Terms & Conditions

Last updated: 27 May 2026.

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.

Staff members may use the service only where they have been invited or authorised by the relevant childcare provider. Provider owners are responsible for managing staff roles, access levels, and removing staff access when it is no longer appropriate.

3. What the service is for

ChildLogs is an administrative record-keeping, document, visitor log, invoicing, and parent communication tool for childcare providers. It can help providers manage attendance, care logs, incidents, medication records, daily summaries, parent access, digital documents, visitor sign-ins, and invoices.

The service is not an emergency service, medical service, safeguarding authority, legal advice service, accountancy 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.

Provider users are also responsible for making sure that any documents, photos, signatures, visitor records, invoice details, emergency contacts, and child-related information they upload or share through the service are appropriate, accurate, and lawfully processed.

Where a provider uses ChildLogs as a processor for provider-controlled personal data, the Data Processing Addendum forms part of these terms for that processing relationship.

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. Documents and signatures

The documents feature is intended to help providers distribute policies, contracts, permission forms, and similar records. Digital acknowledgements and drawn signatures are provided as an operational record, but providers remain responsible for deciding whether a document, signature, declaration, or audit trail is suitable for their own legal, regulatory, or evidential needs.

7. Visitor records and QR sign-ins

Visitor log tools, including QR self sign-in, are designed to help providers record visitor attendance. Providers remain responsible for supervising visitors, approving sign-ins, checking visitor identity where required, and following their own safeguarding and site-security procedures.

8. Billing, subscriptions, and payments

Paid subscriptions and invoice payment features may be handled through third-party payment services such as Stripe. Payment pages, billing portals, connected account onboarding, invoice payment links, card processing, payouts, refunds, payment authentication, and payment disputes may be governed by the relevant payment provider's own terms.

Providers remain responsible for the accuracy, lawfulness, and commercial basis of the invoices they issue through the service, including childcare fees, late fees, discounts, credits, tax or VAT treatment, and whether a refund, waiver, or adjustment should be offered to a parent.

If invoice payment features are used, payout timing, account reviews, reserves, verification checks, failed payments, payment reversals, disputes, and chargebacks may depend on the payment provider's processes. ChildLogs does not guarantee immediate payout availability or that a provider will successfully recover every invoiced amount.

Platform fees, subscription charges, and payment-provider fees may apply separately. Unless expressly stated otherwise, payment-provider fees and dispute costs are not absorbed by ChildLogs.

9. 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.

10. 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.

11. 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.

12. 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.

ChildLogs does not currently use optional third-party marketing or measurement cookies. Essential cookies and local browser preferences may still be used where needed for login, security, app installation prompts, notifications, and core service operation.

13. 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.

14. Data, exports, 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.

15. 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.

16. Contact

If you need help with the service, billing, or account access, email info@childlogs.com.

ChildLogs was built by KOWD. You can also contact KOWD on WhatsApp.