Terms & Conditions

1. About us

Policy & Play is a trading name of POLICYANDPLAY LTD, a company registered in England and Wales, company number 17253846. Registered office: 7 Cosford Drive, Shortstown, Bedford MK42 0DQ, United Kingdom. Email: [email protected]. ICO registration: ZC165321. We are not VAT registered.

We provide a digital subscription service with templates, policy guides and activity plans for childcare professionals. By using it you agree to these terms.

2. The Service

PolicyAndPlay provides:

• Downloadable website templates for childcare settings
• Policy guide templates aligned to Ofsted and EYFS requirements
• Activity plan templates for early years practitioners
• Video guides, webinars, and additional resources (plan dependent)
• Knowledge base access
• Polly — an AI assistant for eligible subscribers, designed to help navigate resources and answer childminding questions (see Section 12)

We keep the service up to date and may add, change or remove content. If we make a change that significantly reduces what a paying member gets, we will tell you and you can cancel and, where the law gives you the right, get a refund for the unused part of what you paid.

3. Important Disclaimer — No Guarantees, Templates Are Not Advice

All templates, policies, guides, and resources are provided "as-is" for informational purposes only. They do not constitute legal, regulatory, professional, medical, or developmental advice. You are solely responsible for:

• Reviewing all documents carefully and seeking independent professional advice where appropriate
• Customising templates to match your specific setting, policies, and circumstances
• Ensuring compliance with current legislation, Ofsted requirements, and regulatory standards in your jurisdiction
• Verifying the currency and applicability of any guidance before relying on it
• Using your professional judgment and consulting specialists (speech therapists, educational psychologists, medical professionals) on developmental concerns
• Not using our resources in place of professional advice, assessment, or diagnosis

Because of this, and subject to the paragraph on liability below and section 11, we are not responsible for the result of an Ofsted inspection, for regulatory action, or for decisions you make about children in your care, where these come from you relying on our materials without checking them. We do have to make sure our materials are provided with reasonable care and skill, and are as described. Nothing here changes that.

4. Subscriptions and Payment

Membership costs £14.99 a month (with a 7-day free trial) or £99 a year. We also sell a one-off childminder contract template for £5.99. Prices are in pounds sterling. We are not VAT registered, so no VAT is charged. The price shown is the total you pay. There are no hidden fees.

Payment is processed securely by Stripe. Your contract with us starts when we accept your order: that is when you complete checkout and we confirm it by email. Monthly memberships renew every month and annual memberships renew every year, at the price you were shown, until you cancel. By subscribing, you authorise us to charge your payment method on each renewal.

If we want to change the price of a subscription, we will email you at least 30 days before the change takes effect. You can cancel before it does and you will not be charged the new price.

You will get access to paid content straight after payment (or when the trial starts).

5. Free Trial

The monthly plan starts with a 7-day free trial. We take your card details at sign-up, but no payment is taken during the trial. When the trial ends, the monthly subscription begins and your card is charged £14.99, then every month, unless you cancel first. We will email you a reminder before the trial ends so you can cancel if you do not want to continue. You can cancel any time during the trial in your account dashboard and you will not be charged.

6. Cancellation

You can cancel at any time from your account dashboard (Dashboard, then "Membership and billing", then "Cancel membership"). You can also email [email protected] and we will cancel it for you. Cancellation takes effect at the end of your current paid period and you keep access until then. For annual plans, we will email you a reminder before your yearly renewal, so you can cancel before you are charged again. Your rights to cancel within 14 days and to a refund in other cases are set out in the Refund Policy and are not affected by this section.

7. Refunds

Please see our Refund Policy for full details. Under the Consumer Contracts Regulations 2013, you have 14 days to cancel a subscription or purchase, starting the day the contract is made. If you ask us to give you access straight away, you tell us so at checkout. Different rules then apply to digital content once it has started, and to a service you have started using. The Refund Policy explains both. If something we supply is faulty or not as described, you also have rights under the Consumer Rights Act 2015.

8. Intellectual Property and Usage Rights

All content on PolicyAndPlay — including templates, guides, designs, text, video, and branding — is owned by or licensed to PolicyAndPlay and protected by UK copyright law. Your subscription grants you a licence to use the content as described below.

You ARE permitted to:

• Download, print, and use any template or guide in your own childcare setting
• Modify and customise templates with your setting name, logo, and details
• Share templates internally with your staff and co-workers at the same setting
• Print activity sheets, policy documents, and guides to distribute to parents
• Use our content commercially within your own childcare business
• Use our website templates to create and publish your own childcare website
• Reference our guides when preparing for Ofsted inspections, training sessions, or staff meetings

You are NOT permitted to:

• Share your login credentials with other childminders, nurseries, or professionals outside your setting — each subscribing setting requires its own account
• Resell, relicense, or commercially redistribute PolicyAndPlay templates or guides to third parties
• Publish our template library, guides, or large portions thereof publicly (e.g. posting our policies on a public website or forum as a resource for others to download)
• Republish our guides or templates as your own original work, blog content, or training materials for wider distribution
• Use our content to build a competing product, service, or template library
• Remove PolicyAndPlay branding from documents that you share externally (except when personalising templates for your own setting's use)

In short: use it freely for your business, don't resell or republish our library.

9. Content Sources and Attribution

PolicyAndPlay guides and resources are compiled from publicly available official UK Government, regulatory, and professional sources including but not limited to:

• UK legislation (Childcare Act 2006, Children Act 1989, Equality Act 2010, Data Protection Act 2018)
• Ofsted publications and inspection frameworks
• The Early Years Foundation Stage (EYFS) Statutory Framework (Department for Education)
• Guidance from the Information Commissioner's Office (ICO)
• UK Health Security Agency (UKHSA) guidance
• NSPCC, PACEY, and other recognised early years professional bodies

Where specific sources are referenced, they are listed at the end of the relevant guide. Referencing publicly available official sources is permitted under UK copyright law. PolicyAndPlay does not reproduce verbatim text from copyrighted third-party publications — our guides are independently authored summaries and practical interpretations compiled from official public-domain information.

All guides include a disclaimer confirming that they are informational in nature and do not constitute legal or regulatory advice. Users are responsible for verifying current requirements with the relevant regulatory body.

10. Acceptable Use

You agree not to use PolicyAndPlay to:

• Violate any applicable law or regulation
• Commercially resell, sublicense, or redistribute our content library
• Attempt to gain unauthorised access to our systems or other users' accounts
• Use our content for any purpose other than operating or preparing to operate your own childcare setting
• Share login access with individuals outside your setting

If you seriously or repeatedly break these terms, we may suspend or close your account. Except in urgent cases (for example, fraud or a security risk), we will tell you why and give you a reasonable chance to put it right first. If we close your account for a reason other than your serious breach, we will refund the unused part of what you have paid.

11. Limitation of Liability

Nothing in these terms limits or excludes our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot be limited by law. Nothing affects your statutory rights as a consumer.

Subject to that, we are not liable for losses we could not reasonably have foreseen when the contract was made, or for loss of profit, business or goodwill. Subject to that same paragraph, our total liability to you for all claims arising from one order or subscription is limited to the amount you paid us in the 12 months before the claim.

12. AI Assistant (Polly)

PolicyAndPlay offers an AI assistant named Polly to subscribers on eligible plans. Polly is designed to help you locate resources, answer childminding questions, and get practical guidance. Polly is powered by third-party AI models (via OpenRouter and Anthropic) and is subject to the following conditions:

When using Polly, you agree to:

• Use Polly only for lawful purposes related to your childcare setting
• Not attempt to manipulate, jailbreak, or circumvent Polly's intended purpose
• Not share personal data about children — including full names, dates of birth, addresses, or sensitive health information — in Polly conversations
• Not use Polly to generate content that is misleading, fraudulent, or harmful
• Apply your own professional judgment and not rely solely on AI-generated responses
• Not attempt to use Polly as a substitute for professional advice, assessment, or diagnosis

Conversations with Polly are processed by Anthropic (our AI provider) in accordance with their terms of service and privacy policy. We do not store the content of Polly conversations in the signed-in tools. The free Polly chat boxes on public pages keep a short log of questions, as explained in our Privacy Policy. We reserve the right to withdraw or restrict AI access at any time, including where misuse is suspected.

13. Changes to These Terms

We may update these terms, for example when the law or our service changes. We will update the date at the top. If a change is material and affects a subscription, we will email you at least 30 days before it applies. If you do not agree, you can cancel before then and the old terms apply until your paid period ends. We will not treat you simply carrying on using the service as agreement to a change that makes things worse for you without telling you first.

14. Governing Law

These terms are governed by the laws of England and Wales. If you are a consumer, you can bring proceedings in the courts of England and Wales. If you live in Scotland or Northern Ireland you can also bring proceedings in your local courts.

15. Contact

POLICYANDPLAY LTD (company number 17253846), 7 Cosford Drive, Shortstown, Bedford MK42 0DQ. Email: [email protected].