Subscription Terms

These Subscription Terms are an agreement between Purple Hive Group Limited (“Purple Hive”, “we”, “us”) and the nursery, pre-school or childcare business (“the nursery”, “you”) that subscribes to KinderHive. They apply together with our Terms of Use, Privacy Policy and Data Processing Agreement.

KinderHive subscriptions are for businesses and organisations, not consumers. The person who starts a trial or chooses a plan confirms that they are allowed to agree to these terms on the nursery’s behalf.

KinderHive has three plans: Bronze, Silver and Gold. What each plan includes is shown on our website and on the Plan & billing page in the app. Safety features (registers, allergies, incidents, safeguarding records, tablet clock-in, DBS records, EYFS records and two-step sign-in) are in every plan.

Each subscription covers one nursery setting. We improve KinderHive over time and may add, change or remove features. We will not remove a main feature from your plan during a period you have already paid for, and we will give you at least 30 days’ notice of any change that significantly reduces what your plan includes.

• Each nursery can have one free trial of 30 days. It can be started once we have approved the nursery’s registration.
• The free trial is of the Gold plan, so you can use everything and see which plan suits your nursery. Bronze and Silver can also be chosen without a trial; they are then charged from the day you choose them.
• To start the trial you add a card or set up a Direct Debit through our payment provider, Stripe. Nothing is charged during the trial.
• During the trial you can choose to move to Silver or Bronze for when the trial ends, on the Plan & billing page.
• We remind the nursery’s managers by in-app notification 7 days, 3 days and 1 day before the trial ends.
• When the trial ends, Gold (or the plan you moved to) starts automatically and its first payment (monthly or yearly, as you chose) is collected, unless before then you switch off auto-renew on the Plan & billing page. If you do, nothing is collected.
• We may end or change a free trial offer for new nurseries at any time; this doesn’t affect a trial already running.

• Plans are paid in advance, monthly or yearly, by card or Direct Debit. A yearly plan costs 10% less than twelve monthly payments. The price is shown on our website and the Plan & billing page before you confirm.
• We are not registered for VAT, so no VAT is added to our prices. If that changes, we will tell you at least 30 days before VAT is added.
• Payments are taken by Stripe on our behalf. Direct Debit payments are protected by the Direct Debit Guarantee. We never see your full card or bank details. Stripe’s own terms also apply.
• Your payments and receipts are on the Plan & billing page, where you can also change the card or bank account we take payment from.
• You are responsible for keeping your payment details up to date and for there being enough money in the account.

Your subscription renews automatically every month, or every year if you pay yearly, and each payment is taken at the start of the month or year, until auto-renew is switched off.

A manager can switch auto-renew off (and back on) at any time on the Plan & billing page. When it is off, your plan continues until the end of the trial or the month (or year) you have paid for, then stops and nothing more is collected.

You can move to a higher or lower plan at any time on the Plan & billing page. The new plan’s features apply straight away (or when your trial ends), and its price applies from your next payment; there is no extra charge or refund for the rest of the current month or year. When moving to a lower plan, features that aren’t in it switch off, but nothing you have recorded is deleted. You can also move between paying monthly and yearly: the new period starts that day, and the unused part of the old one is taken off your next payment (or kept as credit for the payments after it).

If a payment fails, we let the nursery’s managers know straight away so they can sort it out or change their card or bank account. If the trial or a paid month or year ends without payment (because a payment failed, or auto-renew was switched off, or the subscription was cancelled), the nursery keeps its plan for a 7-day grace period. We remind managers 3 days and 1 day before it ends.

After the grace period, the manager and staff parts of KinderHive are paused until a plan is chosen or payment is made. Managers can still open the Plan & billing page and settings, and parents and carers can still see their own children’s records. Pausing does not delete anything.

You can cancel at any time by switching off auto-renew on the Plan & billing page. Cancelling takes effect at the end of the trial or the month (or year) already paid for, and you keep your plan until then. If you pay by Direct Debit you can also cancel it with your bank, but please switch off auto-renew first so your account is closed cleanly.

Payments already made are not refunded, including for part of a month or year, except where we have charged you in error, where we have seriously failed to provide the service, or where the law requires a refund. To ask about a refund, email info@kinderhive.app.

We may change our prices. We will tell the nursery’s managers by email at least 30 days before a new price applies to you, and it will start from your next renewal after that notice. If you don’t want to pay the new price, you can switch off auto-renew or cancel before it starts.

The nursery’s records belong to the nursery. When a subscription ends, we keep them safely so you can come back or ask for a copy. A manager can ask us at any time for a copy of the nursery’s records in a common format, or to delete them.

We will not delete a nursery’s records because a subscription ended without first giving its managers at least 30 days’ notice and the chance to receive a copy, unless you ask us to or the law requires otherwise. Some records (for example safeguarding and accident records) have legal retention periods that the nursery is responsible for meeting. Our Data Processing Agreement sets out the details.

We may suspend or end a subscription if the nursery seriously or repeatedly breaks these terms or our Terms of Use, if payments remain unpaid after the grace period, if we need to protect children, users or the service, or if the law requires it. Where it is safe and lawful, we will tell you first and give you the chance to put things right.

KinderHive helps nurseries keep records and meet their duties, but the nursery remains responsible for meeting its own legal and regulatory obligations, including the EYFS statutory framework, staff-to-child ratios, safeguarding, record keeping, reporting to Ofsted and other authorities, and data protection as a data controller. Ratio checks, reminders and reports are aids and do not replace the nursery’s own checks and judgement.

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 or excluded by law.

Subject to that:

• we are not liable for loss of profits, revenue, business, goodwill or anticipated savings, or for any indirect or consequential loss;
• we are not liable for losses caused by events outside our reasonable control, by the nursery’s own actions or instructions, or by inaccurate information entered into KinderHive;
• our total liability to the nursery in any 12-month period, however it arises, is limited to the subscription fees the nursery paid us in the 12 months before the event giving rise to the claim.

We provide KinderHive with reasonable skill and care. Apart from that and anything else these terms say, we don’t give any other promises about the service, to the extent the law allows.

We may update these terms. We will tell the nursery’s managers about significant changes at least 30 days before they take effect. If you don’t agree, you can cancel before the change starts; if you keep your subscription after it starts, the new terms apply.

These terms and any dispute about them are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction. We will always try to resolve a problem with you directly first.