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Privacy notice for parents/carers

Blooming Tulips Montessori is the data controller for data protection law purposes. We inform individuals of their right about their personal data we hold about them as required by law. To ensure compliance, we provide privacy notices to individuals. This privacy notice outlines our collection, storage, and use of personal data in accordance with GDPR 2018 guidelines.

The personal data we collect about you and your child

We collect, use, store, and may (appropriately) share personal data of parents/guardians and their children. This information may include, but is not limited to:
The personal data we have about your child entails:
Their name,
Date of birth,
Gender,
Medical conditions,
Attendance records,
Ethnic background (if provided),
Special education needs,
Developmental records,
CCTV images, and
Photographs.

The personal data we collect about you and your child

We collect, use, store, and may (appropriately) share personal data of parents/guardians and their children. This information may include, but is not limited to:

The personal data we have about your child entails:

Their name,
Date of birth,
Gender,
Medical conditions,
Attendance records,
Ethnic background (if provided),
Special education needs,
Developmental records,
CCTV images, and
Photographs.

As a parent or guardian, the personal information we collect from you includes:

Your name,
Address, and
Contact details such as phone numbers and email.
Additionally, your bank details are used to establish a Direct Debit and process refunds.
We also store CCTV images and photographs with your consent, particularly for nursery events.

To claim funding, the Department of Education mandates collecting certain early years information which must include:

The child’s full name including forename, middle name(s), and legal surname,
Gender,
Date of birth,
Ethnicity,
First language,
Address,
And a copy of birth certificate or passport, as required by some local authorities.

Similarly in order to claim additional funding extra information maybe required in order to establish eligibility. Such as fund reference numbers and parent’s NI number.

We are unable to claim funding for a child if a parent does not provide the requested information. We maintain records of children received from external organisations, including other nurseries, local authorities, and the Department for Education. Local authority parent declarations will be retained according to HMRC policy. You are responsible for notifying us of any changes to your personal data or that of your child.

Why we use this data

Blooming Tulips Montessori is responsible for securely storing parent-provided data unauthorised access are strictly prevented.

We use this data to:

Supporting and monitoring the progress of every child’s learning and development.
Reporting on every child’s progress in learning and development.
Protecting children’s welfare, including monitoring their behaviour.
Admitting and managing session changes and bookings.
Complying with the relevant laws of data sharing.
Sharing data for statutory inspections and audits.
Being able to contact you in case of emergencies.
Taking monthly payment of fees, where applicable.
Assessing and enhancing our services.
Conducting marketing activities, where consent has been obtained.

Our legal basis for using this data

We only use personal data within the legal framework. This is judged according to legal or statutory obligations where we could process it. In less common cases, we may employ personal data for circumstances where we have received a consent to use it for specific purposes such as marketing, or to safeguard vital interests of an individual or even collective interests. Anytime an individual needs to withdraw their consent to allow usage of their personal data, they can contact the Nursery Manager in writing. Details will be made clear when we request for consent. There may be additional grounds that would warrant the use of personal data.

We collect information

We collect your information and your child’s as required by the law, but some information can also be given voluntarily. We explain whether the information is mandatory or optional and we clarify the consequences of not giving mandatory information. We need this data for legal compliance and to uphold our agreement with you.

How we store data

We retain personal information of parents/guardians and their children while they attend our Nursery. All their data is either stored in our Nursery Management System or as paper copies. The personal data is protected by securing it with individual logins and limiting access to only authorised personnel. Any paper documentation is kept locked in secure storage such as a cupboard or filing cabinet. We maintain the data for 3 months after the contractual period unless required by law to hold it for a longer time.

Who and why we share this data

We are required by law to disclose certain information to third parties, including Local Authorities, Ofsted, NHS, Police, and other enforcement agencies. However, we will not share any information about you or your child with any external party without your explicit consent, unless either the law or our terms and conditions allow it.

If your child moves from nursery to another school, we may share their progress data with their new school, provided we have your permission as a parent or guardian.

Data retention periods

Personal data is held only for the required duration, in accordance with legal and statutory guidelines. Under contract, retention periods are specified. Upon completion of its original purpose and after the retention period has ended, the data will be deleted or anonymised to eliminate association.

Parents and rights regarding personal data

Blooming Tulips Montessori provides individuals the right to make a ‘subject access request’ to access their personal information held by our organisation. Parents or guardians may request access to their child’s data if the child is under 12 years or if the child has given consent. Blooming Tulips Montessori also accepts Subject Access Requests from parents for their personal data. In specific situations, individuals may also request electronic transmission of their personal data to another organisation. Please contact us via email to initiate your request.

Other rights

Under data protection law, individuals possess several rights with respect to their personal data’s usage and safety. These rights include the following:

The right to object to personal data usage causing distress or damage
The right to prevent direct marketing from personal data usage
The right to object to decisions made using automated means rather than human choices
In specific cases, the right to correct, delete, destroy, or restrict the processing of incorrect personal data
The right to claim compensation for data protection breaches.

Please contact our data protection office through email to avail of any of these rights.