1. Introduction
Welcome to Sunny Smiles Nursery. We take your privacy seriously and are committed to protecting your personal data. This privacy policy explains how we collect, use, and safeguard your information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. What Data We Collect
We may collect and process the following personal data:
- Parents/Guardians: Name, address, telephone number, email address, emergency contacts, payment details.
- Children: Name, date of birth, medical information (including allergies and dietary needs), emergency contact details, attendance records, developmental progress, photographs (with consent).
- Staff & Volunteers: Name, contact details, DBS checks, employment records, qualifications, and payroll information.
3. How We Collect Your Data
We collect data:
- Directly from parents/guardians via registration forms, contracts, and communications.
- From medical professionals or local authorities where necessary.
- Through our website, if you submit an enquiry or use cookies.
4. How We Use Your Data
We use your personal data to:
- Provide childcare services and ensure the well-being of children.
- Communicate with parents/guardians about their child’s care.
- Maintain records for safeguarding, legal, and regulatory purposes.
- Process payments and manage nursery fees.
- Improve our services and comply with Ofsted and other regulatory requirements.
5. Legal Basis for Processing Data
We process your data based on the following legal grounds:
- Contractual necessity – to provide childcare services.
- Legal obligation – compliance with safeguarding laws and regulatory requirements.
- Legitimate interests – for the efficient running of the nursery.
- Consent – for optional uses such as photos for marketing purposes.
6. Data Sharing
We may share your data with:
- Regulatory bodies such as Ofsted and local authorities where required.
- Healthcare professionals in case of emergencies.
- Third-party service providers (e.g. payment processors) where necessary.
- We do not sell or share data for marketing purposes.
7. Data Security
We take appropriate security measures to protect your data, including:
- Secure storage of paper and electronic records.
- Access restricted to authorised personnel only.
- Regular review of data protection procedures.
8. Data Retention
We retain personal data only as long as necessary:
- Children's records: Kept for at least three years after they leave the nursery (or longer if required by law).
- Financial records: Kept for six years for tax purposes.
- Staff records: Kept for at least six years after employment ends.
9. Your Rights
Under UK GDPR, you have rights including:
- The right to access, rectify, or erase your personal data.
- The right to restrict or object to processing.
- The right to data portability (where applicable).
- The right to withdraw consent (where processing is based on consent).
To exercise these rights, contact us at team@sunnysmilesnursery.co.uk
10. Contact Us
If you have any questions about this policy or your data, please contact:
Sunny Smiles Nursery
team@sunnysmilesnursery.co.uk
07715 244919
If you are not satisfied with how we handle your data, you have the right to complain to the Information Commissioner’s Office (ICO) at www.ico.org.uk.
11. Changes to This Policy
We may update this privacy policy from time to time. Any changes will be posted on our website or communicated to parents as necessary.