Terms & Conditions
Ria Michaela Ltd – The Nanny & Private Household Staff Agency in UK, London & Overseas – Founding Director – Ria Michaela – 07802 618361 – info@riamichaela.com – Fitzrovia, London – Company Number: 13867574 – Industries: Other personal service activities n.e.c.
The Nanny & Private Household Staff Agency requires users that register their details onto riamichaela.com to consent to our Terms & Conditions.
Please see our Terms of Service contract for the education sector here.
Contract Formation & Definitions
These Terms & Conditions constitute a legally binding contract between you (the “Client”) and Ria Michaela Ltd trading as The Nanny & Private Household Staff Agency (“the Agency”, “we”, “us”, or “our”).
The following actions constitute acceptance of the Agency’s Terms & Conditions:
registering your details on riamichaela.com;
submitting a Client Request Form; or
requesting, confirming, or proceeding with any booking of services.
The Agency’s Terms & Conditions apply to all confirmed bookings of service and are those in force at the time of booking.
Ria Michaela Ltd is the founder of The Nanny & Private Household Staff Agency and its franchised territories.
For the purposes of these Terms:
“Client” means the individual or organisation using the Agency’s services;
“Candidate” means the individual introduced by the Agency and engaged by the Client;
“Agency”, “Organisation”, or “The Nanny & Private Household Staff Agency” refers to Ria Michaela Ltd and, where applicable, any third party or business introduced or referred to the Client through riamichaela.com.
The Agency reserves the right to amend these Terms & Conditions from time to time. Any updated Terms will apply to future bookings only.
Personal information is handled in accordance with the Agency’s Privacy Policy and is used solely for the purpose of delivering services. View Privacy Policy
Acceptance of Terms and Conditions
The Nanny & Private Household Staff Agency allows the Client access to the services and use of riamichaela.com under these Terms & Conditions.
The Client agrees to be bound by these Terms & Conditions by registering with riamichaela.com, submitting a booking request, and or making any payment to the Agency.
By confirming a booking verbally, in writing (including but not limited to email, text message, WhatsApp, website forms, or other electronic communications), or by making payment, the Client enters into a legally binding agreement and confirms full acceptance of these Terms & Conditions.
If the Client does not agree to be bound by these Terms & Conditions, the Client must not use the website or the Agency’s services.
Professional Nature of Service
The Agency provides a professional household staffing and childcare placement service. The relationship between the Agency and the Client is strictly professional. The Agency is not a social or friendship service, and personal relationships do not alter the contractual terms or operational standards.
Professional Communication
The Agency communicates in a professional manner, and the tone of communication may vary depending on the subject matter. Professional updates regarding policies, cancellations, service scope, and operational procedures are not intended to be cold or unfriendly. They are provided to ensure clarity, transparency, and the smooth running of the service.
Scope and Limitations of Services
The Service Provider, Ria Michaela Ltd trading as The Nanny & Private Household Staff Agency, operates as an independent household staffing and childcare placement agency. Services include household staffing support, childcare support, and candidate introductions. Depending on the booking type, services may be delivered directly by the Service Provider or facilitated through third party placements.
The Service Provider provides non clinical services only. These services are limited to household staffing, childcare support, educational assistance such as homework support, and general developmental milestones guidance. No services provided constitute counselling, therapy, medical advice, psychological support, diagnostic services, or mental health care.
The Service Provider does not assess, diagnose, treat, manage, or provide support for any medical, mental health, neurodiverse, psychological, or behavioural conditions. Responsibility for any diagnosis, treatment, therapy, medication, or specialist intervention remains solely with the Client and appropriately licensed professionals.
The Service Provider does not adapt, modify, or adjust its services, systems, policies, or operational practices to accommodate a Client’s personal medical, mental health, neurodiverse, or psychological needs. All systems and policies are designed for general operational efficiency and are applied uniformly.
Clients are responsible for seeking appropriate professional support for any medical, psychological, developmental, or mental health needs independently.
No guarantees are made regarding developmental outcomes, behavioural progress, or milestones, as outcomes are dependent on factors beyond the Service Provider’s control.
Scope of Service and Exclusions
Services are strictly limited to those outlined above. Any services outside this scope, including emotional support, counselling, therapy, medical advice, mental health support, or neurological accommodations, are expressly excluded.
Personal Circumstances and Compliance
Clients must comply with the Agency’s terms, policies, and operational procedures regardless of personal circumstances, including but not limited to medical or neurodiverse conditions.
The Agency is not responsible for a Client’s ability to comply with the terms due to personal circumstances. If a Client cannot comply, the Agency reserves the right to terminate the service without penalty.
Bookings and Payment Overview
All bookings must include a confirmed start time and end time at the time of booking. The agreed booking hours are fixed. Where care is required beyond the confirmed end time, any additional hours worked will be invoiced following completion of the booking. Time reductions or early finishes requested by the Client do not change the confirmed booking hours or the agreed fee.
Fees and charges are exclusive of Value Added Tax (VAT) unless expressly stated otherwise. Where applicable, VAT will be charged at the prevailing statutory rate, currently 20 percent, and added to the total amount payable. VAT will be clearly itemised on all invoices issued to the Client.
Bookings for the Agency’s services must be arranged directly between the Client and Ria Michaela Ltd trading as The Nanny & Private Household Staff Agency (riamichaela.com).
For temporary, ad hoc, and emergency bookings, the Agency:
• accepts payment directly from the Client; and
• pays the Candidate directly for the services provided.
Clients must not make any payment directly to a Candidate for these bookings unless expressly authorised in writing by the Agency.
This includes, but is not limited to:
• arranging future bookings directly with the Candidate;
• paying the Candidate cash, bank transfer, or by any other means;
• offering permanent, temporary, or ad hoc work without notifying the Agency.
Permanent Bookings
For permanent placements, the Agency charges a one-off, non-refundable agency introduction fee, payable by the Client. This fee covers the introduction of a suitable Candidate and the administration of the placement. Once the introduction has been made and the placement is accepted, no ongoing commission is charged by the Agency unless otherwise agreed in writing.
Following a permanent placement, the Client and the Candidate contract with each other directly. The Agency is not a party to the employment or working relationship and has no responsibility for the ongoing management, supervision, or payment of the Candidate.
Payment of Candidates (Employed Candidates)
Where the Candidate is engaged as an employee, the Client is responsible for:
paying the Candidate’s wages directly;
operating PAYE in accordance with HMRC requirements;
deducting and paying Income Tax and National Insurance contributions;
providing statutory entitlements where applicable, including paid holiday, sick pay, maternity/paternity pay, and pension auto-enrolment;
ensuring compliance with all applicable employment, tax, and immigration laws.
The Client must also ensure that Employers’ Liability Insurance is in place, together with any other appropriate insurance policies that cover accidents, injury, or damage arising within the home during the Candidate’s employment.
The Agency does not provide payroll, insurance, or employment services unless expressly agreed and confirmed in writing.
Self-Employed Candidates
Where a Candidate is engaged on a self-employed basis, the Client acknowledges and agrees that:
it is the Client’s responsibility to obtain, review, and confirm all necessary information to satisfy themselves that the Candidate meets HMRC’s criteria for self-employment and that the proposed working arrangement is lawful and appropriate;
the Agency does not determine, verify, or guarantee a Candidate’s employment status and accepts no liability for any misclassification or resulting tax or employment obligations;
self-employed Candidates are responsible for their own tax affairs, including Income Tax, National Insurance contributions, VAT (if applicable), pension arrangements, Public Liability Insurance, and any other statutory or professional obligations.
The Candidate is responsible for maintaining appropriate Public Liability Insurance and any other insurance required to carry out their services on a self-employed basis.
The Client is responsible for ensuring that their household insurance adequately covers the presence of a self-employed individual working within the home and any associated risks, including accidents, injury, or damage.
The Agency does not verify or monitor insurance arrangements and accepts no responsibility or liability for any failure by the Client or Candidate to maintain appropriate insurance cover.
Temporary Bookings
Bookings made more than one day in advance require payment in advance to secure the booking. Bookings are only confirmed once payment has been received.
The Client may choose one of the following payment options at the time of booking:
A) Payment of the full cost of the confirmed booking hours in advance; or
B) Payment of the minimum booking requirement in advance, which covers the minimum billable hours and is non-refundable.
Booked hours are fixed once confirmed and remain payable in full, subject to the Agency’s minimum booking requirement.
Where additional hours are worked beyond the booked hours, the remaining balance is payable following the booking.
Emergency Bookings
Emergency bookings may only be requested and confirmed one day before the booking start time or on the actual day of care.
Emergency bookings cannot be confirmed more than 24 hours in advance. Where a booking is requested earlier than one day before the start time, it will be treated as a temporary or pre-booked booking and will require upfront payment in order to be confirmed.
Emergency bookings are confirmed through written confirmation.
Payment for emergency bookings is due following completion of the booking, no later than 24 hours, unless an alternative timeframe has been specified and agreed by both parties.
Minimum Booking Requirement
All bookings are subject to a minimum charge of four hours, regardless of the number of hours requested or worked. This minimum applies to all booking types without exception.
Expenses and Reimbursement
Any reasonable expenses incurred wholly and directly for the Client’s benefit in connection with a booking, including but not limited to travel, transport, food, shopping, parking fees, paid activities, or other agreed costs, must be reimbursed by the Client. Where possible, payment for anticipated expenses must be provided in advance of any errands or activities being undertaken. Where advance payment is not provided, expenses shall be payable immediately following the booking or upon presentation of receipts.
No Informal Agreements or Exceptions
All bookings, payments, cancellations, and changes must follow the Agency’s formal policies.
Informal agreements, exceptions, or “just this once” arrangements are not permitted unless expressly authorised in writing by the Agency.
The Agency will not make exceptions based on personal relationships, length of service, or client familiarity. The Agency’s terms apply equally to all clients.
Non-Circumvention
Clients must not engage, hire, pay, or make arrangements directly with any Candidate introduced or referred by the Agency outside of the Agency’s booking and payment process, whether during or after a booking, without the Agency’s prior written consent.
Breach and Fees
If a Client breaches this clause by directly hiring, engaging, or paying a Candidate introduced by the Agency, the Client agrees that:
the Candidate is contractually required to notify the Agency; and
the Client will be liable to pay the Agency the applicable Agency fee, calculated based on:
the total value of the booking(s) arranged directly; or
where applicable, the Agency’s standard introduction or placement fee for the relevant service type.
Payment of such fees shall be due immediately upon demand and does not limit the Agency’s right to recover additional losses, costs, or expenses arising from the breach.
Exception
This restriction does not apply where services are provided directly by Ria Michaela Ltd, acting as the individual service provider rather than introducing another Candidate. In such circumstances, no separate Agency introduction fee is charged.
Cancellation & Refunds
Cancellations made more than 24 hours prior to the scheduled start time of a temporary, ad hoc, or short-term booking may be eligible for a refund, at the Agency’s discretion and in accordance with the Agency’s Refund Policy.
Cancellations made within 24 hours of the scheduled start time, including cancellations made on the day of care, remain payable in full.
Emergency bookings may be cancelled free of charge by 5:00pm on the day prior to the start of care, where the booking was made the day before.
Emergency bookings cancelled after 5:00pm or on the day of care remain payable in full.
Refunds are only considered where the Agency is unable to provide the agreed service for part or all of the confirmed booking period, including where a Candidate does not attend the booking, or where the Client cancels with more than 24 hours’ notice. Any refund remains at the Agency’s discretion.
Where a refund is approved, it will be processed within 14 working days of the Agency confirming that a refund is payable, and in any event no later than 30 days thereafter. Refunds will be made to the original payment method used.
Liability
The Client acknowledges that riamichaela.com may collect, process, and share information relating to the Client in accordance with our Terms and Conditions and Privacy Policy. The Client retains the right to take appropriate legal action should they believe any personal data held or processed by riamichaela.com is inaccurate or has been handled unfairly.
Our site riamichaela.com acts solely as an introduction and placement agency and is not the employer of any Candidate. The contractual relationship for employment, supervision, and day-to-day management exists directly between the Client and the Candidate. Accordingly, riamichaela.com accepts no liability for any loss, damage, misconduct, injury, or accident arising during the course of the engagement.
While riamichaela.com undertakes reasonable and thorough checks prior to introducing Candidates, we cannot guarantee the ongoing accuracy or completeness of all Candidate-provided information. As part of our vetting process, Candidates are required to hold an enhanced DBS check, a valid 12-hour Paediatric First Aid Certificate, a minimum of two years’ relevant experience at the time of introduction, and provide two professional references relevant to their childcare or educational experience.
Environment
The Client agrees to maintain a safe, suitable, clean, and tidy working environment that does not compromise the health, safety, or wellbeing of the Candidate or any child in their care. Where riamichaela.com receives feedback that raises safeguarding or welfare concerns, no further Candidates will be referred to the Client.
The Client must disclose the presence of any CCTV, recording devices, or monitoring systems within the home prior to the Candidate commencing work. CCTV must not be installed in private areas such as bathrooms or bedrooms, and Candidates must be informed of the location and purpose of any monitoring in advance.
The Candidate agrees to assist with reasonable upkeep of the working environment when using activity areas or preparing meals or snacks for the child, including basic cleaning and tidying related to those activities.
Candidates are expected to dress in a manner that is appropriate, practical, and suitable for childcare duties, ensuring comfort, safety, and professionalism at all times.
Where riamichaela.com receives ongoing feedback indicating concerns relating to the Client’s environment or conduct, the Agency reserves the right to cease referrals.
Confidentiality
The Client agrees not to disclose, publish, or share any confidential or sensitive information relating to riamichaela.com, its services, Candidates, or business operations. This includes, but is not limited to, text, images, audio, video, or other content shared on social media or in any public forum. Any unauthorised or unlawful use of such information may result in formal action and, where appropriate, referral to the relevant authorities.
Intellectual Property
All content made available by the Agency, including but not limited to text, logos, branding, images, photographs, website content, documents, and materials, is owned by or licensed to Ria Michaela Ltd and is protected by United Kingdom and international intellectual property laws. Such content may not be copied, reproduced, modified, distributed, or used for any commercial purpose without the Agency’s prior written consent. Any unauthorised use may result in civil action being taken to protect the Agency’s rights.
Termination & Relationship Management
The Agency reserves the right to terminate the provision of services to the Client, with immediate effect or upon written notice, where the Client fails to comply with these Terms & Conditions, including but not limited to failure to adhere to agreed booking arrangements, payment terms, schedules, or service structures. Termination may also occur where the Client’s actions or omissions materially disrupt service delivery, staff availability, or business operations. Any outstanding fees or charges incurred up to the date of termination shall remain payable.
The Client may terminate services where the services are no longer required by providing the Agency with no less than thirty (30) days’ written notice. Notice must be given in writing and will take effect from the date received by the Agency. Where the Client terminates services with immediate effect or without the required notice, the Agency reserves the right to charge fees in lieu of notice in accordance with these Terms & Conditions. Any outstanding fees or charges incurred up to the termination date shall remain payable.
Service Review and Termination
Repeated cancellations, short-notice changes, or ongoing booking adjustments may result in a formal review of the Client’s use of the Agency’s services. Where a pattern of cancellations or changes adversely affects availability, scheduling, or business operations, the Agency reserves the right, at its discretion, to restrict the types of bookings offered to the Client or to terminate services upon written notice.
Acceptance and Continued Use
By making a booking, payment, or continuing to use the Agency’s services after receiving these Terms, the Client confirms they have read, understood, and accepted the Terms and Conditions.
Continued use of the service implies ongoing acceptance of the Terms, and the Client agrees to adhere to all policies and operational procedures.
Contact Us
All changes, cancellations, or complaints relating to a booking must be notified to the Agency as soon as reasonably practicable by text message to 07802 618361.
In the event of a significant reason or emergency, the Agency may, subject to availability, be able to arrange extended or alternative cover on the same day. Where notice is short or suitable cover is unavailable, the booking may be cancelled without replacement. Cancellation fees apply in accordance with these Terms & Conditions.
Any questions relating to this Agreement should be directed to info@riamichaela.com