1. Purpose of This Policy

This policy outlines how Childcare Study Nest operates, including expectations, communication, payment, confidentiality, and the delivery of services.
It ensures a consistent, professional approach and protects the integrity of the work provided.

2. Scope

This policy applies to all services delivered to:

• Early Years providers
• FE colleges and training organisations
• Individual learners
• Any client purchasing support, resources, or consultancy

3. Communication & Response Times

• All communication is handled via email, messaging, or scheduled calls.
• Responses are typically provided within 2 working days.
• Clear timelines are agreed before any work begins.

4. Booking & Project Confirmation

A project or session is only confirmed once:

• the scope of work has been agreed
• the timescale has been confirmed
• the required payment (full or staged) has been received

No work begins until these steps are completed.

5. Payment Policy

5.1 Standard Payments

• Students pay before their session or portfolio review.
• Providers pay via invoice using bank transfer (BACS) or a secure online payment link.

5.2 Staged Payments for Larger Projects

For curriculum mapping, multi‑unit resource development, or extended consultancy:

• 40% initial payment to secure the project and reserve the agreed timescale
• 40% mid‑project payment once the first milestone is completed
• 20% final payment on completion
• Work pauses if staged payments are not received on time.

6. Cancellations & Rescheduling

6.1 Students

• Sessions can be rescheduled with 24 hours’ notice.

6.2 Providers

• Project cancellations must be made in writing.
• Deposits and staged payments already made are non‑refundable due to time reserved and work completed.

7. Quality of Work

Childcare Study Nest commits to:

• delivering work aligned with awarding body requirements
• providing accurate, inclusive, and accessible materials
• meeting agreed deadlines
• offering small clarifications after delivery at no extra cost

Significant changes or additional work may require a new quote.

8. Confidentiality & Data Protection

• All documents, learner information, and organisational materials are treated as confidential.
• No information is shared with third parties.
• All digital files are stored securely and deleted when no longer required.

9. Intellectual Property

• All materials created by Childcare Study Nest remain the intellectual property of the business unless otherwise agreed.
• Providers receive a licence to use the materials internally.
• Materials must not be resold, shared externally, or distributed commercially.

10. Professional Boundaries

• Support is educational, not therapeutic or legal.
• I do not complete learners’ assessments for them.
• I do not provide safeguarding advice beyond educational resource creation.
• All work is carried out within the scope of professional practice.

11. Complaints & Feedback

If a client is unhappy with any aspect of the service:

• concerns should be raised in writing
• a response will be provided within 5 working days
• reasonable steps will be taken to resolve the issue

Feedback is always welcome and helps improve the service.

12. Review of Policy

This policy is reviewed annually to ensure it remains aligned with best practice, sector expectations, and the needs of clients.

13. Provider Contracts – Additional Terms & Conditions

These terms apply specifically to Early Years providers, FE colleges, training organisations, and any business commissioning freelance services from Childcare Study Nest.

13.1 Contractual Agreements

Providers must issue a written agreement or purchase order before work begins, outlining:

• project scope
• deliverables
• timelines
• payment structure
• named contacts

No work will commence until the agreement is signed and the initial payment has been received.

13.2 Provider Responsibilities

Providers agree to:

• supply all required documents, curriculum specifications, templates, or internal policies
• ensure access to relevant systems or platforms
• provide timely feedback
• nominate a single point of contact

Delays in providing information may result in revised deadlines or additional charges.

13.3 Project Timelines & Delays

• Timelines are agreed before work begins.
• If delays are caused by the provider (e.g., late feedback, missing documents), Childcare Study Nest may revise deadlines, pause the project, or apply additional charges.
• If delays are caused by Childcare Study Nest, revised timelines will be communicated promptly.

13.4 Payment Terms for Providers

• Standard payment terms are 14 days from invoice date unless otherwise agreed.
• Late payments may incur interest in line with the Late Payment of Commercial Debts Act.
• Staged payments follow the structure outlined in Section 5.2.
• Work will pause if staged payments are not received on time.

13.5 Scope Changes & Additional Work

Any request outside the agreed scope will be treated as additional work.
A revised quote will be issued before extra work begins.

Examples include:

• new units or modules
• major rewrites
• changes due to organisational restructuring

13.6 Confidentiality & Data Sharing

Providers agree to:

• share only information necessary for project completion
• anonymise learner data where possible
• confirm they have the right to share any materials supplied

Childcare Study Nest continues to store and delete data securely as outlined in Section 8.

13.7 Intellectual Property for Providers

• Providers receive a non‑exclusive internal‑use licence.
• Materials must not be resold, shared externally, or uploaded to public platforms.
• Full IP transfer can be negotiated for an additional fee.

13.8 Freelancer Status & Liability

• Childcare Study Nest operates as an independent freelance business.
• Providers are not responsible for tax, insurance, or employment‑related costs.
• Providers are responsible for ensuring final materials meet their internal compliance requirements.

13.9 Termination of Contract

A contract may be terminated if:

• payments are not made
• communication breaks down
• required information is not provided
• the project becomes unviable

Payments already made are non‑refundable.

13.10 Dispute Resolution

• Concerns must be raised in writing.
• A response will be provided within 5 working days.
• Both parties agree to attempt informal resolution before escalating.