Privacy Policy - Wivenhoe Park Day Nursery

Who we are

Our website address is: www.wivenhoeparkdaynursery.co.uk.

GDPR Privacy Notice

At Wivenhoe Park Day Nursery we take privacy very seriously. We have reviewed our record obtaining, sharing and storing methods to ensure that we are compliant with the General Data Protection Regulation (GDPR). This policy operates in accordance with our Record Management Retention schedule and should be cross referenced for retention periods and justification (reviewed every 3 years).

Children’s Records

We collect, hold and share:

Personal Information such as name, address and date of birth.
Characteristics such as ethnicity, languages spoken, nationality, country of birth, pupil premium eligibility.
Attendance information such as sessions attended, number of absences and reasons for absence.
Observations and assessment information.
Progress tracking.
Medical and dietary needs.
Information on any special educational needs or disabilities.
Accidents and incidents.
Safeguarding concerns, referrals or issues.

Within the children’s records we will also collect, hold and share parents/guardians details. These may include:

Personal information like name, address, telephone numbers and email addresses.
National insurance numbers in relation to funded hours.
Date of birth when applying for Pupil Premium.
Payroll and employment information when using the Salary Sacrifice scheme.

We will also hold names, address, telephone numbers and email addresses for emergency contacts.

Why We Collect Your Children’s Data

We collect this information on our children and parents for various reasons. The information gathered ensures we meet the requirements of the Early Years Foundation Stage and support our children in their learning and development. It enables staff to plan suitable activities, extending the children’s knowledge and skills. We are then able to monitor and report on their progress.

It ensures we keep children safe in our provision, providing appropriate emotional and behavioural support where and when required. It enables us to make contact with parents/guardians in case of emergency and in relation to safeguarding for children.

We are able to make claims to Essex County Council for the Free Early Education Entitlement and we are able to provide university staff members with a tax free childcare salary sacrifice option with the information we collate.

The information held allows us to self-evaluate the quality of our services as a childcare provider, making sure we are complying with the law regarding the sharing of information within the GDPR.

The majority of your children’s information you provide us with is mandatory, some of it is provided on a voluntary basis. In order to comply with the GDPR we will inform you whether you are required to provide the information or whether you have a choice.

For some of the information our legal basis for holding it is fulfilment of our contract with you. For other information our legal basis will be your informed consent.

How We Store Your Children’s Data

After your child has left our setting we are required to store their data for a reasonable period of time. This is a requirement of the EYFS. This information is held electronically and securely and can only be accessed by authorised staff. The authorised staff are the Nursery Managers, Deputy Manager and the Safeguarding Officer and our Administration and Finance Managers.

Who We Share Your Children’s Data With

The information we hold on your child will be shared with outside agencies where necessary and with your consent. These include other childcare settings that the child may attend, Essex County Council for funding claims, Special educational needs co-ordinators, NHS services (speech/language/hearing/ therapists), schools that the child attends when they leave our provision and the Department of Education when they collate the annual early years census. The only exception to this would be for safeguarding purposes, when we would make contact with the local authority without consent ONLY if we deemed that a child could come to a risk of serious harm if we were to inform you beforehand.

Your children’s data will also be shared with anyone you consent to us sharing this with on the registration forms. If this changes at any time you must inform us in writing that you wish someone to be added or removed from your child’s record.

The day nursery operates as part of UECS campus services and we operate a relationship with Essex Food to share information in relation to children’s dietary requirements to ensure children with specific food related allergies and intolerances are shared to keep children safe from harm.

Why We Share Children’s Information

We restrict sharing to times where we have statutory requirements or where our policies require us to do so. Our policies are kept in a green folder in the reception area and are available for your viewing anytime.

Sharing Parents and Guardians Data

All data relating to parents and guardians will be kept confidentially unless as with children’s data we are obliged to share it. Examples of this maybe with the emergency services or if there is a safeguarding concern.

Requesting Access to your Personal Data

Under GDPR you have the right to request access to your personal information that we hold. You also have the right to object to the processing of personal data that is likely to cause damage or distress.

During the application process you can instruct us that you do not wish your data to be used for direct marketing. In certain circumstances you can have inaccurate personal data rectified or erased and you can claim compensation for damages caused by a breach of GDPR.

If you have any concerns about the way we are collecting or using your personal data please raise this with us in the first instance. You can also raise concerns directly with the University’s Data Protection Officer dpo@essex.ac.uk. You do also have a right of complaint to the Office of the Information Commissioner Www.ico.org.uk but do please come to us first so that we can do our best to rectify any problems.

Website Data Collection

Privacy Policy

Wivenhoe Park Day Nursery is a wholly-owned subsidiary of the University of Essex.

This privacy policy, and the ways in which personal data may be gathered and processed via this website, are subject to review and development and any such changes will only be notified by this page.

This statement explains what information we gather when you visit our website and informs you how this information is used and protected. Our web pages link to external websites: Wivenhoe Park Day Nursery has no responsibility for privacy or other legal issues relating to these external sites.

The information we collect

We may collect personal information from you as a result of the following activities:

By making an application for childcare and using any of our services. When making an application or using services provided by Wivenhoe Park Day Nursery it is necessary to obtain information in order to identify you, contact you and process your application and requests. For a childcare application we will require information such as:
Your name
Address
Phone number
Email address
Name, date of birth and other information about your child.
Where you have chosen to provide them, it may also include details pertaining to your personal preferences, dietary requirements of your child, whether your child has special educational needs, whether your child is on medication or has any allergies or behavioural issues; enabling us to ensure that your needs are met.
By visiting our website, you may choose to complete an online form located on our website wivenhoeparkdaynursery.co.uk. The information we request will include your name, your child’s name and date of birth, phone number and email address. We also ask for your status which will fall under staff, student or public.
By corresponding with us by phone, email, and social media sites (including but not limited to, Facebook and Instagram) or otherwise. The information you give us may include your name, email address, postcode, postal address, telephone number, date of birth, gender and other relevant information. We may keep a record of that correspondence.
By participating in a competition or other marketing initiatives. This may include your name, email address, postcode and other relevant information.
By choosing to complete a survey. If you choose to complete a survey the information collected will be relevant to the research being conducted. This may include information such as your name, your child’s name and date of birth, email address, and status as staff, student or public member.
By choosing to send us a CV or a completed job application form by email, post or via an online recruitment site such as Indeed.

Technical information regarding your visit to our websites including, but not limited to, the Internet protocol (IP) address used to connect your computer to the internet, browser type and version, operating system and platform geographical location; and website performance, using Google Analytics, provided by Google Inc.

Google collects information on your visit to our website and how you use it including the full Uniform Resource Locators (URL), length of visits to certain pages, page interaction, date, time as well as page response times and mobile compatibility. No identifiable personal data is collected.

Browser based data is also shared with Facebook, Vimeo and Hotjar. We use Hotjar to capture how you use and interact with our website through behavioural metrics, heatmaps, and session replay to improve and market our products/services. Website usage data is captured using first and third-party cookies and other tracking technologies to determine the popularity of products/services and online activity. Additionally, we use this information for site optimisation. For more information about how Hotjar collects and uses your data, visit the Hotjar Privacy Policy Statement – https://www.hotjar.com/legal/policies/privacy/.

How we use your personal data

We may use the information we collect and hold about you in the following ways:

To facilitate an enquiry to provide you with the information you request from us prior to the completion of a purchase or other form of contract.
To answer enquiries and provide requested information in accordance with our legitimate interests.
To enable us to fulfil any contractual obligations between you and us as is necessary.
To notify you about changes to our services or inform you of circumstances that may impact on our ability to deliver those services or your experience as is in our legitimate interest to do so.
To ensure that content on our websites are effective for both you and your chosen device as is in our legitimate interest.
To provide you with information about other products or services we offer that are similar to those that you have already purchased or been provided with where it is in our legitimate interests to do so. You may unsubscribe at any time from receiving further communications from us for these purposes.
To provide you with information about our products or services we feel may interest you, offers, upcoming events or other information, where you have consented to be contacted for such purposes.

You may unsubscribe at any time from receiving further communications from us for these purposes.

For the purposes of this policy our legitimate interests include our right:

to facilitate an enquiry, purchase or on going use of our services or products;
to provide a customer service which is tailored to your needs and preferences;
to develop and enhance our services and products to ensure they meet the needs of our guests and are delivered efficiently;
to promote our business including direct marketing.

Disclosure of your personal data to others

We may also share your personal information with selected third parties who are:

under contract to provide services to us (our “data processors”) where the use of your personal information forms part of their contractual duties;
business partners, suppliers and sub-contractors for the performance of any contract we enter into with them or you;
consultants and professional advisors as it is in our legitimate interest to do so.

We will share your personal data with third parties:

Where we are required to do so in order to comply with any legal obligation or to protect the rights, property or safety of Wivenhoe Park Day Nursery, our customers or others. This may also include other companies and organisations for the purposes of fraud protection and credit risk reduction as it is in our legitimate interests to do so.
If our business enters into a joint venture with or is sold to or merged with another business entity, your information may be disclosed to our new business partners or owners or their professional advisers as is in our legitimate interest to do so.

Data Storage

All the information you provide to us will be stored securely and we use strict procedures and security features to try to prevent unauthorised use, disclosure or accidental loss.

The data that we collect from you may be transferred to and stored outside the European Economic Area (“EEA”). We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy including ensuring that the transfer is made subject to appropriate safeguards. For example, Data Processors such as Google for the use of Google Analytics and Pure360 are obligated to protect your personal information as a member of the EU-ES Privacy Shield.

How long will we keep your personal data

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for.

We may retain your personal data where such retention is necessary for compliance with our legal obligations.

Your rights in connection with personal data

You have the right to request access to your personal data (also known as a “data subject access request”). This enables you to receive a copy of the personal data held about you.

You have the right to rectification. If you believe the information we hold to be incorrect or incomplete you can request an amendment by contacting us.

You have the right to request the erasure of your personal information. This enables you to ask us to delete or remove personal data. Please be aware that in certain circumstances we may not be able to delete or erase your data such as where this is still required for the purpose for which it was provided or where we have overriding legitimate interests, or legal obligations in retaining your data.

You have the right to restrict processing. This enables you to ask us to restrict the manner in which we process your data or suspend the processing should for example you want us to establish its accuracy or the reason for processing it.

You have the right to ask us not to process your personal data for marketing purposes. Any marketing communication we send to you by email will always have the option for you to unsubscribe. You also have the right to withdraw your consent at any time by contacting us using the details below. Please note that there may be a short period during which you continue to receive communications from us whilst your unsubscribe request is being processed.

If you wish to exercise any of the above rights please contact us at Wivenhoe Park Day Nursery, Wivenhoe Park, Colchester, Essex or by emailing us at nursery@essex.ac.uk.

Our website links to third-party website, plug-ins and applications. If you chose to follow a link or enable a connection, please note that these websites have their own privacy policies for which we have no responsibility. If you choose to submit any personal data on these external websites we encourage you to read their privacy policy first.

Changes to our privacy policy

We reserve the right to update this privacy policy at any time, a copy of which will be available on our website. Please check back frequently to see any updates or changes to our privacy policy. Where appropriate we may also contact you by email with regards to any changes to this policy.

Contacting us

We take our responsibilities as a Data Controller seriously and welcome any questions about this privacy policy, comments or requests you may have. Please contact us on nursery@essex.ac.uk.

Our Data Protection Officer can be contacted at dpo@essex.ac.uk, by calling 01206 74853 or by writing to:

Data Protection Officer, University of Essex, Wivenhoe Park, Colchester, CO3 4SQ.

Complaints

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO) should you be unhappy with the way in which we collected or processed your personal data. Further information can be found on the ICO website www.ico.org.uk or via their helpline on 0303 123 1113.

Cookie Policy

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.

We’ve explained below the cookies we use and why.

Google Analytics

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These cookies are used to collect information about how visitors use our site. We use the information to compile reports and to help us improve the site. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited. Click here for an overview of privacy at Google.

CMSPreferredCulture

This cookie is automatically set by our content management CMS Preferred Culture refers to the language of the site (British English).

CMSCurrentTheme

This cookie is automatically set by our content management It stores the name of the current visual theme, which applies the correct design to the website.

ASP.NET _SessionId

This is used by Microsoft’s ASP.NET technology to identify you as a unique user. It expires when you close your browser and does not store personal data about you.

Document reviewed: May 2024

Reviewed on behalf of the Nursery by: Dawn Saunders

Date for next review: May 2025

Where this document is displayed/ duplicated: Staff Handbook, Policy Folder.