Limes Court Nursery (“we”, “us”, “our”) is committed to protecting the privacy and security of the children and families who use our services. This Privacy Policy outlines how we collect, use, store, and protect your personal information in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and all relevant early-years safeguarding requirements.
This policy applies to all children, parents, carers, staff, volunteers, website visitors and anyone engaging with Limes Court Nursery.
1. Who We Are
Limes Court Nursery
Email: [email protected]
Address: 6, Limes Court, Upper Grn, Tettenhall, Wolverhampton WV6 8RZ
Telephone: 01902 972357
We act as the Data Controller for the personal information we process.
If you have any questions about this policy or your data, please contact our Data Protection Lead at:
[Insert DPO / Data Lead Contact]
2. Personal Data We Collect
We collect different types of information depending on your relationship with us:
For Children
- Full name, date of birth, gender
- Home address and family contact details
- Emergency contact details
- Health and medical information (allergies, dietary requirements, GP details, care plans)
- Developmental records and progress observations
- Attendance information
- Safeguarding and welfare information (where necessary and lawful)
- Photos and videos (for learning records, communication with parents, internal displays – only with consent)
For Parents/Carers
- Name, address, email, phone number
- Parental responsibility details
- Emergency contacts
- Financial information (fees, funding eligibility, payment records)
- Communication preferences and permissions
- Information shared during enquiries, tours and registration
For Staff and Volunteers
- Employment details
- Right-to-work documentation
- Qualifications and training records
- DBS checks
- HR and payroll information
For Website Visitors
- Contact form submissions
- Cookies and usage information (IP address, browser type, interaction insights)
3. How We Use Your Personal Information
We only use your data when we have a valid legal basis, such as:
- Contract – to deliver childcare services
- Legal obligation – safeguarding, EYFS requirements, Ofsted compliance
- Vital interests – protecting a child in an emergency
- Consent – photos, marketing communications
- Legitimate interests – improving our services, responding to enquiries
Examples of how we use your data:
- Managing admissions, registration and enrolment
- Delivering childcare, education and safeguarding
- Recording learning and development progress (e.g. learning journals)
- Communicating with parents and carers
- Processing funding, invoicing, and payments
- Maintaining health and safety records
- Meeting Ofsted, local authority and legal requirements
- Improving our website and user experience
We never sell your data or share it for marketing purposes outside of Limes Court.
4. Sharing Your Information
We treat all information confidentially. However, we may share data where necessary and lawful with:
- Local authorities (e.g. for funding or safeguarding)
- Ofsted
- Health professionals (e.g. speech therapists, health visitors)
- Emergency services
- Software/IT providers (e.g. nursery management systems)
- Payroll and HR service providers
- External agencies for safeguarding or legal compliance
Any third-party services we use comply with the UK GDPR and have appropriate security measures in place.
5. Children’s Data & Safeguarding
We follow strict safeguarding procedures to ensure children’s data is handled sensitively and legally.
We only keep the information necessary to fulfil our duty of care and meet statutory requirements.
Sensitive information (health, safeguarding, behavioural notes) is only shared with authorised staff or professionals who need it to support the child.
6. Marketing and Photography Consent
We only use photos, videos or marketing-related information when explicit consent has been given by a parent or guardian.
Consent can be withdrawn at any time by contacting us.
7. How We Store and Protect Your Data
We store data securely using appropriate measures to prevent loss, misuse, or unauthorised access. These include:
- Password-protected systems
- Secure cloud storage
- GDPR-compliant nursery management platforms
- Locked files and restricted-access areas
- Staff training in data protection and safeguarding
- Encryption and secure backups
8. How Long We Keep Your Data
We retain data for the minimum time necessary in line with statutory guidance.
Examples:
- Children’s records: up to 21 years and 3 months (safeguarding requirement)
- Accident/incident forms: at least 3 years
- Financial records: 7 years
- Staff records: 6 years after employment ends
- Enquiry forms (unsuccessful): up to 6 months
After the retention period, information is securely deleted or destroyed.
9. Your Rights
Under the UK GDPR, you have the right to:
- Access your personal data
- Request correction of incorrect information
- Request deletion (where applicable)
- Restrict processing
- Object to certain uses
- Withdraw consent at any time
- Request data portability
- Lodge a complaint with the ICO (Information Commissioner’s Office)
ICO website: https://ico.org.uk
ICO helpline: 0303 123 1113
10. Cookies & Website Analytics
This may include:
Examples:
- Session data
- Browser type
- User interaction
- Anonymised usage analytics
You can control or disable cookies through your browser settings.
11. Third-party Links
Our website or communications may contain links to external websites.
We are not responsible for their privacy practices or content.
12. Changes to This Policy
We may update this Privacy Policy occasionally to reflect changes in legislation or our practices.
The latest version will always be available on our website or upon request.
13. Contact Us
If you have any questions, concerns, or requests regarding your personal data, please contact:
Limes Court Nursery – Data Protection Lead
Email: [email protected]
Address: 6, Limes Court, Upper Grn, Tettenhall, Wolverhampton WV6 8RZ
Telephone: 01902 972357