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 agreement 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 these Terms & Conditions:
• registering your details on riamichaela.com;
• submitting a Client Request Form; or
• requesting, confirming, or proceeding with any booking of services.
Acceptance may occur verbally, in writing, or by conduct, including but not limited to email, text message, WhatsApp, website form submission, or payment of any fee.
These Terms & Conditions apply to all confirmed bookings of services and are those in force at the time the booking is confirmed.
Ria Michaela Ltd is the legal entity operating The Nanny & Private Household Staff Agency and any associated or franchised territories.
For the purposes of these Terms & Conditions:
“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 and Continued Use
The Nanny & Private Household Staff Agency provides access to its services and to riamichaela.com subject to these Terms & Conditions.
The Client accepts and agrees to be bound by these Terms & Conditions by registering with riamichaela.com, submitting a booking request, confirming a booking verbally or in writing including email, text message, WhatsApp or website form, or by making any payment to the Agency.
Any booking, payment, or continued use of the Agency’s services after receipt of these Terms & Conditions constitutes acceptance of a legally binding agreement.
If the Client does not agree to these Terms & Conditions, the Client must not use the website or the Agency’s services.
Continued use of the Agency’s services confirms ongoing compliance with these Terms & Conditions and all applicable policies and operational procedures.
Scope of Services
Ria Michaela Ltd, trading as The Nanny and Private Household Staff Agency, operates as an independent household staffing and childcare placement agency. The Agency provides household staffing support, childcare support, educational assistance including homework support, and the introduction of suitable Candidates to Clients.
All services are delivered through the introduction, recommendation, or facilitation of suitable Candidates. The Agency does not directly employ Candidates on behalf of Clients and does not act as an employer in placements unless expressly agreed in writing under a separate agreement.
Following an introduction, any decision to engage a Candidate, agree duties, negotiate terms, or enter into an employment or contractual relationship is made solely between the Client and the Candidate. The Agency is not responsible for the ongoing supervision, management, or day to day direction of any Candidate once engaged by the Client.
The Agency provides non clinical services only. No services constitute counselling, therapy, medical advice, psychological support, diagnostic services, or mental health care. The Agency does not assess, diagnose, treat, or manage any medical, psychological, neurodiverse, behavioural, or mental health conditions. Responsibility for diagnosis, treatment, therapy, medication, or specialist intervention remains solely with the Client and appropriately licensed professionals.
All services are provided in accordance with the Agency’s standard operational policies. The Agency does not provide specialist medical, therapeutic, or clinical support. Clients remain responsible for seeking professional assistance for any medical, developmental, psychological, or specialist needs.
While the Agency takes reasonable steps in Candidate screening and introductions, no guarantee is made regarding compatibility, performance, continuity of service, developmental outcomes, behavioural progress, or educational achievement, as these depend on factors beyond the Agency’s control.
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 does not provide social, personal companionship, or informal advisory services.
Client Responsibilities and Compliance
Clients remain responsible for complying with the Agency’s Terms & Conditions and operational procedures. The Agency cannot assume responsibility where a Client’s personal circumstances affect their ability to comply. Where a Client is unable to comply with these Terms & Conditions, 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.
Invoices issued by the Agency must be paid within 24 hours of issue unless otherwise agreed in writing. Failure to make payment within this timeframe may result in suspension of services until all outstanding sums are cleared.
The Agency reserves the right to decline, restrict, or cancel future bookings where outstanding invoices remain unpaid.
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.
Replacement Provision
Where a permanent placement ends within thirty (30) calendar days of the Candidate’s commencement date, the Agency may, at its sole discretion, introduce a replacement Candidate without charging an additional introduction fee.
This replacement provision applies only where:
• the original introduction fee has been paid in full;
• the employment ended for reasons other than redundancy, relocation, significant change in duties, reduction in hours, or breach of employment law by the Client; and
• the Client has complied fully with these Terms & Conditions and all payment obligations.
No refund of the original introduction fee shall be made under any circumstances.
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. Once payment is received, the agreed date and time are reserved exclusively for the Client and will not be offered to other enquiries. 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 do not reserve or hold dates in advance and cannot be secured prior to the 24 hour window.
Where a booking is requested earlier than one day before the start time, or where the Client wishes to reserve a date by making payment, the booking will automatically 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 otherwise agreed.
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.
Non-Circumvention and Fees
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.
The Client agrees that if they engage, employ, retain, or otherwise contract with a Candidate introduced by the Agency within twelve (12) months of the original introduction date, whether directly or indirectly and whether on a permanent, temporary, part time, full time, or self employed basis, the applicable Agency introduction fee shall become immediately due and payable in full upon such engagement.
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 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 any additional losses, costs, or expenses arising from the breach.
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.
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 in accordance with these Terms & Conditions and 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 5:00 pm on the day prior to the start of care, where the booking was made the day before.
Emergency bookings cancelled after 5:00 pm 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 will be considered in accordance with these Terms and applicable consumer legislation.
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.
Data Protection
The Agency may collect, process, store, and share personal information relating to the Client where necessary for the provision of its services. All personal data is processed in accordance with applicable data protection legislation and the Agency’s Privacy Policy.
Liability
1. Employment Relationship
The Agency 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, the Agency shall not be liable for the acts or omissions of a Candidate during the course of their engagement by the Client.
2. Vetting Limitations
The Agency undertakes reasonable and thorough checks prior to introducing Candidates. However, the Agency cannot guarantee the ongoing accuracy or completeness of all Candidate-provided information. As part of our vetting process, Candidates are typically 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.
3. Exclusions
Liability for death or personal injury caused by negligence, fraud, or any other liability which cannot lawfully be excluded or limited under the laws of England and Wales remains unaffected by these Terms. The Agency shall not be liable for any indirect or consequential loss, including but not limited to loss of income, loss of opportunity, loss of reputation, or loss of anticipated savings.
4. Aggregate Cap
Subject to the above, the Agency’s total liability arising out of or in connection with the relevant booking or placement, whether in contract, tort including negligence, breach of statutory duty, or otherwise, shall not exceed the total fees paid by the Client to the Agency in respect of that specific booking or placement giving rise to the claim.
5. No Guarantee of Outcomes
The Agency does not guarantee compatibility between the Client and any Candidate, nor does it guarantee any particular outcome arising from a placement or booking. This includes, but is not limited to, developmental progress, behavioural improvement, educational achievement, continuity of service, or long term suitability. All such outcomes depend on factors outside the Agency’s control, including the working environment, supervision, and the nature of the engagement between the Client and the Candidate.
Working Environment and Candidate Safety
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.
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.
Force Majeure
The Agency shall not be liable for any delay or failure to perform its obligations under these Terms & Conditions where such delay or failure results from events, circumstances, or causes beyond its reasonable control.
Such events may include, but are not limited to, illness, accident, transport disruption, severe weather conditions, national emergency, industrial action, government restrictions, or unforeseen Candidate unavailability.
Where a force majeure event occurs, the Agency shall use reasonable endeavours to mitigate disruption and, where possible, offer alternative arrangements. However, the Agency shall not be liable for any resulting loss, inconvenience, or costs arising from such events.
Entire Agreement
These Terms & Conditions constitute the entire agreement between the Client and the Agency and supersede any prior discussions, correspondence, representations, or agreements relating to the subject matter. The Client acknowledges that they have not relied upon any statement, representation, or assurance that is not expressly set out in these Terms & Conditions.
Severability
If any provision of these Terms & Conditions is found to be invalid, unlawful, or unenforceable by a court of competent jurisdiction, that provision shall be severed from the remainder of the Terms & Conditions, and the remaining provisions shall continue in full force and effect.
Governing Law and Jurisdiction
This Agreement and any dispute or claim arising out of or in connection with it, its subject matter, or its formation shall be governed by and construed in accordance with the laws of England and Wales. The courts of England and Wales shall have exclusive jurisdiction to settle any such dispute or claim.
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