Privacy Policy – Maygardens Little Learners

Last updated: 2024

Maygardens Little Learners ("we", "us", "our") is committed to protecting the privacy of all individuals whose data we hold, including children in our care, their parents and carers, and visitors to our website. This Privacy Policy explains how we collect, use, store, and protect personal information.

1. Who We Are

The data controller is Maygardens Little Learners, operating from St. Richards Church, Sussex Crescent, Northolt, UB5 4DR. You can contact us at info@maygardenslittlelearners.co.uk or on 020 3915 3793.

2. Personal Data We Collect

2.1 Children and Families

When a child is registered with us, we collect information including:

Child's full name, date of birth, address, and gender
Parent/carer names, contact details, and relationship to child
Emergency contact information
Medical information, allergies, and dietary requirements
Information about the child's development and learning
Photographs taken for the child's learning journey and our records
Funding eligibility information (e.g. government free hours codes)
Information relevant to safeguarding

2.2 Website Visitors

When you visit our website or complete our contact form, we may collect:

Name and contact details provided in enquiry forms
Technical data such as your IP address, browser type, and pages visited (via cookies)

3. How We Use Your Information

We use the personal data we collect for the following purposes:

To provide childcare and early education services to your child
To communicate with parents and carers about their child's care, development, and wellbeing
To maintain accurate records as required by our registration with Ofsted and the EYFS Statutory Framework
To administer funding entitlements and fees
To safeguard and promote the welfare of children
To respond to enquiries submitted via our website or by phone/email
To improve our website and services

4. Legal Basis for Processing

We process personal data on the following legal bases under the UK General Data Protection Regulation (UK GDPR):

Contract: Processing necessary to provide childcare services under our agreement with families
Legal obligation: Processing required to comply with our statutory obligations, including Ofsted registration, safeguarding duties, and EYFS requirements
Legitimate interests: Processing necessary for the legitimate interests of running our nursery, including responding to enquiries and improving our services
Consent: Where we rely on consent (e.g. for the use of photographs in promotional materials), we will always seek explicit consent and you may withdraw it at any time

5. Sharing Your Information

We may share your personal information with:

Ofsted — as required by our registration as a childcare provider
Local authority — to administer funding entitlements and, where necessary, for safeguarding purposes
Baby's Days — our EYFS management system provider, under a data processing agreement
Health and other professionals — with parental consent or where required by law to safeguard a child
Emergency services — where there is an immediate risk to the safety of a child or others

We do not sell, rent, or trade your personal data to any third party for marketing purposes.

6. Data Retention

We retain children's records for a minimum of three years after the child leaves our setting, or longer where required by law. Financial records are retained for seven years. Website enquiry data is retained for twelve months unless you become a registered family.

7. Cookies

Our website uses cookies to improve your experience. Cookies are small text files placed on your device. We use the following types of cookies:

Type	Purpose	Duration
Essential / Functional	Required for the website to function correctly (e.g. remembering your cookie preferences)	Session / 12 months
Preferences	Remember your settings and preferences when you return to the site	12 months
Statistics / Analytics	Help us understand how visitors use our website so we can improve it (anonymous data)	Up to 24 months
Marketing	Used to display relevant advertising (only with your consent)	Up to 12 months

You can control cookies through your browser settings or using the cookie consent options on our website. Please note that disabling certain cookies may affect website functionality.

8. Your Rights

Under UK GDPR, you have the following rights regarding your personal data:

Right of access: You may request a copy of the personal data we hold about you or your child
Right to rectification: You may ask us to correct inaccurate or incomplete data
Right to erasure: You may request deletion of your data in certain circumstances
Right to restrict processing: You may ask us to restrict how we use your data in certain circumstances
Right to data portability: You may request that we transfer your data to another organisation in certain circumstances
Right to object: You may object to certain types of processing, including direct marketing
Right to withdraw consent: Where processing is based on consent, you may withdraw it at any time

To exercise any of these rights, please contact us at info@maygardenslittlelearners.co.uk. We will respond within one month.

9. Security

We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it against unauthorised access, loss, or destruction. Our Baby's Days management system uses industry-standard encryption and security measures.

10. Complaints

If you have a concern about how we handle your personal data, please contact us in the first instance. If you remain dissatisfied, you have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.

11. 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 date. We encourage you to review this policy periodically.

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