Cancellation / Notice Policy
This Cancellation and Notice Policy explains the arrangements that apply when parents or carers wish to cancel a nursery place, withdraw a child, change booked sessions or otherwise end a childcare arrangement with Little Blossom Tree Nursery, operated by Little Blossom Tree Limited. It also explains how the nursery handles absences, changes to provision and circumstances in which a place may be ended by the nursery.
This policy should be read alongside the family's signed nursery agreement, the Fees & Funding Terms and the Admissions Policy. The signed agreement and any written fee schedule supplied to the family set out the specific notice periods, charges and payment dates that apply to their booking. Nothing in this policy removes rights provided by applicable law.
1. Accepting and reserving a nursery place
A nursery place is offered subject to availability, completion of the relevant registration process and acceptance of the terms provided to the family. Parents and carers should review the proposed start date, booked days and sessions, fees, funded entitlement arrangements and any applicable reservation or deposit conditions before accepting an offer.
Where a deposit, registration charge or advance payment is requested, the nursery will explain the amount, what it covers and the circumstances in which it may be credited, refunded or retained. Any such arrangement is subject to the terms communicated at the time of booking and applicable consumer law.
2. Cancelling before a child starts
Families who decide not to take up an accepted place should notify the nursery in writing as soon as possible. Early notification helps the nursery manage staffing and offer the place to another family.
Whether a cancellation charge applies, or whether any payment is refundable, depends on the agreed booking terms, when notice is received and the nursery's actual contractual entitlement. Charges must be fair and consistent with applicable consumer protection law; they are not automatically payable merely because a place was reserved.
If a family believes a charge has been applied incorrectly, they may ask the nursery for an explanation and a review of the amount.
3. Withdrawing a child from the nursery
Parents and carers wishing to end their child's place should provide written notice to the nursery. The applicable notice period, how it is calculated and any fees due during that period are those stated in the family's signed nursery agreement, subject to applicable law.
Written notice should identify the child's name, the intended final attendance date and the parent or carer giving notice. The nursery will acknowledge the request and confirm the contractual end date and any outstanding account balance.
Unless otherwise agreed in writing, a child's decision not to attend during a valid contractual notice period does not, by itself, end the booking or automatically remove charges properly due under the agreement.
4. Changes to booked days and sessions
Requests to reduce, increase or change a child's booked sessions should be made in writing. Changes are subject to room capacity, staffing ratios, availability, the child's needs and any applicable funding conditions.
The nursery will explain whether the proposed change can be accommodated, when it would take effect and whether any contractual notice requirement applies to a reduction in sessions. A requested change is not confirmed until the nursery has agreed it.
Families should not assume that a temporary absence or informal conversation has amended their contracted booking.
5. Absence, holidays and illness
Parents and carers should notify the nursery promptly when a child will be absent, including because of illness, family holidays or other commitments. The nursery may request relevant information to support the child's welfare, infection prevention and attendance records.
Fees for booked sessions during an absence are governed by the family's nursery agreement and any applicable funding rules. A child's absence does not necessarily release a reserved place for another child or result in a refund.
Where exclusion from nursery is necessary because of an infectious illness or another health and safety concern, the nursery will apply its relevant health and safety procedures and communicate with the family.
6. Funded childcare places and changes in eligibility
Government-funded early education and childcare hours are subject to the eligibility rules, funding conditions and local authority arrangements applicable to the child. Families are responsible for providing accurate eligibility information and completing any required declarations or reconfirmations.
If a family wishes to withdraw from a funded place, move to another provider or change funded sessions, they should contact the nursery in advance. The timing and administration of changes may be affected by term dates, funding claims, local authority requirements and any restrictions on using funded hours across providers.
Funded hours will be administered in accordance with the applicable funding agreement and guidance. Any privately purchased additional hours or optional services remain subject to the terms agreed with the family. The nursery will not represent government-funded hours as subject to a compulsory top-up fee.
7. Fees and final account reconciliation
When a place ends or booked sessions change, the nursery will review the account and identify any fees properly due, payments already received, funding adjustments and credits or refunds owed.
Any final invoice will be based on the applicable contractual terms and the services or reservations covered by those terms. If a credit or refund is due, the nursery will explain the amount and how it will be processed.
Families may contact the nursery if they believe an invoice or final balance is incorrect. The nursery will review queries in a reasonable and transparent manner.
8. Requests for exceptional arrangements
We recognise that family circumstances can change unexpectedly. Parents and carers experiencing exceptional circumstances, including serious illness, bereavement, relocation or a significant change in caring arrangements, are encouraged to contact the nursery as early as possible.
The nursery may consider a request for a different end date, amended sessions or another reasonable arrangement on a case-by-case basis. Any agreed variation should be confirmed in writing. Consideration of an exception does not automatically change the terms of another family's agreement.
9. Cancellation or termination by the nursery
In limited circumstances, the nursery may need to propose changes to, suspend or end a childcare arrangement. Examples may include:
- Persistent non-payment following appropriate communication and an opportunity to resolve the issue.
- Serious or repeated breaches of the agreed nursery terms.
- Behaviour that creates a significant risk to children, families or staff.
- Closure of the setting or a material change in its ability to provide the agreed service.
- Other circumstances where continued provision is not reasonably possible or lawful.
The nursery will consider the circumstances carefully, act fairly, follow applicable safeguarding and equality duties, and provide the notice required by the agreement or law wherever reasonably possible. Immediate action may be necessary where there is a serious safety or safeguarding risk.
Decisions involving a child's disability, special educational needs or other protected characteristics will be considered in accordance with applicable equality law, including duties relating to reasonable adjustments. The nursery will not terminate a place unlawfully because a child has additional needs.
10. Temporary closure or disruption
Occasionally, circumstances outside the nursery's reasonable control may affect normal opening or the delivery of booked sessions. Examples include serious building issues, utility failures, extreme weather, public health restrictions or an emergency affecting safety.
The nursery will communicate significant disruption to families as promptly as reasonably possible, explain any practical alternatives available and apply the relevant contract terms and legal rights when considering charges, credits or refunds for services that cannot be provided.
Nothing in this policy excludes any statutory entitlement a family may have where services are not provided with reasonable care and skill or where contractual obligations are not met.
11. Records, communication and confidentiality
To avoid misunderstandings, notices and requests to change or end a booking should be sent to the nursery's published email address or another written channel expressly accepted by nursery management. The nursery may keep records of correspondence, agreed changes and account adjustments for legitimate operational, legal and safeguarding purposes.
Personal information will be handled in accordance with the nursery's Privacy Notice and applicable data protection law.
12. Questions, concerns and complaints
We aim to explain our terms clearly and respond constructively when a family raises a concern about a cancellation, notice period or charge. Families should first contact nursery management with the relevant booking details and an explanation of the issue.
If a concern cannot be resolved informally, families may use the nursery's Complaints Procedure. Raising a complaint does not affect any statutory rights or other legal remedies available to the family.
13. Contact details
Little Blossom Tree Nursery
Operated by: Little Blossom Tree Limited
Address: Unit 8–11, The Precinct, High Road, Broxbourne, Hertfordshire, EN10 7HY
Email: info@littleblossomtree.co.uk
Telephone: 020 3576 7221
Website: www.littleblossomtree.co.uk