RENAISSANCE NURSERIES Telephone 0333 335 6573
Our Agreement
Know Our Terms of Contract Before You Start!
This Agreement sets out the rights, responsibilities and obligations of Renaissance Nurseries and the parent(s) in relation to the provision of childcare and early education services. This Agreement must be read together with Renaissance Nurseries’ Parents’ Code of Conduct, Policies and Procedures, Fee Structure, Session Arrangements, Parental Consents, Registration Information, Individual Care and Learning Plans, and any other terms or documents expressly incorporated into the childcare arrangement and made available to the parent. Together, these documents form the contractual terms governing the childcare place.
Renaissance Nurseries operates a fully electronic registration and administration system. Registration forms, agreements, consents, declarations, Variation Forms, Termination Forms and other nursery documentation may be completed, submitted and stored electronically. A handwritten or physical signature is not required where acceptance or instructions are provided through our electronic systems.
By completing the applicable registration process, providing electronic acceptance and/or making the required initial payment, the parent confirms that they have been given access to the applicable contractual documents, have had the opportunity to read them and agree to be bound by them.
Navigating the Registration Process
Enrolling at Renaissance Nurseries
Parents are responsible for reviewing our childcare options, Fee Structure, funded childcare arrangements and Terms of Agreement before completing registration.
An application begins with completion of the online Enquiry Form. Renaissance Nurseries may use the information supplied to assess childcare requirements and undertake applicable funding eligibility checks.
Submission of an Enquiry Form, attendance at a nursery visit or discussion of availability does not guarantee, reserve or confirm a childcare place.
A place is confirmed only when the applicable registration requirements have been completed and the required registration fee and initial childcare payment have been received, or, in the case of a College-Funded childcare place, when the applicable College Funding Agreement has been completed and signed by the College, the parent and Renaissance Nurseries, where required.
Nursery Closure
Closures Beyond Our Control
Renaissance Nurseries may temporarily close, restrict attendance or alter its normal operating arrangements where circumstances beyond our reasonable control prevent the Nursery from operating safely, lawfully or in accordance with its statutory, regulatory, safeguarding or health and safety responsibilities.
Such circumstances may include severe or adverse weather, public health emergencies, failure of essential utilities, building or infrastructure failures, emergency incidents, Government or regulatory requirements, restricted access to premises, or other circumstances beyond our reasonable control.
Parents will be notified as soon as reasonably practicable through our usual communication channels.
Where contracted childcare cannot be provided because of an unplanned closure, Renaissance Nurseries may determine an appropriate and proportionate arrangement having regard to the circumstances and duration of the closure. This may include an account credit, fee adjustment, alternative childcare provision where reasonably available, or another appropriate arrangement.
Where Renaissance Nurseries continues to incur unavoidable costs during a temporary interruption, these costs may be taken into account when determining any adjustment.
Scheduled Closures
Renaissance Nurseries is closed on recognised Bank and Public Holidays, for one Eid closure each year, for up to five (5) staff training days each year, and for up to two (2) staff meetings each year. The Nursery may also have planned closures or early closures for nursery events or other essential planned operational requirements. Parents will be given reasonable advance notice wherever practicable. The Eid closure date is dependent on the religious calendar and may vary or change from a date initially anticipated or published. The confirmed closure date will be communicated as soon as reasonably practicable once determined.
Our fees are calculated on the basis of the Nursery’s annual operating arrangements and scheduled closures. The agreed monthly childcare fee will therefore not be reduced, refunded or credited because a booked session falls on a recognised Bank or Public Holiday, annual Eid closure, notified staff training day, notified staff meeting or another scheduled closure forming part of those operating arrangements. Scheduled closures are already reflected in the fee structure and are not treated as cancellations of childcare by Renaissance Nurseries.
Streamlined Payments, Transparent Fees!
Renaissance Nurseries reserves the right to close the Nursery, restrict attendance, suspend services or vary its normal operating arrangements where it is unable to operate safely or lawfully due to circumstances beyond its reasonable control. By entering into this Agreement, parent(s) acknowledge that the Nursery continues to incur staffing, premises and operational costs during temporary closures and that the provisions relating to fees during such closures form part of the agreed contractual fee arrangements.
Registration, reservation and deposit fees, paid childcare sessions, additional sessions and fees relating to periods where Renaissance Nurseries remained open, ready and available to provide the contracted childcare are non-refundable, subject to any statutory rights that cannot lawfully be excluded.
Payment Date
All childcare and Consumables Fees are payable monthly in advance, on or before the 28th of each month, for the following month’s childcare. Parents are responsible for ensuring that cleared funds are received by Renaissance Nurseries by the end of play on the applicable due date, regardless of the payment method used.
Where payment has not been received in full by the due date, a late-payment charge of 10% of the outstanding balance, subject to a minimum charge of £50, whichever is greater, may be applied to the extent permitted by law.
Where an outstanding balance remains unpaid for three (3) calendar days after the due date, and no alternative payment arrangement has been formally agreed, Renaissance Nurseries reserves the right to suspend the childcare place for non-payment.
Where an outstanding balance remains unpaid for five (5) calendar days after the due date, Renaissance Nurseries may terminate the childcare place and/or commence debt-recovery action, subject to applicable law.
Alternative Payment Arrangements
Any alternative payment arrangement offered by Renaissance Nurseries is discretionary and does not permanently vary the standard payment terms. All agreed payments must be made in full and on the agreed dates. If a parent fails to maintain the arrangement, it will be cancelled immediately without further notice, the standard payment terms will apply and any outstanding balance will become due.
A payment arrangement agreed on one occasion does not create an entitlement to another arrangement.
Initial Payments
Before commencement, parents may be required to pay the first month’s childcare fees together with any applicable registration, reservation, deposit or Consumables Fees.
A childcare place will not be treated as confirmed until all payments required as a condition of registration have been received and Renaissance Nurseries has formally confirmed the place.
Missing in Action!
Where Renaissance Nurseries remains open and the contracted childcare is available, full fees remain payable whether or not the child attends.
This includes absence because of illness, holidays, medical appointments, family circumstances or any other reason personal to the child or parent.
Missed sessions are not refundable and cannot be transferred, exchanged, rescheduled or credited against future childcare.
Third-Party Payments
The parent remains responsible for ensuring that any payment made through Tax-Free Childcare or another third party is received by Renaissance Nurseries by the applicable payment deadline. A delay by a third-party payment provider does not automatically extend Renaissance Nurseries’ payment deadline.
Where childcare is funded by a college, university, Local Authority or another organisation, the parent must comply with all eligibility, approval and renewal requirements for which they are responsible.
Except where this Agreement expressly provides otherwise, the parent remains responsible for fees properly due where third-party funding is unavailable or cannot be claimed because the applicable requirements have not been satisfied.
College-Funded Childcare Places
College-funded childcare fees will be claimed directly from the relevant college on a monthly or termly basis, according to the applicable funding arrangement.
Where college funding does not cover Renaissance Nurseries’ full childcare fee, Renaissance Nurseries will not normally charge the parent the difference, provided all applicable funding requirements have been met. Where the parent is eligible for 15 or 30 Hours Government-Funded Childcare, the parent must obtain, provide, reconfirm and maintain the applicable funding code. If the parent fails to do so, the parent will be invoiced for the resulting difference in childcare fees.
University Funding & CGPS Payments
Renaissance Nurseries submits applicable CGPS claims weekly.
Parents must approve each claim promptly and no later than 12pm on the day following submission. Where a claim has not been approved by the deadline and no alternative arrangement has been agreed, Renaissance Nurseries reserves the right to suspend the childcare place with immediate effect until payment is resolved.
Any parental contribution not covered by CGPS will be invoiced every four (4) weeks in advance and must be paid by the stated due date. Parents are responsible for maintaining their funding eligibility, approving claims when required and paying their own contribution.
Where CGPS or University funding is cancelled, suspended, expires, is not renewed or otherwise becomes unavailable because applicable requirements have not been met, the parent will become responsible for the applicable childcare fees not covered by funding. Loss of funding does not automatically terminate the childcare contract.
Payment Methods
Childcare fees may be paid by cash, bank transfer, Tax-Free Childcare, approved employer childcare schemes, Local Authority Children’s Services, or approved college and university funding arrangements, including CGPS where applicable.
Eligible families may access Government-Funded Childcare Hours, including 15 or 30 hours, subject to eligibility and our funded childcare terms.
Donations or contributions towards outings, special activities or fundraising must be paid in cash and in advance, unless otherwise advised.
Government-Funded Childcare
Where a parent fails to obtain, reconfirm or renew their Government-Funded Childcare code, the code is cancelled, expires or becomes invalid, or Renaissance Nurseries is otherwise unable to claim the applicable funded hours, those funded hours will no longer be applied to the childcare account. Full private childcare fees will become payable from the date on which the Government Funding becomes unavailable or cannot be claimed by Renaissance Nurseries, and will continue until valid funding is confirmed and can successfully be claimed.
Please refer to "Termination: Government-Funded Hours" for the contractual requirements applicable where a parent wishes to move their Government-Funded Childcare Hours or terminate their childcare place.
Don't Let Fees Slip Away!
Parents are responsible for ensuring that all childcare accounts remain fully up to date.
Where payment is overdue, Renaissance Nurseries may suspend childcare services, withdraw discretionary discounts or payment arrangements and take appropriate debt-recovery action.
Where an account remains unpaid after the applicable payment deadline, Renaissance Nurseries may recover sums properly due under this Agreement together with court fees, interest and reasonable recovery costs where legally recoverable.
Parents experiencing genuine payment difficulty should contact the Accounts Team promptly. Renaissance Nurseries is not obliged to offer or renew an alternative payment arrangement.
Nursery-based staff are not authorised to negotiate financial accounts. All payment, invoice and account enquiries must be directed to the Accounts Team.
Standard Termination:
Termination by Parents
Any liability arising from cancellation or notice requirements remains subject to applicable consumer law, including any requirement to take account of losses reasonably avoided or replacement income where legally required.
Where a parent communicates an intention to terminate by another method, Renaissance Nurseries will direct the parent to complete the required Termination Form.
A parent's decision to stop bringing the child to Nursery, move home, change employment, change childcare provider, cease studying, lose funding or otherwise stop using the childcare place does not itself terminate the contract.
A childcare place is allocated on the basis of an initial minimum commitment period of three (3) months. Following that period, Renaissance Nurseries’ standard contractual requirement is one full term’s notice.
The Contractual Terms Dates are:
- Autumn Term: 1 September–31 December
- Spring Term: 1 January–31 March
- Summer Term: 1 April–31 August
Parents must submit the online Termination Form through the Parent Portal.
Under the standard termination arrangements, the term during which notice is submitted is followed by one complete notice term. Therefore:
- Notice during Autumn → termination 31 March
- Notice during Spring → termination 31 August
- Notice during Summer → termination 31 December
Termination: College Funded Place
College-funded childcare placements are subject to the applicable College Funding Agreement and College Contract.
A College-Funded place cannot normally be terminated before the applicable College Funding Agreement end date.
The end of College funding does not automatically terminate the childcare contract. Parents wishing to terminate must complete the online Termination Form. Where a parent's course or studies end earlier than the date stated in the College Funding Agreement, Renaissance Nurseries may, at its sole discretion and subject to written approval, permit termination on four (4) weeks’ notice.
Where approved, the agreed four-week termination date will replace the original College Funding Agreement end date. This concession is not an automatic entitlement and does not create a precedent.
Termination: Mixed College/Gov. Funded Hours
Where the College-funded element of a childcare place is terminated or the College Funding Agreement comes to an end, and the child remains eligible for Government-Funded Childcare Hours, the eligible Government-Funded Hours may continue to be applied to the child’s childcare place, subject to continued eligibility, a valid funding code and Renaissance Nurseries being able to claim the funding.
Where the Government-Funded Childcare Hours do not cover all of the child’s agreed sessions or childcare hours, any childcare not covered by the funding will be charged at the applicable private fee rate in accordance with Renaissance Nurseries’ current Fee Structure and Terms of Agreement.
Where the child subsequently continues to attend Renaissance Nurseries on a 15 Hours Government-Funded Childcare place only, the childcare place will remain subject to Renaissance Nurseries’ standard contractual terms, including its standard termination notice requirements.
The end of College funding or continuation of Government-Funded Childcare Hours does not automatically terminate the childcare place or remove the requirement to provide the applicable contractual notice.
Termination or Suspension
by Renaissance Nurseries
Renaissance Nurseries may suspend or terminate a childcare place where reasonably necessary to protect its legitimate financial, operational, safeguarding or regulatory interests.
Grounds may include:
- material or continued non-payment;
- failure to maintain an agreed payment arrangement;
- serious or repeated breach of this Agreement;
- serious or repeated breach of the Parents’ Code of Conduct;
- threatening, abusive or unacceptable conduct toward staff;
- safeguarding, welfare or safety concerns;
- failure to provide information or documentation reasonably required for the childcare arrangement; or
- circumstances preventing Renaissance Nurseries from complying with statutory, regulatory, EYFS, safeguarding or health and safety obligations.
Alternative Payment Arrengment Cancelation
Where an alternative payment arrangement is not maintained, Renaissance Nurseries may suspend the childcare place with immediate effect for non-payment.
Where immediate action is reasonably necessary for safeguarding, safety, serious misconduct, material non-payment or regulatory reasons, Renaissance Nurseries may act without the usual notice.
Suspension of a childcare place does not itself terminate the childcare contract or extinguish any amounts properly due under this Agreement.
Termination: Uni Funded Place
Termination of a University-Funded childcare place is subject to Renaissance Nurseries’ standard termination requirements.
Parents must complete the online Termination Form through the Parent Portal.
The expiry, cancellation or loss of University or CGPS funding does not terminate the childcare contract. The parent remains responsible for applicable childcare fees until the childcare place is properly terminated.
Termination: Government-Funded Hours
Children attending Renaissance Nurseries on a Government-Funded Childcare place are also subject to Renaissance Nurseries’ standard contractual termination notice period.
For clarity, parents are free to choose where they wish to use their child’s Government-Funded Childcare Hours. However, the decision to move or use the Government-Funded Hours with another childcare provider does not, by itself, terminate the childcare place or remove the requirement to provide the applicable contractual notice to Renaissance Nurseries.
Where a child remains registered with Renaissance Nurseries during the applicable notice period, the parent must maintain a valid Government funding code and satisfy all requirements necessary for Renaissance Nurseries to claim the funded hours.
Where Renaissance Nurseries is unable to claim the applicable Government-Funded Childcare Hours, including because the funding has been transferred to or claimed by another provider, the funding code has expired or become invalid, or the applicable eligibility or funding requirements have not been met, full private childcare fees will become payable for the affected childcare place or sessions for the period in which the funding cannot be claimed.
Discretionary Early Termination Request
Renaissance Nurseries may consider a request for early termination in exceptional circumstances. The parent must provide any supporting evidence reasonably requested. Applications may be considered by the Finance Panel. Early termination will not ordinarily be approved for circumstances forming part of normal childcare arrangements, including settling-in difficulties, minor incidents inherent in group childcare, feeding concerns, lost or soiled belongings, behavioural or emotional concerns, parental preference or relocation. Any early termination concession is entirely discretionary, must be confirmed in writing and does not create a precedent or continuing entitlement.
Reducing Sessions
A request to reduce agreed childcare sessions must be submitted using the online Variation Form.
A full term’s notice applies under Renaissance Nurseries’ standard variation arrangements:
- Autumn Term: 1 September–31 December
Form submitted during Autumn → Spring serves as the notice term → change takes effect 1 April. - Spring Term: 1 January–31 March
Form submitted during Spring → Summer serves as the notice term → change takes effect 1 September. - Summer Term: 1 April–31 August
Form submitted during Summer → Autumn serves as the notice term → change takes effect 1 January.
Existing sessions and applicable fees will continue unchanged and remain payable throughout the contractual notice period until the approved variation takes effect.
No reduction or other variation to the childcare sessions will take effect unless and until it has been approved and confirmed by Renaissance Nurseries.
Sessions Variation
All agreed childcare sessions are fixed and form an integral part of the childcare contract. Any request to amend scheduled sessions must be submitted using the applicable Variation Form through the Parent Portal and remains subject to availability, operational requirements and managerial approval.
Unless a formal Flexible Sessions Agreement has been approved by Renaissance Nurseries, parents have no automatic entitlement to exchange or move booked sessions.
Approval of a session variation on one occasion is discretionary and does not create an entitlement to any future variation or exception to the standard contractual arrangements.
Requests to increase childcare sessions may be made at any time but remain subject to availability and Renaissance Nurseries’ approval.
Declaration and Acceptance
Once the childcare contract commences, the parent remains bound by the applicable provisions concerning fees, funding, attendance, sessions, variations and termination until the childcare place has been properly terminated. Where this Agreement requires an online form, parents are responsible for completing that form through the Parent Portal. Any decision by Renaissance Nurseries to waive, reduce, defer or not enforce a contractual requirement on one occasion does not prevent Renaissance Nurseries from enforcing that requirement subsequently.
No variation or waiver is binding on Renaissance Nurseries unless expressly agreed or confirmed by an authorised representative.
Electronic records retained by Renaissance Nurseries may be relied upon as evidence of contractual acceptance, registrations, consents, Variation Forms, Termination Forms, requests and other instructions submitted by the parent.
Debt Recovery and Legal Proceedings
Renaissance Nurseries reserves the right to recover all outstanding sums properly due under this Agreement.
Where payment is not received and no satisfactory payment arrangement has been agreed, the account may be referred for debt recovery or legal proceedings. Parents will ordinarily be notified of the outstanding balance and given an opportunity to pay or raise a genuine dispute before proceedings are commenced.
Renaissance Nurseries reserves the right to seek applicable court fees, interest and reasonable debt-recovery costs where legally recoverable. The commencement of debt-recovery proceedings does not prevent Renaissance Nurseries from exercising any separate contractual right to suspend or terminate the childcare place.
Changes to this Agreement
Renaissance Nurseries may periodically review and revise this Agreement, its associated terms, policies, fee arrangements or other contractual provisions to reflect changes in our services, operating requirements, Government funding arrangements, regulatory requirements or applicable legislation.
Where a revision affects the contractual terms applicable to an existing childcare place, parents will be notified in writing and provided with at least thirty (30) days’ notice before the revised terms take effect, unless a change is required to take effect sooner because of legislation, regulatory requirements, safeguarding obligations or circumstances outside the reasonable control of Renaissance Nurseries. The written notification will explain the relevant change and the date from which it will take effect. Parents are responsible for reviewing any updated terms or documentation provided to them.
The financial provisions within this Agreement are designed to support the effective operation, staffing, forward planning and long-term sustainability of Renaissance Nurseries and form an important part of the contractual arrangements between the Nursery and parent(s).
Nothing in this section permits Renaissance Nurseries to exclude or restrict any statutory right that cannot lawfully be excluded or restricted.
Agreement Version and Update History
Original Agreement Date: 1 September 2024
Last Updated: 1 September 2026
Date Parents Were Notified of the Updated Agreement: 21 September 2026 via Famly
Renaissance Nurseries periodically reviews its Terms of Agreement to ensure that the contractual arrangements remain clear, transparent and consistent with our current childcare and administrative procedures.
1 September 2026 Update
The Terms of Agreement were reviewed and updated on 1 September 2026. This update included:
- clarification of how the contractual termination end date is determined;
- removal of the previous requirement for a Termination Form to be submitted at least 13 weeks before the applicable term; and
- clarification that a parent may now submit a Termination Form at any time during the applicable term, with the childcare place ending at the end of the following contractual term in accordance with the standard termination provisions of this Agreement.
For clarity, the removal of the 13-week submission deadline does not remove the contractual notice period or alter the applicable termination end dates. It changes only the deadline by which the Termination Form must be submitted. Parents should refer to the Termination of Agreement section for the current termination requirements and applicable end dates.
