Terms & conditions

Article 1 – Definitions

Samen Groeien: Samen Groeien B.V., provider of small-scale, development-focused support for young children, registered with the Dutch Chamber of Commerce (Kamer van Koophandel) under number [KVK-NUMMER].

Parent(s): the parent(s), carer(s), legal representative(s) and/or budget holder of the child.

Child: the child for whom support from Samen Groeien is requested or provided.

Support: the agreed support and the associated services, including, where agreed, transport to and from Samen Groeien.

Care agreement: the agreement between the budget holder and Samen Groeien, including, where applicable, the care agreement with a care institution of the Sociale Verzekeringsbank (SVB, the Dutch Social Insurance Bank).

Article 2 – Applicability

These terms and conditions apply to the support and services of Samen Groeien.

At the start of the support, the applicable arrangements and conditions are discussed with parents/carers and made available to them.

Article 3 – Registration and introductory meeting

Registering with Samen Groeien is without obligation and commits you to nothing.

After registration, an introductory meeting follows. During this meeting we discuss the child's development and support needs, the parents' expectations and the practical possibilities.

Parents provide the information needed to assess whether Samen Groeien can offer appropriate and responsible support.

Where a child's support needs cannot be met appropriately or responsibly within our services, Samen Groeien may decide not to proceed with placement. This is discussed with and explained to the parents.

Article 4 – Start and support plan

Samen Groeien does not work with a standard compulsory settling-in period.

The start is tailored to the child. Some children can begin fully straight away. Where a child needs more time, the support can be built up gradually.

Together with parents, we draw up an individual support plan with clear and achievable development goals.

Where relevant, we take into account information and advice from the professionals involved.

The child's development is followed carefully. The support plan is evaluated periodically and adjusted where necessary.

Article 5 – Expertise and professional support

Samen Groeien deploys staff who match the child's support needs and the tasks they carry out.

Staff who provide support hold qualifications appropriate to their role, have relevant experience and a valid Certificate of Conduct (Verklaring Omtrent het Gedrag, VOG).

Where certain tasks require additional expertise, registration or authorisation, this is taken into account when deploying staff.

Samen Groeien ensures that staff are familiar with the protocols, working methods and safety arrangements relevant to their tasks.

Article 6 – Funding and personal budget (PGB)

The support can be funded from a personal budget (persoonsgebonden budget, PGB) or another agreed form of funding.

Where funding comes from a PGB, the arrangements regarding the support and payment are recorded in accordance with the applicable decision (beschikking) and care agreement.

Parents/budget holders are responsible for applying for and, where necessary, renewing the decision or the PGB in good time.

Samen Groeien can provide relevant information, support plans, evaluations and reports for this purpose, but cannot guarantee the granting or renewal of a PGB by the municipality.

Article 7 – Cancellation, illness and holidays

Planned holidays are to be reported to Samen Groeien at least four weeks in advance.

Other foreseeable absence is to be reported as early as possible and no later than 24 hours before the start of the scheduled support.

In the event of sudden illness, parents inform Samen Groeien as soon as possible.

In the event of repeated or structural absence, Samen Groeien may discuss with parents whether the agreed support days are still appropriate.

Article 8 – Illness and infections

Where a child is ill or has symptoms that make taking part in the support unwise for the child itself, other children or staff, Samen Groeien may decide that the child cannot take part that day.

This assessment considers, among other things, the child's wellbeing, the extent to which the child can take part in the day programme, the risk of infection and safety within the group.

Where a child becomes ill during the support, we contact the parent/carer. If necessary, it is agreed that the child will be collected.

For specific infectious diseases and other medical situations, Samen Groeien works in accordance with the applicable protocols and professional guidelines.

Article 9 – Medication and medical details

Medication is only administered where clear written arrangements have been made about it in advance.

Parents provide accurate and up-to-date information about medication, allergies, intolerances, medical details and other circumstances relevant to the safety and support of the child.

Samen Groeien may decide that certain medical procedures fall outside the organisation's expertise or capabilities.

Article 10 – Safety of the premises

Samen Groeien provides a safe, child-focused environment that suits the age and support needs of the children.

In the layout and use of the premises, attention is given to, among other things:

• safe access to and closing off of rooms;
• child-safe doors, passageways and, where necessary, stairs;
• appropriate barriers and fencing;
• safe play and living spaces;
• fire safety and clear escape routes;
• appropriate emergency provisions;
• safe indoor and outdoor spaces;
• appropriate supervision during activities.

The safety of the premises is checked regularly. Where risks are identified, appropriate measures are taken.

Article 11 – Emergencies and critical incidents

Samen Groeien works with procedures for critical incidents, incidents and emergencies.

In an acute situation, the safety of the child and the group comes first.

Where the situation requires it, appropriate medical or other professional help is called in and parents/carers are informed as soon as possible.

Incidents and critical incidents are recorded, evaluated and followed up where necessary in accordance with the applicable procedures.

Article 12 – Handover and collection of children

Children are only released to parents/carers or to other people designated in advance by the parent/carer.

Where there is doubt about who may collect the child, Samen Groeien may ask for additional confirmation or identification.

Parents inform Samen Groeien in good time about changes that are relevant to the collection of the child, custody or other relevant arrangements.

Article 13 – Continuity and cover

Samen Groeien works with a team of support workers and ensures continuity in the support.

In the event of illness, holidays or the unexpected absence of a member of staff, appropriate cover is arranged so that the support can continue as agreed as far as possible.

When arranging cover, the child's support needs are taken into account and, where applicable, the expertise, registration or authorisation required for the support.

Where exceptional circumstances arise that mean the support cannot be carried out safely or responsibly despite the cover available, we contact parents as soon as possible and agree the next steps.

Article 14 – Transport

Where transport is part of the agreed support, Samen Groeien arranges collection and taking home within the agreed service area.

Children are transported in accordance with the applicable safety regulations and in a suitable child seat or on a suitable booster seat.

Parents ensure that the child is ready at the agreed time.

When the child is taken home, a parent/carer or another adult agreed in advance must be present to receive the child.

Collection and drop-off times may vary due to heavy traffic, weather conditions, roadworks or other unforeseen circumstances.

Article 15 – Food, drink and personal care

Parents provide their child with enough lunch, fruit and drink for the day.

This allows account to be taken of food preferences, allergies, intolerances, dietary wishes and what the child is used to.

Samen Groeien keeps a limited basic supply for situations where something has been forgotten or is needed extra.

Where necessary, parents provide enough nappies and other personal care products.

A cuddly toy or other familiar object may be brought along.

Article 16 – Supervision and individual support

During the support, the child is under the supervision of Samen Groeien.

The level of supervision and support is tailored to the child's age, development, support needs and any safety risks.

Alongside support within the small group, there is, where appropriate, room for individual support and one-to-one moments.

Article 17 – Reporting code for domestic violence and child abuse

Samen Groeien works with the Reporting Code for domestic violence and child abuse (Meldcode huiselijk geweld en kindermishandeling).

Staff are familiar with the reporting code and with the steps that must be followed in the event of signs or suspicions of domestic violence, child abuse or neglect.

In the event of signs or concerns, Samen Groeien acts carefully in accordance with the applicable reporting code and the associated assessment framework.

Article 18 – Obligations of parents

Parents provide all information reasonably needed for the safe and appropriate support of their child.

Relevant changes are passed on as soon as possible where they may affect the support. These include, for example, changes in:

• health;
• medication;
• behaviour;
• family situation;
• custody;
• contact details;
• care providers or other professionals involved;
• other circumstances that may be relevant to the support or safety.

Parents ensure that Samen Groeien has up-to-date contact details and at least one emergency contact person.

Article 19 – Personal belongings

Samen Groeien handles children's personal belongings with care.

We advise parents not to send valuable or irreplaceable items along.

The statutory rules apply to the loss of or damage to personal belongings.

Article 20 – Photos, video and communication with parents

During the support, Samen Groeien may use photos and short updates for personal feedback to parents/carers.

For the use of recognisable images for other purposes, such as the website, social media or other public communication, separate consent is requested where necessary.

Consent for the public use of photo or video material is separate from the support and may be refused or, where the processing is based on consent, withdrawn.

Article 21 – Privacy, records and information security

Samen Groeien processes personal data carefully and in accordance with the applicable privacy legislation.

For each child, only the data needed for, among other things, the support, safety, development, evaluation and legal obligations is recorded.

Samen Groeien takes appropriate organisational and technical measures to protect personal data and records.

More information about which personal data we process, why we process it, retention periods, the sharing of data and the rights of data subjects can be found in our separate Privacy policy.

Article 22 – Complaints

Samen Groeien has a complaints procedure.

Where you are dissatisfied about something, you can first discuss this with the member of staff involved or with another designated member of staff within Samen Groeien.

Where you would like independent support or a complaint cannot be resolved internally, you can make use of the independent complaints procedure to which Samen Groeien is affiliated.

For the full procedure, please refer to the separate Complaints procedure of Samen Groeien.

Article 23 – Liability and insurance

Samen Groeien carries out the support carefully and in accordance with the professional standards applicable to its services.

Samen Groeien arranges appropriate insurance for the organisation's activities.

The statutory rules apply to liability and, where applicable, the terms of the insurance taken out.

Article 24 – Ending the support

Parents/budget holders may end the support in writing. For a care agreement with a care institution, a notice period of one month applies in principle, unless otherwise agreed. The SVB (the Dutch Social Insurance Bank) confirms that one month is the standard period. Samen Groeien does not end the support without careful consideration.

Ending the support on the part of Samen Groeien may arise, among other things, where:

• the support needs can structurally no longer be met appropriately within our services;
• safe or responsible support can no longer be guaranteed;
• necessary cooperation is structurally not achieved;
• relevant information necessary for safe support is not provided;
• valid funding or a care agreement is lacking or ends;
• the support is demonstrably no longer appropriate.

A proposed ending is discussed with and explained to the parents.

Where appropriate and reasonably possible, Samen Groeien cooperates in a careful handover to another provider or follow-on service.

Samen Groeien cannot guarantee that another suitable place is immediately available.

Article 25 – Changes

Samen Groeien may amend these terms and conditions where changes in legislation, funding, policy or the organisation give cause to do so.

Important changes are announced in good time.

Changes do not affect the statutory rights of children and parents.

Article 26 – Applicable law

These terms and conditions and the services of Samen Groeien are governed by Dutch law.