Privacy notice

Privacy Notice

Teatimers Childcare Ltd
Sandygate Road
Marlow
Buckinghamshire
SL7 3LE

Introduction

We are committed to ensuring that any personal data we hold about you and your child is protected in accordance with data protection laws and used in line with your expectations.

This privacy notice explains what personal data we collect about children and families, why we collect it, how we use it, and how we protect it.  You should also be aware of our Preschool Terms and Conditions and Out of School Terms and Conditions.

What Personal Data Do We Collect?

We collect personal data about you and your child to provide care and learning tailored to meet your child’s individual needs. We also collect information to verify your eligibility for free childcare (where applicable), claim early years funding, and meet our legal obligations.

Personal details we collect about your child include:

  • Your child’s name, date of birth, and address.
  • Health and medical needs, development needs, and any special educational needs.
  • Emergency contact details and family details.
  • Your name, home and work address, and phone numbers.

Where applicable, we will obtain child protection plans from social care and health care plans from health professionals. We will also request information about who has parental responsibility for your child and any court orders pertaining to your child.

If you apply for up to 30 hours of funded childcare, we will also collect:

  • Your National Insurance number or Unique Taxpayer Reference (UTR) if you are self-employed.
  • Information regarding benefits and family credits you receive.

Why We Collect This Information and the Legal Basis for Handling Your Data

We use personal data about you and your child to provide childcare services and fulfill the contractual arrangement you have entered into. This includes using your data to:

  • Contact you in case of an emergency.
  • Support your child’s well-being and development.
  • Manage any special educational, health, or medical needs of your child while at our settings.
  • Carry out regular assessments of your child’s progress and identify any areas of concern.
  • Maintain contact with you about your child’s progress and respond to any questions you may have.
  • Process your claim for up to 30 hours of free childcare (where applicable).
  • Keep you updated with information about our service.

We will also record your child’s activities for their individual learning record, which may include photographs and videos. You may withdraw your consent for images at any time by confirming in writing.

We have a legal obligation to process safeguarding-related data about your child if we have concerns about their welfare. We also have a legal obligation to transfer records and certain information about your child to the school they will be attending.

Who We Share Your Data With

Under the Childcare Act 2016 and related regulations, we are required to pass some of your child’s information to Buckinghamshire Council and the Department for Education (DfE).

To deliver childcare services, we also share your data as required with the following recipients:

  • Ofsted – during an inspection or following a complaint about our service.
  • Buckinghamshire Council – early years, school support teams, social services, and safeguarding officers.
  • The government’s funding eligibility checker (as above).
  • Our insurance underwriter.
  • The school your child will attend.
  • Our software management provider.

We will also share your data:

  • Where legally required, such as by law or court order.
  • To enforce or apply the terms and conditions of your contract with us.
  • To protect your child and others, for example, by sharing information with social care or the police.
  • If necessary, to protect our or others’ rights, property, or safety.

We will never share your data with any other organization for their own purposes without your permission.

How Do We Protect Your Data?

We prevent unauthorized access to your personal data and protect it from being lost, accidentally destroyed, misused, or disclosed by:

  • Using a leading childcare management software provider to store most of your information, ensuring a high level of security, resilience, and backup.
  • Storing additional sensitive information in secure locations accessible only to designated staff members.
  • Locking any paper-based records when not in use.

How Long Do We Retain Your Data?

We retain your child’s personal data for up to three years after they leave our setting or until our next Ofsted inspection after their departure. Medication and accident records are kept longer according to legal requirements. Your child’s learning and development records are maintained by us and handed to you upon leaving.

In some instances (e.g., child protection, financial, or other support service referrals), we are legally required to retain your data for longer.

Automated Decision-Making

We do not make any decisions about you or your child based solely on automated decision-making.

Your Rights Regarding Your Data

You have the right to:

  • Request access to, amend, or correct your or your child’s personal data.
  • Request that we delete or stop processing your or your child’s personal data where it is no longer necessary for processing purposes.
  • Request that we transfer your or your child’s personal data to another person.

If you wish to exercise any of these rights or have questions, comments, or concerns about this privacy notice or how we handle your data, please contact Toby Arnold.

For more information about how Buckinghamshire Council and/or the DfE store and use this information, visit:

Most of the information we hold about you is stored in a single system. While we use it for practical reasons, we are legally required to retain much of this information. Please note that exercising your right to withhold consent may, in some cases, prevent us from providing a service that meets our legal obligations.

If you continue to have concerns about how your data is handled and remain dissatisfied after raising them with us, you have the right to complain to the Information Commissioner’s Office (ICO). The ICO can be contacted at:

Information Commissioner’s Office
Wycliffe House, Water Lane
Wilmslow, Cheshire, SK9 5AF
ico.org.uk

Changes to This Notice

We regularly review this notice and will notify you of any significant changes where appropriate.  Last review Jan 2025