Terms of Service
Last updated: 26 October 2026 · Effective: 18 November 2026
This version applies from 18 November 2026 to accounts created before 26 October 2026, and from the start to accounts created on or after 26 October 2026. Until then the previous version, effective 17 May 2026, continues to apply to existing accounts. The main changes are to sections 9, 10 and 11 (plans, payment, availability and cancellation).
1. About these terms
These terms govern your use of the Taylormade Care platform ("the Platform", "the Service") at app.taylormade-care.co.uk. By creating an account or using the Service you agree to these terms. If you do not agree, please do not use the Service.
These terms should be read alongside our Privacy Policy, which forms part of these terms.
2. Who we are
The Platform is operated by One Swan Software Ltd, company number 17279466, registered in England & Wales, registered office 342 Foxhill Road, Carlton, Nottingham, NG4 1QD ("we", "us", "our"). You can contact us at support@taylormade-care.co.uk.
3. The Service
The Service is a multi-tenant childcare-management web application providing record-keeping, parent communication, invoicing, and related tools for UK childminders, nurseries, and similar early-years providers. Specific features are listed on app.taylormade-care.co.uk/welcome and may change over time as the Service evolves.
4. Our role and yours
We are a software supplier. We provide the Platform; we do not provide childcare. We are not registered with Ofsted (or any other childcare regulator), we are not subject to the Early Years Foundation Stage (EYFS) framework, and we do not hold the registrations, qualifications, or insurances that a childcare provider must hold.
The regulatory obligations of childcare providers — including Ofsted registration, EYFS compliance, staff-to-child ratios, DBS checks on staff with regulated activity, safeguarding policies, public liability and professional indemnity insurance for childcare activities, and ICO data-protection registration for your business — apply to you as the provider, not to us as the software supplier.
Our own obligations to you are governed by these terms and our Privacy Policy (including our role as a data processor for the personal data you record about children, parents, and staff in your tenant).
5. Eligibility
To create an account you must:
- be at least 18 years old;
- operate, or work for, a UK-based childcare provider (childminder, nursery, or similar);
- have the authority to enter into these terms on behalf of your business; and
- comply with all applicable laws and regulations governing your childcare work, including Ofsted requirements and the UK GDPR.
6. Your account
When you sign up you become the manager of a tenant on the Platform. You may create additional staff accounts within your tenant. As manager you are responsible for:
- the actions of all staff users you create within your tenant;
- keeping your password (and the passwords of your staff) confidential;
- notifying us promptly if you become aware of unauthorised account access; and
- ensuring the contact details on file are accurate and current.
We may suspend or close accounts where these terms have been breached, where required by law, or where prolonged inactivity makes continued storage of personal data unjustified under data-minimisation principles.
7. Your responsibilities for content
You are the data controller for the records you create about children, parents, and staff in your tenant. By using the Service you confirm that:
- you have a lawful basis under UK GDPR (typically the contract with the parent / carer) to process the personal data you enter;
- you have notified parents, in line with your privacy notice, that you use the Service to keep their child's records;
- you keep records in line with the retention requirements of your regulator (Ofsted, Care Inspectorate, etc.);
- you have ICO data-protection registration where this is required of your business.
The Service is a record-keeping tool. It does not provide regulatory advice, replace your professional judgement, or warrant compliance with any specific Ofsted or safeguarding standard. You remain responsible for your regulatory obligations.
8. Acceptable use
You agree not to:
- use the Service for any unlawful purpose, or to upload unlawful, harmful, defamatory, or infringing content;
- attempt to gain unauthorised access to any part of the Service, other accounts, or any underlying systems;
- probe, scan, or test the security of the Service, or attempt to bypass any security or rate-limiting feature;
- scrape, harvest, or systematically extract content (including parents' or children's personal data) from the Service;
- resell, sub-license, or commercially exploit access to the Service to third parties;
- impersonate any person, or misrepresent your relationship with any individual whose data you record;
- use the Service in any way that could damage, disable, overburden, or impair its operation for others.
9. Plans, trials and payment
The Service is offered on paid subscription plans. Current plans and prices are shown at app.taylormade-care.co.uk/pricing and, at the date of these terms, are Essentials (£9.50 a month or £95 a year) and Complete (£30 a month or £300 a year). Prices are per setting, not per child. We are not currently VAT-registered, so no VAT is added; if we become VAT-registered, VAT will be added at the prevailing rate and shown on your invoice.
Free trial. Every new account starts with a 14-day free trial of the chosen plan. A payment card is required to begin the trial. We remind you by email before it ends. Unless you cancel before the trial ends, your subscription starts automatically and the first payment is taken on the day the trial ends. Cancel during the trial and you pay nothing.
Billing. Subscriptions are billed in advance in GBP, monthly or yearly depending on the plan you chose, and renew automatically at the end of each period until cancelled. Payments are taken by card through Stripe, our payment processor; we never see or store your full card details, and your use of Stripe is also subject to Stripe's terms. Receipts are emailed to the address on file.
Failed payments. If a payment fails, Stripe retries it over the following days and we will email you. If payment still cannot be taken, your account is paused and treated as cancelled under section 11. We do not charge late fees.
Cancelling. You can cancel at any time from Settings → Billing, or by emailing support@taylormade-care.co.uk. On a monthly plan, your access continues until the end of the month you have already paid for, no further payments are taken, and part-months are not refunded. On a yearly plan, you can either keep access until the end of the year you have paid for, or ask us to end your subscription early, in which case we refund the unused whole months pro rata to your original payment method.
Price changes. We may change our prices. We will give existing account holders at least 30 days' notice by email before a change takes effect, and the new price applies from your next renewal after that notice. If you do not accept the new price, you may cancel before it takes effect.
Free and discounted accounts. We may provide the Service free or at a reduced price to some accounts at our discretion, for example founding customers and demonstration accounts. We may change or end such an arrangement with at least 30 days' notice by email, after which the standard plan prices apply.
10. Service availability
We aim to keep the Service available at all times, but it is provided "as-is" and "as available". We do not offer a formal Service Level Agreement (SLA), uptime guarantee, or warranty of any kind beyond statutory rights that cannot be excluded under UK law.
We release updates most nights, normally around 23:30 UK time, which may pause the Service for a few seconds. For longer planned maintenance we will give reasonable notice where we can. The Service may occasionally be unavailable for reasons outside our control, such as faults at our hosting provider or your internet connection. We may add, change or withdraw features over time; where a change removes something you rely on, we will tell account holders in advance.
11. Termination and data export
You may close your account at any time from Settings → Billing or by contacting us at support@taylormade-care.co.uk. We may suspend or close your account where you have materially breached these terms (including section 8), where required by law, or where we cease to provide the Service.
An account whose subscription or trial has ended is paused: you can no longer sign in, but your data is kept and we email you before anything is removed. A paused account that holds no children's records, invoices or documents may be removed after 14 days; all other paused accounts are kept for at least 30 days so you can request an export.
On account closure (by either side), we will: (a) keep your tenant data available for a window of at least 30 days during which you can request a data export, and (b) delete the data from active systems after that window, and from backups within a further 90 days, as described in our Privacy Policy.
If we cease to provide the Service entirely, we will give you at least 60 days' notice and a data-export window of at least that length.
12. Your content and our intellectual property
You retain all rights in the content you upload or create within your tenant (children's records, observations, photos, contracts, invoices, etc.). You grant us a limited licence to host, store, transmit, and process that content solely to provide the Service to you.
The Platform software, branding, design, and underlying code are owned by us. Nothing in these terms transfers any of our intellectual property rights to you. You may not copy, modify, or create derivative works from the Service except as expressly permitted.
13. Third-party services
Some features rely on third-party services (currently: Hetzner for hosting, Cloudflare for encrypted off-site backups, Google for optional Gmail integration, Microsoft for optional Outlook integration, Resend for transactional email, Porkbun for domain/DNS). Your use of those features is also subject to those providers' terms. We list our sub-processors in section 7 of the Privacy Policy and will update that list if it changes.
14. Disclaimers and limitation of liability
To the maximum extent permitted by law:
- the Service is provided on an "as-is" basis without warranties of any kind, express or implied, including fitness for a particular purpose, accuracy, or non-infringement, beyond the statutory consumer rights that cannot be excluded under UK law;
- we are not liable for indirect, consequential, or incidental losses, loss of profits, loss of goodwill, or loss of data beyond what we hold under our retention rules;
- our total liability to you in any 12-month period is limited to the greater of (a) the fees you have paid to us in that period or (b) £100.
Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, fraud, fraudulent misrepresentation, or any other liability that cannot be lawfully excluded.
The Service is not a clinical, medical, or safeguarding decision-making tool. Records you keep on the Service do not constitute professional advice and should not be relied on in place of your professional judgement or that of qualified third parties (health visitors, GPs, social workers, etc.).
15. Indemnity
You agree to indemnify us against any claims, losses, or expenses arising from (a) your unlawful use of the Service, (b) content you upload that breaches a third party's rights, or (c) your breach of these terms or the Privacy Policy. We will notify you promptly of any such claim and not settle it without your reasonable involvement.
16. Changes to these terms or the Service
We may update these terms from time to time. For material changes (such as new fees or significantly different obligations) we will notify account holders by email and give at least 30 days' notice. Continuing to use the Service after the notice period is taken as acceptance of the updated terms; if you do not accept, you may close your account during the notice period.
Minor or clarifying changes (typos, broken links, restructuring) may be made without specific notice; the latest version is always available at app.taylormade-care.co.uk/terms.
17. Governing law and jurisdiction
These terms are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction over any dispute arising out of or in connection with these terms, except that where you are a consumer you may also bring proceedings in the courts of the part of the UK in which you live.
18. Contact
If you have questions about these terms, contact support@taylormade-care.co.uk.