WHAT IS THE PURPOSE OF THIS DOCUMENT?
The Woodlands Nursery, Newton-le-Willows is committed to protecting the privacy and security of your personal information.
This privacy notice describes how the nursery collects and uses personal information about:
- Employees of the nursery
- Children attending the nursery
- Parents or legal guardians of the children
(collectively referred to as “You” or “Your”), in accordance with the General Data Protection Regulation (GDPR).
The Woodlands Nursery is operated by ICP Educare Limited, which is the data controller. This means we are responsible for deciding how we hold and use personal information about You. We are required under data protection legislation to notify You of the information contained in this notice.
This notice applies to Employees, Children and Parents. It does not form part of any contract of employment or childcare agreement. We may update this notice at any time, and we will provide an updated copy as soon as reasonably practical.
It is important that all Employees, Children and Parents read and retain this notice, together with any other privacy information we provide on specific occasions, to ensure You are fully aware of how and why we use personal information, and what Your rights are under data protection law.
DATA PROTECTION PRINCIPLES
We comply with data protection law. This means personal information must be:
- Used lawfully, fairly and transparently
- Collected only for valid purposes clearly explained to You
- Relevant and limited to those purposes
- Accurate and kept up to date
- Kept only as long as necessary
- Stored and processed securely
THE KIND OF INFORMATION WE HOLD ABOUT YOU
Personal data refers to any information relating to an identifiable individual.
Some data types are classed as “special categories”, such as health information or ethnicity, and require a higher level of protection.
Employees
We may collect, store and use the following:
- Contact details: name, address, phone, email
- Date of birth, gender, marital status, dependants
- Next of kin and emergency contacts
- National Insurance number
- Bank details, payroll, tax, pension and salary information
- Employment records, contracts, start dates, job roles
- Driving licence (if applicable)
- Recruitment data (CVs, references, right to work documents)
- Training, disciplinary, grievance, and appraisal records
- Use of IT and communication systems
- Health and safety incidents
Special category data may include:
- Race or ethnicity
- Health information including sickness absence, maternity leave, disability, or medical conditions
- Equal opportunities monitoring data
Children
We may collect:
- Full name, date of birth, home address
- Dietary requirements, medical information
- Attendance records
- Emergency contacts
- Photos and videos (for display or developmental records)
- Progress reports and observations
- Care plans, assessments, speech & language referrals
- Accident and injury reports
- Safeguarding records
Special category data may include:
- Race or ethnicity, spoken language, nationality
- Health records, including pre-existing injuries
- Child protection documentation
Parents
We may collect:
- Name, address, phone number, email
- National Insurance number
- Bank details for fee processing
Special category data may include:
- Race or ethnicity, nationality, language
- Notes from conversations relevant to safeguarding or Prevent Strategy
HOW IS YOUR PERSONAL INFORMATION COLLECTED?
Employees
Data is collected through application and recruitment processes, from the individual or agencies. Ongoing employment information is gathered during your work with us.
Children and Parents
Data is collected from initial enquiry, through enrolment, and during attendance at the nursery.
HOW WE WILL USE INFORMATION ABOUT YOU
We will only use Your personal data when legally permitted, most commonly:
- To perform the contract we’ve entered into
- To comply with legal obligations
- Where necessary for our legitimate interests and those do not override Your rights
We may also process data:
- To protect Your vital interests or another person’s interests
HOW WE USE EMPLOYEE DATA
We use Employee data to:
- Make recruitment decisions
- Verify right to work in the UK
- Manage payroll and benefits
- Monitor performance and conduct
- Handle absences, grievances or disciplinary matters
- Meet health and safety obligations
- Comply with employment law
- Monitor IT usage and system security
- Support equal opportunities monitoring
HOW WE USE CHILDREN’S DATA
We use Children’s data to:
- Share progress with schools (with consent)
- Meet legal safeguarding obligations
- Manage government funding
- Comply with Ofsted requirements
- Track development and plan learning
- Record attendance and health/safety information
HOW WE USE PARENTS’ DATA
We use Parents’ data to:
- Claim nursery funding
- Contact parents or emergency contacts
- Report attendance
- Invoice and collect fees
If You do not provide certain information, we may not be able to fulfil contracts or meet legal responsibilities.
CHANGE OF PURPOSE
We only use personal data for the purpose it was collected, unless a new purpose is compatible. If needed, we will inform You and explain the legal basis for the change.
SENSITIVE PERSONAL INFORMATION
Some sensitive personal data is used for:
- Equal opportunities monitoring
- Employee health and safety
- Legal compliance related to employment
- Child safeguarding
In rare cases, we may ask for written consent.
INFORMATION ABOUT CRIMINAL CONVICTIONS
We may hold criminal conviction data if legally required, including DBS checks for Employees. This information is handled with strict security and in accordance with legal safeguards.
AUTOMATED DECISION-MAKING
Automated decision-making is rare, and where used:
- You will be notified
- You can request human review
- Appropriate safeguards will be in place
DATA SHARING
We may share data with:
- Local authorities (funding, safeguarding)
- Regulatory bodies (Ofsted)
- Schools (for transition)
- Pension providers
- Group nurseries under ICP Educare
All providers must comply with data protection law and our privacy standards.
DATA RETENTION
We retain personal data only as long as necessary. After that, data is securely destroyed. Anonymised data may be used for reporting and analysis. For full details, refer to our Data Retention Policy (available from the Nursery Manager).
YOUR RIGHTS
Under GDPR, You have the right to:
- Access Your personal data
- Correct inaccurate or incomplete data
- Request deletion of Your data
- Object to processing based on legitimate interest
- Restrict processing
- Request data portability
To exercise these rights, please contact the Nursery Manager in writing.
No fee is required to make a request. We may ask for ID to confirm your identity.
WITHDRAWING CONSENT
Where consent is given for a specific use of data, You may withdraw it at any time. Contact the Nursery Manager to do so.
CHANGES TO THIS PRIVACY NOTICE
We may update this notice. When we do, a new version will be shared with You.
CONTACT US
If you have any questions about this privacy notice, please contact us
