Privacy Policy

1. Important Information and Who We Are

Purpose of this Privacy Notice

This Privacy Policy describes how we collect and use your personal information. “You/your” refers to Parent/Carer of a Child, Children attending our nurseries, and Employees. It also refers to families enquiring about childcare and prospective employees.

Data Controller – Who We Are

The data controller under this privacy notice is 365 Childcare Ltd of Hill Rise, Sundon Park, Luton, LU3 3EE. Registered Company No: 16262956.

If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact us at contact@365childcare.co.uk or write to Data Protection, 365 Childcare Ltd, Hill Rise, Sundon Park, Luton, LU3 3EE.

Third-Party Links

This website (www.365childcare.co.uk) may include links to third-party websites, plugins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements.

2. What Personal Information Do We Collect?

Parent / Carer of a Child

We will collect, store, and/or use the following categories of personal information:

• Name, Date of Birth, Home Address
• Telephone numbers and personal email addresses
• National Insurance Number
• Bank account and debit/credit card details
• Photographs where consent has been given (family books & nursery events)
• CCTV images and audio

Special Categories (Sensitive Data): Information about race or ethnicity, spoken language, and nationality.

Children

We will collect, store, and use the following categories of personal information:

• Name, Date of Birth, Gender, Home Address
• Birth Certificate / Passport copy
• Dietary requirements & attendance information
• Photographs, CCTV images, and audio
• Emergency contact details of authorized persons
• Learning journey records containing observations, progress, development milestones, Special Educational Needs (SEN) information, Care Plans, and speech/language referral forms.
• Accident forms, pre-existing injuries records, and reportable health/safety incidents.

Special Categories: Information about race or ethnicity, spoken language, health/medical conditions, sickness records, and child protection referral reports.

Employees & Apprentices

Contact details, Date of Birth, Gender, Nationality, Right to Work / Passport / Birth Certificate copies, DBS criminal conviction checks, payroll/pension data, National Insurance Number, qualifications, and personnel files.

3. How Is Your Personal Information & Cookies Collected?

We collect personal information when you initially enquire about our childcare services, through the registration process, and throughout your child's attendance at our nursery setting.

Cookies Policy

Our website uses analytical cookies to distinguish you from other users of our website. A cookie is a small file of letters and numbers that we store on your browser or hard drive.

We use analytical/performance cookies (including Google Analytics) to record technical data (such as IP addresses) to count visitor numbers and observe how visitors navigate our site. All cookie data is aggregated and anonymous. For further details on managing cookies, visit www.allaboutcookies.org or www.gov.uk/help/cookies.

4. How Will We Use Your Personal Information?

We only process your personal information when permitted by UK data protection law. Most commonly, we use your data:

• To perform the contract we have entered into with you (providing early years childcare).
• To comply with statutory legal obligations (Ofsted, EYFS Statutory Framework, Local Authority funding).
• Where necessary for our legitimate interests (or those of a third party).
• To protect your child's vital interests or safety.

Local Authority Sharing: Personal data is shared with Luton Local Authority for nursery education funding entitlement without requiring separate consent. Child protection and safeguarding data is shared with local authorities and police where legally required to protect a child.

5. Disclosures of Your Personal Data

We may share your personal data with third-party service providers (Local Authorities for funding, Ofsted for inspections, Primary Schools for educational transitions, Banks for fee processing, and IT/hosting providers). All third parties are contractually required to respect the security of your data and process it in accordance with the law.

6. International Transfers

365 Childcare Ltd does not routinely transfer personal data outside of the United Kingdom (“UK”). If any international transfer occurs, we ensure equivalent data protection safeguards are enforced in accordance with UK GDPR adequacy decisions or International Data Transfer Agreements (IDTA).

7. Data Security & Retention Policy

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorized way. We limit access to authorized staff who have a business need to know.

Data Retention

Personal data is retained only for as long as necessary to fulfill legal, statutory, accounting, and safeguarding requirements. Nursery registration and child development records are retained in accordance with UK statutory childcare retention periods.

9. Your Legal Rights Under UK GDPR

Under UK data protection laws, you have the right to:

To exercise any of your legal rights, please contact our Data Protection Officer at contact@365childcare.co.uk. We respond to all legitimate requests within 30 days.