PRIVACY POLICY

Introduction to Privacy policy

We are committed to ensuring that any personal data we hold about children, parents, and website visitors is protected in accordance with General Data Protection Regulation (GDPR) and is used in line with all expectations.

What Data We Collect

For Nursery Services:

  • Personal details from application forms and contact forms

  • Child development observations, photos, and videos using nursery equipment

  • Emergency contact information

  • Medical and dietary requirements

  • Special educational needs information

  • Where applicable, child protection plans from social care and health care plans from health professionals

For Website Visitors:

  • Contact information submitted through forms (name, email, phone number)

  • Website usage data through cookies and analytics

  • Marketing preferences and communication history

Why We Collect This Information

We use personal data to provide childcare services and fulfil our contractual arrangements. This includes:

  • Contact and Communication: To reach you in case of emergencies and keep you updated about our services

  • Child Development: To support your child's wellbeing, development, and learning journey

  • Health and Safety: To manage any special educational, health, or medical needs while at our setting

  • Assessment and Progress: To carry out regular assessments and identify areas of development

  • Government Requirements: To process claims for funded childcare (30 hours free childcare, Early Years Pupil Premium)

  • Marketing Communications: To keep you informed about our services, events, and educational resources

  • Learning Records: To document your child's activities and create individual learning journals (may include photographs and videos)

Legal Obligations:

  • We have a legal obligation to process safeguarding-related data about children if we have concerns about their welfare

  • We must transfer records and certain information to the school your child will be attending

  • We must comply with Ofsted requirements and government funding regulations

How We Share Your Data

To deliver our childcare services, we may share data with:

  • Local Authority (for funded childcare claims and EYPP)

  • Government eligibility checker (for funding verification)

  • Ofsted (regulatory compliance)

  • Our nursery management software providers (for record keeping)

  • Schools/childcare settings that your child will attend

  • Early years consultants employed for quality improvement

  • Healthcare professionals (when relevant to your child's care)

  • Ealing Early Start Team (for additional support services)

  • ECIRS (Ealing Children's Integrated Response Service) - for safeguarding

  • ESCAN (Ealing Service for Children with Additional Needs)

We Will Also Share Data If:

  • We are legally required to do so (by law or court order)

  • To enforce our terms and conditions

  • To protect children (sharing with social care or police)

  • It is necessary to protect our rights, property, or safety, or that of others

We will never share your data with any other organisation for their own marketing purposes.

How We Protect Your Data

We prevent unauthorised access and protect against loss, accidental destruction, misuse, or disclosure by:

  • Digital Security: All devices holding personal data are password protected and protected from viruses

  • Physical Security: Personal information is kept in locked rooms and secure filing systems

  • Staff Training: All staff are trained in data handling and sign confidentiality agreements

  • Access Controls: Information is shared only on a 'need to know' basis

  • Regular Reviews: We regularly review and update our security measures

How Long We Keep Your Data

  • General Records: We retain personal data for up to 6 years after your child leaves our setting

  • Outstanding Fees: Data may be kept longer if fees are outstanding

  • Ofsted Requirements: Until our next Ofsted inspection after your child leaves

  • Medical Records: Medication and accident records are kept according to legal requirements

  • Learning Records: Development records are maintained and transferred when children leave

  • Safeguarding Records: In cases involving child protection or support service referrals, we may keep data longer to comply with legal requirements

Cookies and Website Analytics

Our website uses cookies to:

  • Improve your browsing experience

  • Analyse website traffic and usage

  • Remember your preferences

  • Provide relevant content and advertisements

You can control cookies through your browser settings. For more information about cookies and how to manage them, visit

www.allaboutcookies.org

Marketing Communications

We may use your contact information to send you:

  • Updates about our nursery services

  • Educational resources and parenting tips

  • Information about events and activities

  • Newsletter and seasonal communications

You can opt out of marketing communications at any time by:

  • Clicking the unsubscribe link in any email

  • Contacting us directly

  • Updating your preferences when we call you

Your Rights

You have the right to:

  • Access: Request copies of your personal data

  • Rectification: Request correction of inaccurate personal data

  • Erasure: Request deletion of your personal data (in certain circumstances)

  • Restrict Processing: Request that we limit how we use your data

  • Data Portability: Request transfer of your data to another organisation

  • Object: Object to processing of your data for marketing purposes

  • Withdraw Consent: Withdraw consent for data processing at any time videos)

Automated Decision-Making

We do not make any decisions about children based solely on automated decision-making systems.

Contact Us

If you have any questions about this privacy policy or wish to exercise your rights, please contact us:

Snowflakes Day Nursery & Montessori

Email:
[email protected]

Phone:
02088458998
Address:
8 Higham Mews,
Grand Union Village,
Northolt,
UB56FP

Legal Obligations:

  • We have a legal obligation to process safeguarding-related data about children if we have concerns about their welfare

  • We must transfer records and certain information to the school your child will be attending

  • We must comply with Ofsted requirements and government funding regulations

Complaints

If you remain dissatisfied with how we handle your data after raising concerns with us, you have the right to complain to the Information Commissioner's Office (ICO):

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF

Website: ico.org.uk
Phone: 0303 123 1113

  • Contact and Communication: To reach you in case of emergencies and keep you updated about our services

  • Child Development: To support your child's wellbeing, development, and learning journey

  • Health and Safety: To manage any special educational, health, or medical needs while at our setting

  • Assessment and Progress: To carry out regular assessments and identify areas of development

  • Government Requirements: To process claims for funded childcare (30 hours free childcare, Early Years Pupil Premium)

  • Marketing Communications: To keep you informed about our services, events, and educational resources

  • Learning Records: To document your child's activities and create individual learning journals (may include photographs and videos)

Legal Obligations:

  • We have a legal obligation to process safeguarding-related data about children if we have concerns about their welfare

  • We must transfer records and certain information to the school your child will be attending

  • We must comply with Ofsted requirements and government funding regulations

Changes to This Policy

We may update this privacy policy from time to time. Any changes will be posted on this page with an updated revision date. We encourage you to review this policy periodically.

This policy ensures we meet our obligations under GDPR while maintaining transparency about how we care for your family's personal information.

Independent Reviews

Legal

  • Northolt Branch

    Address:

    8 Higham Mews

    Grand Union Village,

    Northolt,

    UB5 6FP

  • Southall Branch
    Address:
    100 Carlyle Avenue,

    off Lady Margaret Road,
    Southall,

    UB1 2BL

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