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This privacy notice explains what personal data we collect, why we collect it, how we use it and how we protect it.


● What personal data do we collect?

We collect personal data about you and your child to provide care and learning that is tailored to meet your child’s individual needs. 


Personal details that we collect about your child include:

your child’s name, date of birth, address, health and medical needs, development needs, and any special educational needs 


Where applicable we will obtain child protection plans from social care and health care plans from health professionals.


We will also ask for information about who has parental responsibility for your child and any court orders pertaining to your child.


Personal details that we collect about you include:

your name, home address, phone numbers, email address, emergency contact details, and family details. (This information will be collected from you directly in the registration form.)


 and, if required to make a payment to you, your bank details. 


● Why we collect this information and the legal basis for handling your data

We use personal data about you and your child in order to provide childcare services and fulfil the contractual arrangement you have entered into. This includes using your data to:

contact you in case of an emergency

to support your child’s wellbeing and development

to manage any special educational, health or medical needs of your child whilst at our setting

to carry out regular assessment of your child’s progress and to identify any areas of concern

to maintain contact with you about your child’s progress and respond to any questions you may have

to keep you updated with information about our service


With your consent, we will also record your child’s activities for their individual learning record. This may include photographs and videos. You will have the opportunity to withdraw your consent at any time, for images taken by confirming so in writing.


We have a legal obligation to process safeguarding related data about your child should we have concerns about their welfare. We also have a legal obligation to transfer records and certain information about your child to the school that your child will be attending (see Transfer of Records policy).


● Who we share your data with

In order for us to deliver childcare services we will also share your data as required with the following categories of recipients:

banking services to process payments (as applicable)

the government’s eligibility checker (as above)

our insurance underwriter (if applicable)

our setting software management provider 

the staff who work for the classes


We will also share your data if:

we are legally required to do so, for example, by law, by a court or the Charity Commission;

to enforce or apply the terms and conditions of your contract with us;

to protect your child and other children; for example by sharing information with social care or the police;

it is necessary to protect our or other’s rights, property or safety

We transfer the management of the setting, in which case we may disclose your personal data to the prospective buyer so they may continue the service in the same way.


We will never share your data with any other organisation to use for their own purposes 


● How do we protect your data?

We protect unauthorised access to your personal data and prevent it from being lost, accidentally destroyed, misused, or disclosed by establishing a clear internal process to handle personal data which provides that:

Any personal data that we collected is to be stored on our shared network drive in the cloud where it will be password protected and backed up. 

Different rights of access to personal data should be allocated to different users depending on their role description and need to access personal or confidential data.

Staff should not transfer personal data relating to the members from the database to personal computers or other devices, and should not disclose personal data on the database to any person outside our organisation except where needed for our setting’s activities.

Staff should not print personal data contained on the database except where needed for our setting’s activities. Where data from the database is printed, paper copies of the personal data should only be retained for as long as they are needed and should then destroyed.

Personal data should not be shared with third parties without first ensuring that appropriate care will be taken in relation to the personal data. 

Paper records containing personal data must be kept securely. Paper files which are no longer required should be disposed of in the confidential shredding bins.


● How long do we retain your data?

We retain your child’s personal data for up to 3 years after your child no longer uses our setting. Medication records and accident records are kept for longer according to legal requirements. Your child’s learning and development records are maintained by us and handed to you when your child leaves (if applicable).


In some instances (child protection, or other support service referrals) we are obliged to keep your data for longer if it is necessary to comply with legal requirements.


● Your rights with respect to your data

You have the right to:

request access, amend or correct your/your child’s personal data

request that we delete or stop processing your/your child’s personal data, for example where the data is no longer necessary for the purposes of processing; and

request that we transfer your, and your child’s personal data to another person


If you wish to exercise any of these rights at any time or if you have any questions, comments or concerns about this privacy notice, or how we handle your data please contact us, If you have continue to have concerns about the way your data is handled and remain dissatisfied after raising your concern with us, you have the right to complain to the Information Commissioner’s Office (ICO). The ICO can be contacted at Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF or


● Changes to this notice

We keep this notice under regular review. You will be notified of any changes where appropriate.

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