Terms & Conditions
Terms and Conditions
Admission
Rocketeers Childcare aims to be accessible to children and families from all sections of the local community.
Admissions are managed by our Administration Team. Where demand exceeds the number of available places, a waiting list will operate on a first-come, first-served basis. Siblings of children already attending Rocketeers Childcare will be given priority for the same days as their sibling, subject to availability.
Further information can be found in our Admissions and Fees Policy.
Payment of Fees
Fees are payable for all booked sessions, including when your child is absent due to illness, holidays or any other reason, regardless of the amount of notice given. This also applies where your child is unable to attend due to school closures or any other circumstances beyond Rocketeers Childcare's control.
A sibling discount is available for siblings attending the same session on the same day.
We do not charge for Bank Holidays.
School INSET Days are not included within your contracted term-time sessions. Where Rocketeers Childcare offers childcare on an INSET Day, this is treated as a separate full-day childcare service and must be booked and paid for separately. Places are subject to availability.
Invoicing and Payment Terms
Invoices for contracted sessions are issued on the
1st of each month and must be paid in full by the
15th of the same month, unless otherwise agreed in writing.
Invoices for ad hoc bookings and INSET Day bookings are issued at the time of booking and must be paid within the payment timeframe stated on the invoice.
Payment can be made by card, Childcare Vouchers or HMRC Tax-Free Childcare, where accepted.
Payment Prior to Attendance
Unless otherwise agreed in writing, all childcare fees must be paid before the booked childcare session takes place.
If payment has not been received before the start of the booked childcare session, Rocketeers Childcare reserves the right to cancel the session or refuse admission until the outstanding balance has been paid in full. Any cancellation under these circumstances will remain payable in accordance with these Terms and Conditions.
For contracted bookings, failure to make payment by the due date may result in your contracted place being suspended or terminated until the account has been brought up to date. Where a place is terminated due to non-payment, Rocketeers Childcare cannot guarantee that the original contracted sessions will remain available and a new application may be required, subject to availability.
Late Payment Charges
We rely on payments being received on time to maintain staffing levels, secure places and continue providing a high-quality childcare service for all families.
If payment is not received by the due date, a
late payment fee of 25% of the outstanding balance will be applied as follows:
- Contract bookings: from the 16th of the month.
- Ad hoc and INSET Day bookings: from the
3rd day after the invoice date.
Where an outstanding balance remains unpaid, an additional late payment fee of 25% of the outstanding balance will be applied on the same date each subsequent month until the account has been paid in full.
The purpose of these fees is to encourage prompt payment and cover the additional administration involved in managing overdue accounts. Our aim is not to apply late payment charges, and we encourage parents/carers to contact us as soon as possible if they are experiencing financial difficulties so that we can discuss the options available.
Rocketeers Childcare reserves the right to waive or reduce late payment charges at its sole discretion where exceptional circumstances apply.
Parents/carers are responsible for allowing sufficient time for payments made via Childcare Vouchers, HMRC Tax-Free Childcare or any other third-party payment provider to reach Rocketeers Childcare by the applicable due date. It is the parent/carer's responsibility to understand the processing times of their chosen payment method and ensure funds are received on time.
If you experience any difficulties or anticipate a delay in payment, please contact us as soon as possible so that we can discuss the options available.
Non-Payment and Account Management
If an account remains unpaid:
- Contract accounts: Once an account reaches one month in arrears, parents/carers will be contacted to discuss the outstanding balance and, where appropriate, a Payment Plan may be offered.
- Ad hoc and INSET Day bookings: If payment remains outstanding
5 days after the invoice date, the account will be frozen.
An account freeze means:
- No further bookings can be made.
- Future bookings may be cancelled.
- Access to childcare provision may be suspended until the account is brought up to date or a Payment Plan has been agreed.
Payment Plans
Where an account falls into arrears, Rocketeers Childcare may, at its sole discretion, offer a Payment Plan to support repayment of outstanding balances.
- Payment Plans must be agreed in writing.
- All agreed instalments must be paid on time.
- Any new invoices issued during the Payment Plan must continue to be paid by their normal due date.
- Failure to maintain a Payment Plan may result in the immediate suspension of childcare and cancellation of future bookings.
Failure to Engage
If a parent/carer does not respond to communication regarding an outstanding balance or fails to engage in agreeing a suitable repayment arrangement:
- The child's place may be suspended.
- Future bookings may be cancelled.
- The outstanding balance may be referred to a debt recovery agency or legal proceedings may be commenced to recover the debt, together with any costs and fees recoverable by law.
Responsibility for Payment
It is the responsibility of the parent/carer to ensure that all payments are received by the due date, including payments made through Childcare Vouchers, HMRC Tax-Free Childcare or any other third-party payment provider.
A payment will only be considered received once the funds have cleared into Rocketeers Childcare's bank account. Delays caused by third-party payment providers do not remove the parent/carer's responsibility to ensure payment is received on time.
Temporary Interruption of Provision
Rocketeers Childcare will not be liable for any temporary interruption, delay or failure in providing childcare where this is caused by circumstances beyond our reasonable control. This includes, but is not limited to:
- Staff shortages or illness
- Building closures or maintenance
- Fire or flood
- Severe or adverse weather conditions
- Government action or regulations
- Utility failures
- Any other event outside the reasonable control of Rocketeers Childcare.
No compensation or refund will be payable in these circumstances unless otherwise required by law.
Extended Closures
In the event of an enforced extended closure, Rocketeers Childcare may require a
retainer payment of 20% of the fees due during the closure period to retain your child's place.
This payment is non-refundable.
Where appropriate, time in lieu may be offered for sessions that are not normally attended. Time in lieu cannot be used against contracted sessions that would otherwise have been payable.
Booking Sessions
Bookings are made through the Rocketeers Childcare online booking system via our website.
Contract Bookings
Contract bookings are regular recurring sessions that continue until notice is given.
Invoices are issued monthly and payable in advance.
Ad Hoc Bookings
Ad hoc bookings are one-off sessions and are subject to availability.
Places are only confirmed once payment has been received.
INSET Day Bookings
INSET Day bookings are treated as separate full-day childcare sessions and must be booked and paid for in advance.
Places are subject to availability.
Registration Fee
A one-off, non-refundable registration fee of
£25 per family is payable upon registration.
Changes to Bookings and Cancellation
Contract Bookings
A minimum of
four weeks' written notice is required to cancel a contract or make permanent changes to contracted sessions.
While we will always try to accommodate requests, contracted sessions cannot be swapped on a one-off basis as places are reserved in advance.
Ad Hoc and INSET Day Bookings
Five days' notice is required to cancel an ad hoc or INSET Day booking.
Where possible, bookings may be transferred to an alternative date if at least 48 hours' notice is given. This remains subject to availability.
Reporting Absence
Parents/carers must notify Rocketeers Childcare if their child will not be attending a booked session for any reason.
Informing your child's school does not notify Rocketeers Childcare.
Failure to notify us may result in our Missing Child procedures being implemented.
Changes to Fees
Rocketeers Childcare reserves the right to review and amend its fees from time to time. Parents/carers will be given a minimum of
four weeks' written notice of any changes to fees.
Changes to Terms and Conditions
Rocketeers Childcare reserves the right to amend these Terms and Conditions from time to time. Parents/carers will be given reasonable written notice of any material changes before the updated Terms and Conditions take effect.
Reviewed: July 2026
Questions:
enquiries@rocketeerschildcare.co.uk
