Enchanted Nursery Ltd, provides quality full time childcare to children aged 3 months to 11 years.
This policy describes how Enchanted collects, uses and manages the information it holds about you, and your child including how the information may be shared and how the confidentiality of customer information is maintained. Any reference to the “Website” is to www.enchnatednursery.co.uk.
- When do we collect personal data about you?
When we refer to personal data in this policy, we mean information that can or has the potential to identify you or your child as an individual.
We will collect and process personal data about you or your child at the following stages:
Child/ Parent– During your attendance and preparation of registration with us as a child/parent.
Learning/Development Assessment – When we undertake a more detailed assessment of your needs as a child/parent during the registration period (only if applicable).
Community Enquiry –From the outset – When you enquire about our wide range of services by visiting our websites, completing an enquiry form, speaking to us over the telephone or visiting one of our nurseries.
Community Visit – When you or a responsible party comes to visit us for a tour or inspection to discuss our services in more detail.
- What personal data may we collect from you and why?
Personal Data*:
- Name
- Address
- Telephone Number
- Email Address
- Date of Birth
- Dietary Information
- Gender
- Marital Status
- Ethnic Origin
- Religion
- Health Information
- Photographs
- Banking detail (if applicable)
- Date of Admission
- Details of any incidents that occur
- Spouse details
- Siblings details
- Children’s details
- Responsible person’s details
- Bill payer’s details
- Enquirer’s details
- GP details
- Previous childcare setting details
- Online Identifiers (IP Address)
*Please note that your decision to provide any personal data listed above to us is voluntary. If you chose not to provide any of the personal data requested, our ability to enter into a contract and or fulfil obligations to you arising from any contract may be limited.
Learning/Development Assessment – During this stage we rely on our ‘legitimate interests’ to process your personal data.
Personal Information –
- To provide you or a responsible party with information about products and services that you request from us.
- To provide you or a responsible party with information about products and services that we feel may be of benefit to you
- To maintain contact with you and to provide you with ongoing information about related services that we feel may be of benefit to you
- To understand the level of needs required liaising with the relevant outside agencies
- Internal record keeping and administration
Community Enquiry – During this stage we rely on our ‘legitimate interests’ to process your personal data.
Personal Information –
- To provide you or a responsible party with information about services that you request or that we feel may be of benefit to you
- To maintain contact with you and to provide you with ongoing information about related services that we feel may be of benefit to you
- Internal record keeping and administration
Online Identifiers –
- For system administration and internal tracking
Community Visit – During this stage we rely on our ‘legitimate interests’ to process your personal data.
Personal Information –
- To provide you or a responsible party with information about products and services that you request from us
- To provide you or a responsible party with information about products and services that we feel may be of benefit to you
- To maintain contact with you and to provide you with ongoing information about related services that we feel may be of benefit to you
- To understand the level of needs required liaising with the relevant outside agencies
- Internal record keeping and administration
Registration and starting at the nursery–During this stage we will rely on ‘contractual necessity’ to process your personal data with the exception of some data that we will rely on ‘legal obligation’.
Personal Information –
- To carry out our obligations to you arising from any contract, such as
- Responding to your queries and every day childcare needs,
- Supporting your child in an educational capability
- Billing, accounting and payment services
- Responding to requests where we have a legal or regulatory obligation to do so
- Assessing the quality and type of childcare you have received and any concerns or complaints you may raise
- Internal record keeping and administration
- For internal audit and accounting purposes together with the preparation and review of management information
- Data sharing and transfers
Sharing of Information
Personal information will only be shared where necessary with Outside Agencies who are reputable and trusted, and who work alongside our setting on a regular basis. In most instances this will only relate to your child.
| Outside Agencies | Relating to | Parent/Guardian Permission access |
| Services for Young Children (SfYC) | Funding, family support | Parent Funding Declaration Form, Online Application |
| SEN Inclusion Team, (SfYC) Portage, SALT, Area InCo | Additional educational support | Referrals and Request for support |
| Children’s Services Social workers | Safeguarding, family support | Permission will not always be required if we feel a child may be at risk of harm. Registration Form |
| Health Professionals
Health Visitors, Physiotherapists, Community Nurses, Counsellors. |
Child health, development and additional support for child or family | Referrals and Request for Support |
| Schools and alternative Childcare providers, past or future
(This may include out of county in some instances) |
Transitions and Child Learning and Development | Information Sharing Permission – Registration Form |
| Emergency Services | Health and Safety and reporting of incident | Laws outlining withholding of information and obstruction |
| Advertising companies connected with the Nursery | To take photographs for advertising or professional images | Photograph/ Advertising Permission – Registration Form |
- How we protect your personal data
We maintain appropriate technical and organisational measures designed to protect your personal data against loss or accidental, unlawful or unauthorised, alteration, access, disclosure or use.
- Retention period
We retain personal data for as long as we reasonably require it for legal and business purposes. In determining data retention periods, Enchanted also takes into consideration local laws, relevant regulations and contractual obligations.
- Your rights as a data subject
At any point while we are in possession of or processing your personal data, you, the data subject, or as the guardian of the child whom of which we hold details, have the following rights:
- Right of access – you have the right to request a copy of the information that we hold about you.
- Right of rectification – you have the right to correct data that we hold about you that is inaccurate or incomplete.
- Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
- Right to restriction of processing – where certain conditions apply you have the right to request that we restrict the processing.
- Right of portability – in certain circumstances you have the right to have the data we hold about you transferred to another organisation.
- Right to object – you have the right to object to certain types of processing such as direct marketing.
- Right to object to automated processing and profiling.
All of the above requests will be forwarded on should there be a third party involved in the processing of your personal data.
If you would like to exercise any of your data subject rights, please contact us using one of the methods highlighted below.
- Contact Information
Please contact us if you have any questions about our privacy policy or information we hold about you:
- By email at info@enchantednursery.co.uk
- By writing to us at Data Protection Officer, Enchanted Nursery, 36 Wilcot Close, Bisley, Surrey GU24 9DE
- How Do We Protect Your Information?
We follow strict security procedures in the storage and disclosure of information that you have given us, to prevent unauthorised access in accordance with the UK data protection legislation. We are strongly committed to data security and we take reasonable and appropriate steps to protect your personal information from unauthorised access, loss, misuse, alteration or corruption. We have put in place physical, electronic, and managerial procedures to safeguard and secure the information you provide to us.
Despite the existence of these measures, please note that information transmitted through the Internet is not completely secure and we are unable to guarantee that your data will remain absolutely secure during transmission. Any transmission of data is at your own risk.
- Your Rights
In order to maintain the accuracy of our database you can update or remove any of your personal details by emailing info@enchantednursery.co.uk.
We may disclose your personal information (including your sensitive personal information) if required to do so by law or where such disclosure is necessary in order for us to take action in respect of any infringement by you of our Terms and Conditions or any other actual or suspected illegal activity by you.
- Other Websites
Please note that any information posted on or through the public areas of the Website is generally accessible to third parties. There is a risk that these third parties may use the information provided for their own purposes and that this may also result in unsolicited messages or other contact from third parties. It is your responsibility to decide what information you disclose on public areas of the Website. This Website may contain links or references to other websites outside of our control. You also have the ability to access third party websites and services through the Website. Please be aware that we have no control over these websites and our Privacy Policy does not apply to these sites. We encourage you to read the privacy statements and terms and conditions of linked or referenced sites you enter.
Our Website may include third party advertising and links to other websites and social networks. Please note that we do not endorse or control the policies or practices of any website to which we provide a link or any social network to which you may have access through the Website. You should always read carefully the privacy policy of any website you access or social network through which you share personal information in order to understand how they will use your data. We do not disclose individually identifiable customer personal data to these advertisers or third party websites.
- Complaints
In the event that you wish to make a complaint about how your personal data is being processed by us (or third parties as described above) please contact the data protection officer at the address detailed above.
If you are not satisfied with how your complaint has been handled, you have the right to log a complaint directly with the supervisory authority at the Information Commissioner’s Office (ICO) Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF. Tel 0303 123 1113 or 01625 5457
- Use of cookies
You can read more about our use of cookies on our Cookies Policy.
- Glossary
Consent
In certain circumstances, we are required to obtain your consent to the processing of your personal data in relation to certain activities.
Article 4 of the GDPR states that (opt-in) consent is “any freely given, specific, informed and unambiguous indication of the data subject’s wishes by which he or she, by a statement or by a clear affirmative action, signifies agreement to the processing of personal data relating to him or her.” In plain language, this means that:
- you have to give us your consent freely;
- you have to know what you are consenting to;
- you should have choice over which processing activities you consent to and which you don’t; and
- you need to take positive and affirmative action in giving us your consent
We will keep records of the consents that we have received from you.
You have the right to withdraw your consent to these activities. You can do so at any time, and details of how to do so can be found above.
Contractual necessity
Article 6 of the GDPR states that we can process your data on the basis that such processing is necessary in order to enter into or perform a contract with you.
The “contractual performance” lawful basis permits the processing of personal data in two different scenarios:
- Situations in which processing is necessary for the performance of a contract to which you, the data subject, is a party. This may include, for example, processing your health details for the provision of residential care.
- Situations that take place prior to entering into a contract such as pre-contractual relations. For example, a formal review of the health confirmation collected during the care package assessment to determine the level of care required and the associated residential costs.
From the point at which contract negotiations commence and throughout your stay with us we will rely on contractual necessity as the lawful basis for the majority of personal data processing activities.
Compliance with legal obligations
Article 6 of the GDPR states that we can process your data on the basis that the we have a legal obligation to perform such processing. Processing is permitted if it is necessary for compliance with a legal obligation.
Legitimate Interests
Article 6 of the GDPR states that we can process your data where it is necessary for the purposes of the legitimate interests pursued by us or by a third party, except where such interests are overridden by the interests or fundamental rights or freedoms of you which require protection of personal data.