Privacy Policy
This is a draft placeholder privacy policy for Sara's Day Nursery to review and approve before launch. It is not a substitute for legal advice.
Who this policy is for
This privacy policy applies to visitors to the Sara's Day Nursery website, prospective families who submit an enquiry, and parents, guardians and staff who use the Sara's Day Nursery parent and staff portal. It explains what information we collect, why, and how it is looked after.
Information collected through the website enquiry form
When you submit an enquiry through our website, we collect the information you choose to provide, such as your name, contact details, your child's name and date of birth (or expected due date), your preferred sessions, and any message you leave us. This information is used solely to respond to your enquiry and discuss a possible nursery place. Submitting an enquiry does not create a parent account, and does not automatically create a child or parent record on our systems — a member of our team will follow up with you directly.
Information collected for nursery and app administration
For children attending the nursery, and their parents/guardians, we hold information necessary to safely care for your child and communicate with you. This can include contact details, emergency contacts, medical and dietary information, attendance and daily-care records, photographs (where consent has been given), invoices and payment records, forms and consents, and messages exchanged through the parent portal.
Parent, child and staff information
Parent and guardian information is used to manage the relationship between your family and the nursery, including billing, communication and consent records. Child information is used to provide safe, appropriate day-to-day care and to meet our record-keeping obligations. Staff information is used for employment administration, rota and task management, and safeguarding purposes.
How information is used
We use the information we hold to provide childcare services, communicate with parents and guardians, manage bookings, invoicing and attendance, comply with legal and safeguarding obligations, and improve how we run the nursery. We do not use children's or parents' information for marketing purposes without separate, explicit consent.
Safeguarding, administrative and legal obligations
As a childcare provider, we are required to keep certain records to meet safeguarding, regulatory and legal obligations. Where safeguarding concerns arise, we may need to share relevant information with local authorities or other agencies in line with our safeguarding policy and legal duties.
Who information may be shared with
We do not sell personal information. We may share information with regulatory bodies, local authorities or safeguarding partners where required by law, with trusted service providers who help us run our systems (such as our software provider) under appropriate confidentiality terms, and with emergency services if needed to protect a child's safety.
How long information is kept
We retain information for as long as your child attends the nursery and for a further period afterwards in line with statutory retention requirements for childcare and safeguarding records. Website enquiry information that does not proceed to a nursery place is kept only for as long as reasonably needed to respond to the enquiry, after which it may be archived or deleted.
Security
We take reasonable technical and organisational measures to protect the personal information we hold, including access controls so that only appropriate staff and administrators can view sensitive records.
Cookies
Our website uses essential cookies needed for the site to function. We may in future use optional analytics or preference cookies, which would only be active if you consent to them. See our Cookie Policy for details and how to manage your choices.
Your rights
You have the right to ask what information we hold about you or your child, to ask us to correct inaccurate information, and to ask questions about how your information is used. To make a request, please contact us using the details below.
Contact us
If you have any questions about this privacy policy or how your information is handled, please contact: [Insert registered business name] [Insert address] [Insert email] [Insert phone number] [Insert ICO registration number if applicable]
Last updated: [Insert last reviewed date]