Cancellations

Your guide to Be My Parent cancellation fees.

When we receive your referrals (including referral form, text of profile and photographs or video clips), they are processed by the Be My Parent team. All the information from the referral is logged into our database. Photographs are checked, and if necessary scanned and touched up to improve the quality of the image or remove any identifying elements, such as school logos. Video clips are checked, and if necessary slightly edited, then converted and uploaded onto our system. Profiles are carefully reviewed and edited by our Editorial team. They are then passed to our Child Placement Consultants, who may well have a telephone discussion with you to clarify some points, or to make suggestions to improve your chances of finding a suitable match. A final version of the proposed profile is then sent back to you for approval before they can be sent to the printers for the proofs to be prepared if the referral goes in the newspaper, or before they are published on the website.

Because of all these processes, a good deal of work is done on each referral weeks before it is due to appear in the paper or published on the website. Our cancellation fees are based on how much work has already been done on your referral at the point of withdrawal. Therefore, if you wish to cancel a referral and repeats in future, it is best to inform us as soon as possible, as less work will have been done to process the referral.

The cancellation policy below will apply with effect from 1 June 2010. Please contact us for more information.

Please refer to our publication dates, deadlines and referral fees to help you work out your cancellation fee.

Cancellation of new referral to the Be My Parent newspaper, or newspaper and website combined
Cancellation of running referral to the Be My Parent newspaper, or newspaper and website combined
Cancellation of new referral to the Be My Parent website only
Cancellation of running referral to the Be My Parent website only
Putting referrals on hold

1) For referrals to the Be My Parent newspaper, or newspaper and website combined

a) Cancellation of new referral
(This also applies to re-referrals of children previously featured in Be My Parent)

The applicable cancellation fee will depend on the stage of the process at which you notify us
NB: all timelines mentioned below are indicative based on our referral deadline and publication dates for future issues. Once you have contacted us to cancel a profile, we will be able to confirm the exact stage of that particular referral.

Stage of the process

Cancellation fee applicable

Before your referral has been processed (or “booked in”) by the Editorial Team
(NB: this can happen before the actual referral deadline)

None

After the Editorial Team has processed/booked in your referral
(from around referral deadline to approximately 2 working days afterwards)

15 per cent of the referral fee

After the Editorial Team has started editing the profile
(from around referral deadline to approximately 7 working days afterwards)

30 per cent of the referral fee

After the Child Placement Consultant has started reviewing the profile
(between 2 working days and 2 weeks after referral deadline)

50 per cent of the referral fee

At proof stage (after we have sent all material to the typesetter)
(approximately 3 weeks after the referral deadline)

75 per cent of the referral fee
NB - where possible, the profile and photograph will be taken out of the paper, as long as you have notified us before the newspaper has gone to print.

Once the issue has gone to press
(approximately 5 working days before the publication date)

100 per cent of the referral fee

NB – If you have referred a child or children for 2 or 3 months, the cancellation fees above will be applied to the fee for a 1 month referral only.

Please note that we will not be able to withdraw a child from the newspaper less than 5 working days before the publication date as the paper will be printed at that time. However, we will be able to let enquirers know that you are no longer family-finding for the child, or put the child “on reserve”, i.e. keep a log of those enquirers for you should you wish to contact them in the future. Profiles on the website can be removed pretty much with immediate effect.

b) Cancellation of running referral
(This also applies to re-referrals of children previously featured in Be My Parent)

If you wish to cancel an existing referral which is already running, any remaining credit will be refunded to your agency. For example, if you withdraw a child booked for three issues after two, we will invoice you for two issues only (if we have already issued an invoice, we will credit this and issue a new one). This will apply to newspaper only, as well as combined newspaper and website, referrals.

2) Referrals to the Be My Parent website only

a) Cancellation of new referral

The applicable cancellation fee will depend on the stage of the process at which you notify us.
NB: all timelines mentioned below are indicative based on our referral deadline and publication dates for future issues. Once you have contacted us to cancel a profile, we will be able to confirm the exact stage of that particular referral.

Stage of the process

Cancellation fee applicable

Before your referral has been processed (or “booked in”) by the Editorial Team
NB: the referral may be booked as early as on the day we receive it

None

After the Editorial Team has processed/booked in your referral
(up to approximately 2 working days after we receive the referral)

15 per cent of the referral fee

After the Editorial Team has started editing the profile
(approximately 5 to 8 working days after we receive the referral)

30 per cent of the referral fee

After the Child Placement Consultant has started reviewing the profile
(approximately 10 to 14 working days after we receive the referral)

50 per cent of the referral fee

After we have submitted the edited profile back to you for approval
(approximately 14 to 18 working days after we receive the referral)

75 per cent of the referral fee
NB - where possible, the profile and photograph will be taken out of the paper, as long as you have notified us before the newspaper has gone to print.

After the profile has been published on the website
(approximately 21 to 28 working days after we receive the referral)

100 per cent of the referral fee

b) Cancellation of running referral

Once the profile has been published on the website, the full referral fee will remain payable. Please note that profiles on the website can be removed pretty much with immediate effect after you’ve notified us.

3) Putting referrals “on hold”

If circumstances change after you have made a referral, and you want to put the referral on hold while the situation is clarified, please notify us as soon as possible.

We will apply the above cancellation fee (depending on the amount of work carried out) and invoice you accordingly.

However, if you then decide to go ahead and refer the child to Be My Parent within 4 calendar months of informing us, we will refund the cancellation fee and simply invoice you for that latest referral.

Last updated: 07 June 13

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