Last updated: November 6, 2025

1. Introduction

Welcome to CareLoop Family ("we", "our", "us", "Service"). These Terms of Service ("Terms") govern your use of our childminding management platform and services.

By accessing or using our Service, you agree to be bound by these Terms. If you disagree with any part of these terms, you may not access the Service.

2. Definitions

• "Service": The CareLoop Family platform and all related services
• "User": Any person who accesses or uses our Service
• "Childminder": A registered childcare professional using our platform
• "Parent": A parent or guardian of a child in care
• "Account": Your user account on our platform
• "Content": Any information, data, text, photos, or other materials

3. Eligibility

To use our Service, you must:

• Be at least 18 years of age
• Have the legal capacity to enter into binding agreements
• Provide accurate and truthful information
• Comply with all applicable laws and regulations
• For childminders: Hold appropriate qualifications and registrations

4. Account Registration and Security

Registration

• You must provide accurate, complete, and current information
• You are responsible for maintaining the accuracy of your account information
• Only one account per person is permitted
• We reserve the right to verify your identity and qualifications

Security

• You are responsible for maintaining the security of your account
• You must use a strong, unique password
• You must notify us immediately of any unauthorized access
• You are liable for all activities under your account

5. Acceptable Use

Permitted Uses

• Managing childcare services and communication
• Recording attendance and care activities
• Sharing appropriate updates with parents
• Processing payments and billing
• Using the platform for its intended childcare purposes

Prohibited Uses

You may not use our Service to:

• Violate any laws, regulations, or third-party rights
• Share inappropriate, harmful, or offensive content
• Harass, threaten, or abuse other users
• Upload malicious software or attempt to compromise security
• Interfere with the proper functioning of the Service
• Use the Service for any commercial purpose other than childcare
• Share login credentials or allow unauthorized access
• Collect personal information from other users

6. Content and Data

Your Content

• You retain ownership of content you upload
• You grant us license to use your content to provide the Service
• You are responsible for the accuracy and appropriateness of your content
• You must have necessary rights and permissions for all content

Child Data Protection

• Child data may only be processed with parental consent
• All child-related content must be appropriate and professional
• Photos and videos require explicit consent from parents
• Child data must be handled in compliance with UK GDPR

7. Payment Terms

Subscription Fees

• Subscription fees are charged monthly or annually in advance
• All fees are non-refundable except as required by law
• We may change fees with 30 days' notice
• Failed payments may result in service suspension

Childcare Payments

• Payment processing is subject to our payment processor's terms
• Transaction fees may apply
• Disputes should be resolved between childminders and parents first
• We may hold funds in case of disputes or safety concerns

8. Professional Responsibilities

For Childminders

• Maintain all required registrations and qualifications
• Comply with childcare regulations and standards
• Provide accurate information about services and qualifications
• Maintain appropriate insurance coverage
• Report any safeguarding concerns appropriately

For Parents

• Provide accurate information about your child
• Make timely payments for childcare services
• Communicate important information about your child's needs
• Respect the childminder's policies and procedures

9. Privacy and Data Protection

Your privacy is important to us. Our collection and use of personal information is governed by our Privacy Policy, which forms part of these Terms.

10. Intellectual Property

• We own all rights to the Service, including software, designs, and trademarks
• You may not copy, modify, or distribute our intellectual property
• These Terms grant you a limited license to use the Service
• Your license terminates when you stop using the Service

11. Service Availability

• We strive for high availability but cannot guarantee 100% uptime
• We may perform maintenance that temporarily affects service
• We are not liable for service interruptions beyond our control
• Critical maintenance will be scheduled during low-usage periods

12. Termination

By You

• You may terminate your account at any time
• Termination does not entitle you to refunds
• You remain responsible for outstanding charges

By Us

We may terminate or suspend your account if you:

• Violate these Terms or our policies
• Fail to pay required fees
• Engage in fraudulent or illegal activities
• Pose a risk to child safety or welfare
• Become ineligible to use the Service

13. Disclaimers and Limitations

Service Disclaimers

• The Service is provided "as is" without warranties
• We do not warrant that the Service will be error-free or uninterrupted
• We are not responsible for the quality of childcare services
• We do not verify all user-provided information

Limitation of Liability

Subject to applicable law, our liability to you is limited to the amount you paid for the Service in the 12 months preceding the claim.

14. Indemnification

You agree to indemnify and hold us harmless from claims arising from your use of the Service, violation of these Terms, or infringement of third-party rights.

15. Dispute Resolution

Governing Law

These Terms are governed by the laws of England and Wales.

Dispute Resolution Process

1. Contact us first to try to resolve the issue informally
2. If unsuccessful, disputes may be resolved through mediation
3. Legal proceedings must be brought in the courts of England and Wales

16. Changes to Terms

We may update these Terms from time to time. We will notify you of significant changes by email or through the Service. Continued use after changes constitutes acceptance.

17. Severability

If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions will continue in full force and effect.

18. Contact Information

If you have questions about these Terms, please contact us: