Privacy Notice – Prospective, Current and former customers.
Who does this Notice apply to?
This Notice applies to any prospective, current or former customers of Kiddiecare Nurseries.
There is a separate Privacy Notice for Staff and Suppliers which applies to prospective, current and former staff and suppliers (including employees, apprentices, agency workers and contractors).
Who controls your personal data?
All personal data is kept by Kiddiecare Nurseries, via electronic and hard copies. Each nursery manager is in control of their own nursery’s data.
What legal basis do we rely on to process your personal data?
Kiddiecare Nurseries relies on the following legal basis for processing your personal data.
Performance under a Contract: For prospective, current and former customers, most of the personal data we process is necessary for us to perform our obligations under a contract we have with you.
Legal Obligations: For prospective, current and former customers, there are many laws that require us to process your personal data. Examples include law and regulations for child/adult care, safeguarding, health and safety, tax and government funding.
Legitimate Interest: For prospective, current and former customers, we have a legitimate interest in processing some of your personal data. We will only process your personal data if our legitimate interests do not materially impact your fundamental rights, freedoms and interests. Some examples include:
Use of your email address to send you a newsletter, invoices, or information about our services, to set up with our tapestry (online learning journeys). You have the right to stop receiving these communications at any time.
Use of your phone number, in order for our marketing department to make contact with you to gain feedback about our services, and to receive messages from your nursery manager.
Special Categories of Personal Data: For prospective, current and former customers, we may need to process special categories of personal data necessary for the contract we have with you and in order to fulfil our legal obligations. Special categories of personal data that we may process include health, race, religion, sexual orientation, disabilities, union membership related information.
When do we collect your personal data?
There are a variety of contexts under which we will collect your personal data.
When you visit our websites or use our apps and social media, we will collect your personal data when:
We monitor your visit to any of our websites or engage with us on our apps or social media.
You provide information to us, for example when you contact us for information; create an account or update your account information; register, enrol or make a reservation for our services; or make a payment for our services.
When you call our Nurseries, we will collect your personal data when:
You provide information to us, for example when you contact us for information or customer service; book a visit or appointment; create an account or update your account information; register or make a reservation for our services; or make a payment for our services.
When you receive services from us, we will collect your personal data when:
You provide information to us, for example when you contact us for information or customer service; book a visit or appointment; register, enrol or make a reservation for our services; make a payment for our services; and complete and submit forms.
We complete forms, assessments and other documentation required for you to receive the services.
What personal data do we collect and process?
If you are a prospective customer, we will process the following categories of personal data about you:
All personal data that you provide to us so that we may process your request for information.
Sensitive personal data which could include health-related information relevant to determine suitability of the service.
If you are a current or former customer, we will process the following categories of personal data about you:
All personal data that you provide to us while you are receiving our services..
Care and service records that could include, for example, notes from meetings/calls; observations and assessments of you or your dependent’s activities while we provide services to them (including illnesses, sleep, nappy changes, meals, medication, learning, interactions with others, and accidents); review and feedback on you or your dependent’s education/school applications; photographs to share with you and for identification purposes or learning records; and utilisation reports (including dates of service, user of service and reasons for service).
If you receive government funding, we receive personal data from the government on your eligibility for the funding and other reporting identifiers.
Government agencies may provide us with personal data to support their regulatory obligations or investigations.
Other personal data provided to us by third parties in order to meet our legal obligations, ie inclusion and CDC, Social care
Personal data about you and/or your dependent as necessary to respond to and defend legal claims or to pursue legal claims.
Sensitive personal data about you and/or your dependent which could include:
Health-related and religious information necessary to provide the child/adult care or coaching services such as allergies, dietary requirements, medicines, health conditions, sickness; and/or
race, religion, sexual orientation, disabilities and union membership related information necessary to provide the educational advising and tuition assistance services.
Why do we collect personal data?
We limit the collection of personal data to what is necessary. Below, we have highlighted the main reasons for collecting your personal data:
Respond adequately to your requests for services or information.
Provide services to you and/or your dependants, including providing a safe and healthy care environment; administering first aid and other medical care as necessary; and supporting with education, training, curriculum, communication, administration, and record-keeping.
Provide resource material/information regarding our services and areas of interest to you, such as parenting, childcare, adult care, education, wellbeing, and work/life balance.
Comply with laws, and government regulations/standards.
Facilitate and process payments for the services.
Fulfil tax, reporting, and other financial requirements and obligations.
Prevent or detect unlawful acts.
We don’t sell your personal data to any third parties.
Where do we process and store your personal data?
Electronic Information:
Personal data will remain on electronic storage data systems in the nursery where we provide the service. Although this can be emailed through our secure email system to our Head office and our marketing department.
Hardcopy Information:
The hardcopy of personal information we collect remains in the nursery where you receive the services or provide the information. Once a customer has left the nursery, their personal details are then archived and stored in a secure unit.
Who do we share your personal data with?
We consider your personal data confidential and do not share it with anyone else except as described in this Notice. There are limited circumstances that require us to disclose your personal data to others in order to deliver our services and meet our contractual or legal obligations or legitimate business interests.
Examples include:
Comply with Legal Requirements: We share personal data if required by law/regulations or as we reasonably determine to be necessary and as permitted by law to protect our rights or the rights of others, to prevent harm or damage to persons or property, to fight fraud, or to enforce our website terms of use or other contractual rights of use. For example, we may be contacted by social care to disclose information which may reduce the harm to a child.
Kiddiecare Nurseries marketing and finance team: We may share your personal data with our marketing and finance team, this is to ensure the nursery is operating to its best capacity.
How long do we keep your personal data?
Whenever we collect or process your personal data, we’ll only keep it for as long as is necessary for the purpose for which it was collected and as required under law. At the end of that retention period, your data will either be deleted completely or anonymized and shredded.
What rights do you have over your personal data?
You have the right to request:
Access to the personal data we hold about you, free of charge in most cases, while it is on nursery property. There may be a small charge once the information has been archived.
The rectification of your personal data to ensure that it’s up-to-date, accurate and complete.
We stop processing your personal data for direct marketing purposes (either through specific channels or all channels).
To request copies of your personal data, please email admin@kiddiecarenurseries.co.uk
To ask for your information to be amended, please speak to your nursery manager.
To ask for us to stop direct marketing communications to you, you can:
If you have a tapestry account, log in to your account and change your preferences, Or speak to your nursery manager who can delete you from the system.
For the nursery app, you can log out from it manually.
In circumstances where we are processing your personal data on the basis of our legitimate interest, you can ask us to stop for reasons connected to your individual situation. We must then do so unless we believe we have a legitimate overriding reason to continue processing your personal data that doesn’t infringe your rights and freedoms. You have the right to challenge our decision to the Supervisory Authority or seek legal redress through the courts.
If you feel that your personal data hasn’t been handled correctly, or you are unhappy with our response to any requests you have made regarding the use of your personal data, you have the right to lodge a complaint with the relevant Supervisory Authority.
You can contact our head office at headoffice@kiddiecarenurseries.co.uk
How do we protect your personal data?
We utilise appropriate technical, organisational, and physical safeguards to protect your personal data we process in both physical and electronic formats. We provide adequate and appropriate data protection, privacy and security training and conduct internal periodic quality assurance audits to ensure we maintain these standards.
However, please note that no computer system or information can ever be fully resilient against every possible hazard or risk. We do maintain appropriate levels of security in accordance with data protection, privacy and security laws and regulations in the territories we operate and keep these under review.
You also play a valuable part in protecting the security of your personal data. You should never share with anyone your password to access tapestry or the nursery app.
Will this Notice change?
This Notice is subject to change in order to remain compliant with data protection and privacy laws. We will post revisions to this Notice on our websites. Please check back periodically, especially before you provide any personal information. This Notice was updated in February 2020.
Any Questions?
We hope this Notice has been helpful in setting out the way we process your personal data and how we do this in a transparent and accountable manner.
If you have any questions that haven’t been covered by this Notice, please contact our Global Privacy Officer at:
Email: admin@kiddiecarenurseries.co.uk ; or
Post: Attn: Kiddiecare Nurseries, Administrator, Skylark community centre, Pine Place, Hayes, UB4 8RA.