Terms & Conditions

1. Acceptance of these terms

By creating an account, accessing the service, or continuing to use the service, you agree to be bound by these Terms & Conditions and the Privacy Policy.

2. Who may use the service

Provider accounts are for childcare settings, childminders, nursery teams, and other authorised childcare operators. Parent access is limited to parent or guardian users who have been invited or linked by a provider account.

3. What the service is for

ChildLogs is an administrative record-keeping and communication tool. It is not an emergency service, medical service, safeguarding authority, legal advice service, or compliance certification product.

4. Your responsibilities

You are responsible for keeping login credentials secure, ensuring information entered into the service is accurate, using the service lawfully, and only uploading or sharing information you are authorised to process.

Provider users remain responsible for staff conduct, parent permissions, child-record accuracy, safeguarding processes, medication procedures, attendance decisions, and compliance with applicable childcare, employment, and data protection laws.

5. Parent access

Parent portal access is provided for convenience and transparency. Providers control which parent contacts are linked to which children and are responsible for ensuring the correct individuals are given access.

6. Availability and changes

The service is provided on an “as available” basis. We may modify, suspend, or discontinue any feature, route, or part of the service at any time, including for maintenance, security, technical upgrades, or legal reasons.

7. No warranty

To the fullest extent permitted by law, the service is provided without warranties of uninterrupted availability, fitness for a particular purpose, merchantability, or error-free operation. We do not guarantee that the service will prevent mistakes, disputes, missed check-ins, safeguarding failures, or regulatory findings.

8. Limitation of liability

To the fullest extent permitted by law, we are not liable for indirect, incidental, special, consequential, exemplary, or punitive losses, or for loss of profits, revenue, goodwill, business, contracts, opportunity, or data.

To the fullest extent permitted by law, our total liability arising out of or related to the service will not exceed the total subscription fees paid by the relevant customer in the twelve months before the event giving rise to the claim, or one hundred pounds sterling if no fees have been paid.

Nothing in these terms excludes or limits liability that cannot lawfully be excluded, including liability for fraud, fraudulent misrepresentation, or death or personal injury caused by negligence where such exclusion is prohibited by law.

9. Third-party services

The service relies on third-party providers, including hosting, storage, payment, and email services. We are not responsible for outages, acts, omissions, or security issues caused by those third-party providers.

10. Suspension and termination

We may suspend or terminate access if accounts breach these terms, create security or legal risk, fail billing checks, misuse the service, or threaten the safety, privacy, or integrity of other users or children’s records.

11. Data and backups

We aim to operate sensible technical safeguards, but you should not treat the service as your only record or backup system for critical childcare operations. Providers remain responsible for any export, retention, or record-keeping obligations imposed on them by law or policy.

12. Changes to these terms

We may update these terms from time to time. Continued use of the service after an update takes effect means you accept the revised version.