Privacy Notice - Parents' and Carers' Data Policy

LoveSpring Nursery School - Protecting Your Personal Information

1. Introduction

Under UK data protection law, you have the right to be informed about how we use your personal data. This privacy notice explains how LoveSpring Nursery School collects, stores, and uses personal data about parents and carers of children in our care.

Our Commitment to Your Privacy

LoveSpring Nursery School, Coventry CV1 5HA, is the 'data controller' for UK data protection purposes. We are committed to protecting your personal information and being transparent about how we use it to support your child's nursery experience.

Data Protection Officer: Nursery Manager, LoveSpring Nursery School

2. The Personal Data We Hold

2.1 Standard Personal Data

Data Category	Examples	Purpose
Contact Information	Full name, address, email, telephone numbers	Communication, emergency contact, nursery updates
Financial Details	Bank account information, payment history	Fee processing, funding claims, financial management
Family Information	Relationship to child, family circumstances	Safeguarding, communication preferences, support needs
Communication Records	Emails, meeting notes, correspondence	Service improvement, record keeping, dispute resolution

2.2 Special Category Data

Sensitive Personal Information

We may collect and use more sensitive personal data including:

Health Information: Medical conditions that affect your ability to care for your child
Religious Beliefs: For cultural inclusion and respectful practice
Safeguarding Information: Court orders, professional involvement, protection plans
Photographs/Videos: Where you appear in nursery event images
CCTV Images: Captured on nursery premises for security purposes

3. Why We Use This Data

3.1 Primary Purposes

How We Use Your Information

Communication: Keep you informed about your child's progress and nursery activities
Emergency Contact: Reach you quickly in case of emergency
Financial Management: Process fees, claims, and funding applications
Safeguarding: Ensure child protection and family support
Service Delivery: Provide appropriate care and meet individual needs
Legal Compliance: Meet statutory reporting and regulatory requirements
Quality Improvement: Enhance our services through feedback and evaluation

3.2 Marketing Communications

Communication Type	Content	Consent Requirement
Essential Updates	Nursery closures, policy changes, safety information	No consent required (legitimate interest)
Educational Information	Curriculum updates, learning themes, developmental advice	Implied consent as part of nursery service
Event Invitations	Parents' evenings, celebrations, workshops	Implied consent for nursery community
Promotional Materials	Fundraising events, open days, extra services	Explicit opt-in consent required
Third Party Offers	Partner promotions, local business offers	Explicit opt-in consent required

3.3 Automated Decision Making

We do not currently use automated decision-making processes for parents' or carers' data. If this changes in the future, we will update this notice and explain your rights regarding such processing.

4. Legal Basis for Data Processing

4.1 Lawful Bases

Legal Basis	Application	Examples
Contractual Necessity	Processing required to fulfil our nursery contract	Fee processing, emergency contact, basic communication
Legal Obligation	Processing required by law	Safeguarding reports, funding claims, regulatory compliance
Legitimate Interests	Processing that benefits our nursery community	Event photographs, newsletter updates, community building
Consent	Explicit permission obtained	Marketing communications, specific data uses

4.2 Special Category Data Conditions

Processing Sensitive Information

We only process special category data when we have both a lawful basis and one of these specific conditions:

Explicit consent from you
Protection of vital interests (life-threatening situations)
Substantial public interest (safeguarding, prevention of fraud)
Legal claims or judicial acts
Medical purposes under professional guidance
Equal opportunities monitoring

5. Data Collection and Sources

5.1 Information Sources

Source	Information Type	Collection Method
Direct from You	Registration forms, conversations, emails	Registration process, ongoing communication
Local Authority	Funding eligibility, safeguarding alerts	Statutory returns, professional referrals
Other Professionals	Safeguarding information, support services	Multi-agency meetings, with your consent
Nursery Interactions	Communication records, meeting notes	Daily operations, formal meetings

5.2 Voluntary vs Mandatory Information

We clearly indicate when information is:

Mandatory: Required for registration, safeguarding, or legal compliance
Voluntary: Helpful for enhancing your experience but not essential

We explain the consequences of not providing mandatory information, which may affect our ability to provide nursery services.

6. Data Storage and Security

6.1 Retention Periods

Record Type	Retention Period	Reason
Registration Records	Until child reaches 25 years old	Legal requirement, historical reference
Financial Records	7 years after final payment	HMRC requirements, financial auditing
Communication Records	3 years from date of entry	Service quality, dispute resolution
Safeguarding Information	Until child reaches 25 years old	Child protection, legal requirements
Complaint Records	6 years from resolution	Legal protection, service improvement

6.2 Security Measures

Protecting Your Information

We implement comprehensive security measures including:

Secure encrypted storage for digital records
Password protection and access controls
Locked filing cabinets for paper records
Regular staff training on data protection
Secure disposal methods for outdated records
Regular security audits and risk assessments
Confidentiality agreements with all staff

7. Data Sharing

7.1 Organisations We Share With

Third Party	Information Shared	Purpose
Local Authority	Contact details, funding eligibility, safeguarding concerns	Funding claims, statutory returns, child protection
Ofsted	Registration details, complaint information	Regulatory inspection, compliance monitoring
Payment Processors	Bank details, payment amounts	Fee collection, financial management
Software Providers	Contact information, child details	Nursery management systems (with safeguards)
Professional Services	Relevant information for specific cases	Legal advice, accounting, specialist support

7.2 Data Sharing Principles

We only share data when:

We have explicit consent from you
It is required by law or statutory duty
It is necessary to protect vital interests
Appropriate data sharing agreements are in place
The sharing is proportionate and necessary
We have conducted a privacy impact assessment

8. Your Rights

8.1 Accessing Your Information

Subject Access Requests

You have the right to access personal information we hold about you. When you make a subject access request, we will:

Provide a description of the data we hold
Explain why we hold it and how long we'll keep it
Tell you where we obtained the information
Identify who we have shared it with
Provide a copy of the information in clear format
Respond within one calendar month
Not usually charge a fee for this service

8.2 Other Data Protection Rights

Right	Description	Application
Rectification	Correct inaccurate or incomplete data	Update contact details, amend incorrect information
Erasure	Request deletion of personal data	Withdraw consent-based information, object to processing
Restriction	Limit how we use your data	During accuracy disputes or objection considerations
Portability	Receive your data in transferable format	Moving to another setting, personal record keeping
Objection	Object to certain processing	Marketing communications, specific data uses
Withdraw Consent	Revoke previously given consent	Opt out of marketing, change preferences

8.3 Exercising Your Rights

To exercise any of your data protection rights:

Contact our Data Protection Officer in writing
Clearly specify which right you wish to exercise
Provide proof of identity for security purposes
We will respond within one month of receipt
There is usually no charge for exercising your rights

9. Complaints and Concerns

Raising Concerns

If you have concerns about how we handle your data:

Discuss with us: Contact our Data Protection Officer in the first instance
Formal complaint: Use our complaints procedure if unresolved
External recourse: Contact the Information Commissioner's Office if still dissatisfied

Information Commissioner's Office

You can contact the ICO if you remain unhappy with how we handle your concerns:

Online: ico.org.uk/make-a-complaint
Telephone: 0303 123 1113
Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

10. Contact Us

Data Protection Officer: Nursery Manager

LoveSpring Nursery School: Coventry, CV1 5HA

Telephone: +44 (0)24 1234 5678

Email: privacy@lovespringnursery.co.uk

Website: www.lovespringnursery.co.uk

Office Hours: Monday-Friday, 8:00 AM - 5:00 PM

Date of Policy: [Current Date]

Last Reviewed: [Current Date]

Next Review Due: [One year from current date]

Signed: _________________________

Position: Nursery Manager/Owner, LoveSpring Nursery School