1 IMPORTANT INFORMATION AND WHO WE ARE
About this privacy notice
This privacy notice explains how Forest Friends Day Nursery collects and processes your personal information. We encourage you to read this information. It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them. Who’s responsible for your personal information? We refer to Forest Friends Day Nursery in this statement. Forest Friends Day Nursery is a trading name of Hanbeck Limited. Hanbeck Limited is the ‘data controller’ for your data (collectively referred to as “Forest Friends Day Nursery”, “we”, “us” or “our” in this privacy notice).
How can you contact us?
We have appointed a data protection manager to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact the Data Protection Manager at [email protected] or by writing to: Data Protection Manager, Forest Friends Day Nursery, Canal House, Drapers Fields, Canal Basin, Coventry CV1 4LG. Details on other ways to contact us are available at the contact us page on our website. If you do not think that we have processed your data in accordance with this notice you should let us know as soon as possible. You have the right to file a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection. We would however appreciate the opportunity to deal with any concerns you may have prior to any approach the ICO, so please contact us in the first instance.
Who does this statement apply to?
i. Children attending our nurseries
ii. Parents and carers of children attending our nurseries
iii. Suppliers, such as photographers, and other service providers at our nurseries
iv. People we wish to promote products and services to
v. People who contact us on social media
vi. People who visit our website
Changes to the privacy notice and your duty to inform us of changes
We may change this privacy notice from time to time. You should check this notice occasionally to ensure you are aware of the most recent version. It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes.
Links to websites
Our website (forestfriendsdaynursery.co.uk) may include links to third-party websites, plug-ins and applications. We do not host paid-for advertising on our website nor do we provide links to third party websites whose content does not directly relate to the service we provide to you as our customer. However, for any links that we do provide to third-party websites, we have no control with regards to whether or not those third-party websites collect information on you regarding your browsing activity. Before engaging with any website that requests your personal information, we encourage you to read and understand the privacy policy that relates to that website.
2 THE KIND OF INFORMATION WE COLLECT ABOUT YOU
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous or pseudonymised data). We may collect, use, store and transfer different kinds of personal data about you and your child which we have categorised as follows:
a. Identity Data such as your name, date of birth, national insurance number, gender, CCTV
b. images, video recordings, photographs and criminal records.
c. Contact Data such as your address, email address and telephone number.
d. Sensitive Data includes information concerning health, race, religion or ethnicity.
e. Financial Data such as your bank account and payment card details.
f. Transaction Data such as details about payments made by you in return for childcare services provided by us.
g. Technical Data includes internet protocol (IP) address, your login data, browser type and
h. version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
i. Profile Data includes your interests, preferences, feedback and survey responses.
j. Usage Data includes information about how you use our website, products and services.
k. Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
With the exception of the Sensitive Data referred to above, we do not collect any other Special Categories of Personal Data about you.
If you fail to provide personal data
Where we have a requirement to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you. We will notify you if this is the case at the time.
3 HOW YOUR PERSONAL INFORMATION IS COLLECTED
We use different methods to collect data from and about you including through direct interactions. You may give us your Identity, Contact, Sensitive, Financial and Transaction Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
a. apply to become a customer of Forest Friends Day Nursery;
b. enquire about or purchase our goods and services;
c. provide services to us;
d. subscribe to our services or publications;
e. request marketing to be sent to you;
f. enquire about our community involvement;
g. enter a competition, promotion or survey; or
h. give us some feedback.
i. Automated technologies or interactions. As you interact with our website, we may automatically collect Profile and Usage Data. We will also collect Technical Data regarding the equipment you use to visit our website including browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies.
Third parties or publicly available sources. We may receive personal data about you from various third parties and public sources as set out below:
j. Contact, Financial and Transaction Data from providers of technical, payment and delivery services.
k. Identity, Contact and Sensitive Data from carers, including local authorities and social services.
l. Identity, Contact and Profile Data via social media channels and organisations that provide marketing services.
m. Technical Data from the following parties:
i. analytics providers;
ii. advertising networks; and
iii. search information providers.
4 HOW WE USE YOUR PERSONAL INFORMATION
It is important that you understand what we’ll do with the data we hold about you. We will only use your personal data when we have the legal basis to do so. We will normally use your personal data in the following circumstances:
a. Where we need to perform the contract we are about to enter into or have entered into with you.
b. Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
c. Where we need to comply with a legal or regulatory obligation. For example, we have to comply with the following:
i. Ofsted directions and Codes
ii. Children Act’s and Local Safeguarding Protocols
Generally, we do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.
Purposes for which we will use your personal information
We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate. Note that we may process your personal data for more than one lawful purpose depending on the specific need for which we are using your data.
| Purpose | Data Type | Lawful Basis |
| To enter into a contract with you. |
(a) Identity (b) Contact (c) Sensitive (d) Financial |
(a) Performance of a contract with you. (b) The vital interests of the child in relation to the collection of Sensitive Data i.e. health data. (c) Preventative medicine and health care in relation to the collection of Sensitive Data e.g. health data relating to children such as medical conditions, dietary requirements, accident and sickness records. (d) Public interest (monitoring equality policy) in relation to the collection of Sensitive Data e.g. race, religion or ethnicity. (d) Necessary to comply with a legal obligation. For example, safeguarding legislation in relation to CCTV recordings and criminal records data. |
|
To manage your account with us which may include: a) Maintaining records relating to each child’s participation at the nursery, including their work, assessments, care plans and observations about their development. (b) Providing our terms and conditions, sending you bills, administering your payments, keeping records of our dealings with you and dealing with queries or complaints. (c) Collect and recover money owed to us (d) Resolve complaints and deal with disputes (e) Monitoring and recording our conversations with you (we won’t record credit and debit card details). |
(a) Identity (b) Contact (c) Transaction (d) Financial |
(a) Performance of a contract with you (b) Necessary for our legitimate interests (to recover debts due to us, for colleague training and monitoring and to provide good customer service.) |
|
(a) For research and insight purposes. (b) To enable you to partake in a prize draw, competition or complete a survey. |
(a) Identity (b) Contact (c) Profile (d) Usage (e) Marketing and Communications |
(a) Necessary for our legitimate interests (to study how customers use our products/services, to develop them and grow our business). |
| To administer and protect our business and this website (including monitoring and recording communications, troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data). |
(a) Identity (b) Contact (c) Technical |
(a) Necessary for our legitimate interests (for running our business, quality assurance, training, provision of administration and IT services, network security, to prevent fraud and in the context of a business re-organisation or group restructuring exercise) (b) Necessary to comply with a legal obligation. |
| To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you. |
(a) Identity (b) Contact (c) Profile (d) Usage (e) Marketing and Communications (f) Technical |
Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy). |
| To use data analytics to improve our website, products/services, marketing, customer relationships and experiences. |
(a) Technical (b) Usage |
Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy). |
| To make suggestions and recommendations to you about goods or services that may be of interest to you or, for example, how you can save money. |
(a) Identity (b) Contact (c) Technical (d) Usage (e) Profile (f) Marketing and Communications |
Necessary for our legitimate interests (to develop our products/services and grow our business). |
Marketing
We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.
Promotional offers from us
We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you. You will receive marketing communications from us if you have requested information from us or
purchased goods or services from us or if you provided us with your details when you entered a competition or registered for a promotion.
Third-party marketing
We will not share your personal data with any third party for the purposes of marketing without your express opt-in consent.
Opting out
We won’t use your personal data for marketing purposes at all if you’ve told us not to. You can ask us or third parties to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by writing to us.
Cookies
You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of our website may become inaccessible or not function properly.
Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with this policy, where required or permitted by law.
5 SHARING YOUR PERSONAL INFORMATION
We may have to share your personal data with the parties set out below for the purposes set out in the table in Section 4 above.
a) Internal third parties such as other legal entities provide administrative services and undertake management reporting.
b) External third parties including the following:
c) Our regulator, Ofsted, to ensure we meet the needs of the children in our care, including safeguarding, attendance, progress and funding.
d) Other childcare providers, such as Multi Agency Safeguarding Hub (MASH) and local authorities, and the Police in relation to safeguarding duties.
e) Other professionals, including children’s services, health visitors and social workers.
f) Local authorities for funding and monitoring purposes e.g. equal opportunities and uptake of funded hours.
g) Schools – to provide a successful transition by ensuring information about the child’s progress, development and interests are shared.
h) Organisations that provide outsourced printing, mailing and distribution services.
i) Organisations to whom we may outsource certain of our activities, such as call centre operations or marketing.
j) Organisations doing research for us.
k) Debt collection agencies and other organisations involved with debt collection (for example; bailiffs, law courts, private investigators).
l) Financial organisations for purposes such as payment processing, finance plans and refunds.
m) Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.
n) Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
6 DATA RETENTION
How long will you use my personal data for?
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, accounting, or reporting requirements. To determine the appropriate retention period for personal data, we consider the quantity, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
7 YOUR RIGHTS
Under certain circumstances, by law you have the right to:
• Request access to your personal information (commonly known as a “subject access
• request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
• Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
• Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
• Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
• Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
• Request the transfer of your personal information to another party.
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact our Data Protection Manager at [email protected] or by writing to: Data Protection Manager, Forest Friends Day Nursery, Canal House, Drapers Fields, Canal Basin, Coventry CV1 4LG. Details on other ways to contact us are available at the contact us page on our website.
You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This a security measure we put in place to ensure that personal information is not disclosed to any person who has no right to receive it.
We try to respond to all legitimate requests within one calendar month. Occasionally it may take us longer than a calendar month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you informed.
Complaints to the regulator
If you do not think that we have processed your data in accordance with this notice you have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.