1.1 We are committed to safeguarding the privacy of our website visitors and service users.
1.2 This policy applies where we are acting as a data controller with respect to the personal data of [our website visitors and service users]; in other words, where we determine the purposes and means of the processing of that personal data.
1.4 In this policy, "we", "us" and "our" refer to Ashby Castle Day Nursery and Pre-preparatory School. For more information about us, see Section 13.
2. How we use your personal data
2.1 In this Section 2 we have set out:
(a) the general categories of personal data that we may process;
(b) the purposes for which we may process personal data; and
(c) the legal bases of the processing.
Whilst most of the personal information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with the General Data Protection Regulation, we will inform you whether you are required to provide certain information to us or if you have a choice in this.
2.2 We may process data about your use of our website and services ("usage data"). The usage data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. The source of the usage data is our analytics tracking system. This usage data may be processed for the purposes of analysing the use of the website and services. The legal basis for this processing is consent.
2.3 We may process your personal data that are provided in the course of the use of our services ("service data"). The service data data may include name, date of birth, address, telephone number, medical requirements, doctor's details, unique funding numbers and parents' national insurance numbers – the last two for funded children only.
In addition, we process characteristics such as ethnicity, language and nationality and attendance information. The source of the service data is you. The service data may be processed for the purposes of providing our services and communicating with you.
The service data may be processed for the purposes of:
‐ Supporting children's learning
‐ Monitoring and reporting on children's progress
‐ Ensuring children's individual needs are met
‐ Creating a relationship with parents, carers and families
‐ Applying for funding on behalf of the child and their family
‐ Holding the required attendance documentation for both fire regulations and funding requirements
‐ Complying with law regarding data sharing
The legal basis for this processing is our legitimate interests, namely the performance of a contract between you and us.
2.4 We may process visual data. This data may include photos of children that attend or have attended our setting. The source of this data is us. This data may be processed for use on our social media channels, website and marketing collateral. The legal basis for this processing is consent.
2.5 We may process information contained in any enquiry you submit to us regarding services ("enquiry data"). The enquiry data may be processed for the purposes of offering relevant services to you. The legal basis for this processing is consent.
2.6 We may process information that you provide to us for the purpose of subscribing to our email notifications and/or newsletters ("notification data"). The notification data may be processed for the purposes of sending you the relevant notifications and/or newsletters. The legal basis for this processing is our legitimate interests, namely the performance of a contract between you and us.
2.7 We may process information contained in or relating to any communication that you send to us ("correspondence data"). The correspondence data may include the communication content and metadata associated with the communication. Our website will generate the metadata associated with communications made using the website contact forms. The correspondence data may be processed for the purposes of communicating with you and record-keeping. The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business and communications with users.
2.8 We may process any of your personal data identified in this policy where necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure. The legal basis for this processing is our legitimate interests, namely the protection and assertion of our legal rights, your legal rights and the legal rights of others.
2.9 In addition to the specific purposes for which we may process your personal data set out in this Section 3, we may also process any of your personal data where such processing is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.
2.10 Please do not supply any other person's personal data to us, unless we prompt you to do so.
3. Providing your personal data to others
3.1 We may disclose your personal data to any company of which Gail Hodgson is a director insofar as reasonably necessary for the purposes, and on the legal bases, set out in this policy.
3.2 We may disclose profile data to schools that the children attend after leaving us insofar as reasonably necessary for carrying out their services to the children.
3.3 We may disclose unique funding numbers and parents' national insurance numbers to the Funding Department at County Hall for the purposes of obtaining funding on behalf of children (who attend our setting) and their families.
3.4 We may disclose service data to our local authority, and other agencies and professionals who work with the children that attend our setting.
We do not share information about our children without consent under the law and if our policies allow us to do so.
We share children's and parents' data with the funding department at County Hall on a statutory basis. This data sharing underpins Government Funding regulations in the applications, headcount data and payments.
We also share service data and information relating to fees and the payment of fees with our accountants.
4. Retaining and deleting personal data
4.1 This Section 4 sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.
4.2 Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
4.3 We will retain your personal data as follows:
(a) Usage data will be retained for a minimum period of 2 months following the date you provided us with the data, and for a maximum period of 2 years following said date.
(b) Service data will be retained for a minimum period of 2 months after the data has been submitted and will be kept for 7 years after the child has left the setting.
(c) Visual data will be retained for a minimum period of 2 months following the creation date, and for a maximum period of 5 years following the creation date.
(d) Visual data posted on social media channels, the website or marketing materials will be retained for a minimum period of 2 months following the creation date of the post or material, and for a maximum period of 5 years following the posting date.
(e) Enquiry data will be retained for a minimum period of 2 months following the date you provided us with the data, and for a maximum period of 2 years following said date.
(f) Notification data will be retained until you indicate you no longer want to receive our notifications.
(f) Correspondence data will be retained for a minimum period of 6 months after the data has been submitted and will be kept for 5 years after the child has left the setting.
4.4 Notwithstanding the other provisions of this Section 4, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.
5.1 We may update this policy from time to time by publishing a new version on our website.
5.2 You should check this page occasionally to ensure you are happy with any changes to this policy.
5.3 We may notify you of changes to this policy by email.
6. Your rights
6.1 Under data protection legislation, parents have the right to request access to information about them that we hold. To make a request for your personal information, or be given access to your child's learning journey, contact Gail Hodgson, Data Protection Controller.
6.2 You also have the right to:
Object to processing of personal data that is likely to cause, or is causing, damage or distress
Prevent processing for the purpose of direct marketing, or withdraw consent that was previously given
Object to decisions being taken by automated means
In certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
Claim compensation for damage caused by a breach of the Data Protection regulations.
If you have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner's Office at https://ico.org.uk/concerns/OR
7. About cookies
7.1 A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.
7.2 Cookies may be either "persistent" cookies or "session" cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.
7.3 Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.
8. Strictly necessary Cookies
These cookies are essential for the operation of our website and for instance enable you to navigate the website to use certain services, e.g. to access secure areas.
Name of Cookie
(The number on the end is your unique identifying code)
A session ID for each user so that it can map the user to session state information on the server.
A non-persistent cookie to store the session state.
End of browser session
9. Performance Cookies
9.1 These cookies collect anonymised information about how you use our website, e.g. how often you visit the website and which areas are accessed most frequently. This information enables us to improve the performance of our website and is exclusively used for statistical purposes in order to analyse visits and access to the website itself. The information collected by performance cookies is anonymised and cannot be used to identify a specific person.
|Name of Cookie||Description||Category||Duration|
Set by analytics.js. Used to distinguish users
Used to manage the rate at which page view requests are made
Used to distinguish users
Used to gather website statistics, and track conversion rates.
Used by Google to store user preferences and information while viewing the pages with Google maps on them.
|cookieconsent_status||Used by the cookie disclaimer banner on the website to track if click 'got it' button||First-party||1 Year|
9.2 We use Google Analytics to analyse the use of our website. Google Analytics gathers information about website use by means of cookies.
10. Managing cookies
10.1 Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version. You can however obtain up-to-date information about blocking and deleting cookies via these links:
(a) https://support.google.com/chrome/answer/95647?hl=en (Chrome);
(d) https://support.microsoft.com/en-gb/help/17442/windows-internet-explorer-delete-manage-cookies (Internet Explorer);
(e) https://support.apple.com/kb/PH21411 (Safari); and
10.2 Blocking all cookies will have a negative impact upon the usability of many websites.
10.3 If you block cookies, you will not be able to use all the features on our website.
11. Our details
11.1 This website and the business is owned and operated by Gail Hodgson t/a Ashby Castle Day Nursery and Pre-Preparatory School.
11.2 Ashby Castle Day Nursery is at North Street, Ashby-de-la-Zouch, Leicestershire, LE65 1HS.
11.3 You can contact us:
(a) by post, to the postal address given above;
(b) using our website contact form;
(c) by telephone, on 01530 415541 the contact number published on our website from time to time; or
(d) by email, using the email address published on our website from time to time.