome, and we will seek to address any matters quickly to ensure we are providing the best nursery setting possible.

We aim to be open and transparent in all our dealings around complaints and concerns and are always available to discuss any matters.



We rely on parents being open and honest with us in order that we can provide excellent care for your children. Parents must, disclose to the nursery any known medical condition, health problem or allergy affecting the child, any family circumstances or court order which might affect the child’s well-being or happiness, or any concerns about the child’s safety.



Fees are charged monthly in advance and must be paid by the first day of the month to which they relate. Fees will be invoiced to the person(s) named on the registration form. Fees are payable during periods of absence from the nursery, including sickness, holidays and during public and bank holidays. The nursery will be closed throughout the Christmas holidays. Days where the nursery must remain closed due to adverse weather or circumstances out with our control, will still be chargeable at full rates.

Fees are calculated based on the weekly charge for the sessions attended, multiplied by 51 (weeks) and then divided by 12 (months) to create a fixed monthly charge. Fees will be subject to annual increase on notice from the manager.

Fees that are subject to 1140 hours of funding will have your funding split over the 51 weeks of the nursery being open and then divided over 12 equal monthly payments. We then deduct your funding allocation before you receive your invoice for the remainder.

Prices quoted are per child for a core day and include lunch and snacks.

The nursery operates a policy of “minimum sessions.” this aids your child settling into the nursery and provides good continuity of care for their time in the nursery. This is particularly true for the under two age group. Our minimum session levels are set at two sessions per week as we feel this is positive for a child’s development.

Once we confirm a place at the nursery the first month’s fees become payable to secure the place. One month’s written notice (email is fine) is required if you no longer require the place or wish to withdraw your child from the nursery. Fees are payable during the whole of this time; fees are payable if there is any delay in taking up the place once accepted.

If you register your child for a full-time place (i.e., 5 sessions per week) and such a place is confirmed by the nursery, you will not be permitted to reduce the number of sessions attended within four weeks, as four weeks written notice is required to reduce the sessions.

Fees will not be refunded or waived for absence through sickness or any other reason. This rule is necessary so that the nursery can properly budget for its own expenditure and to ensure that the cost of individual default does not fall on other parents. No compensation will be paid, or refund given if the nursery must be closed due to any reason beyond the control of the nursery, such as power failures or weather conditions.


Unpaid fees

The nursery reserves the right to charge interest on late fees at the rate of 10% over the bank of England base rate.


Exclusion for non-payment

Children may be excluded from the nursery if fees remain outstanding for more than two calendar months beyond the due date and registration will be terminated.


Late collection

We have strict parameters set by the care inspectorate for our hours of operation. Parents or carers who collect their children late from the nursery will be subject to a surcharge, this is charged at the rate of £10 per member of staff (two) for every 15 minutes or part thereof. This is paid directly to the staff members waiting with your child. Parents or carers should be aware that the nursery must be vacated by the designated closing time.



We work hard to ensure that all your children’s belongings stay together and go home with you at the end of the day, the nursery does not accept responsibility for accidental damage or loss of property.



The nursery undertakes to maintain those insurances required by law. Details of these are available from the nursery manager. Copies of the current employer’s liability and public liability insurance policies are displayed on the notice board at the nursery.



You should be aware that the nursery occasionally takes photographs within the nursery, which may be used, in training or promotional material. Parental preference is adhered to, and permission will be sought via the settings permission form which is completed at enrolment.



Parents or carers are welcome to visit the nursery, however we would prefer that we had proper notification so that we may ensure there is a staff member free to show you round and chat. It is the parent or carers responsibility to ensure that staff are aware of who will be collecting your child. No child will be allowed to leave the building with anyone, known or not, without prior notification.


Data protection

It is a legal requirement on the nursery to hold information about children using the nursery and its staff. Basic information is used for registers, invoices and for emergency contacts; however, all records will be stored in a locked cabinet. Or on our secure ‘one drive’ facility provided by our I.T company Silvercloud limited.


Legal contract

The offer of a place and its acceptance by the parents gives rise to a legally binding contract on the terms of these terms and conditions.


These terms and conditions are governed exclusively by Scottish Law.