Introduction

LoveSpring Nursery School ("we", "our", "us") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect personal information about children, parents, staff, and visitors in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We serve children aged 6 months to 5 years and operate from 7:00 AM to 6:00 PM, Monday to Friday, with a maximum capacity of 200 children at our Coventry location (CV1 5HA).

1. Data Controller

LoveSpring Nursery School is the data controller for the personal information we process. Our registered address is Coventry, CV1 5HA.

For any data protection enquiries, please contact our Data Protection Officer at: dataprotection@lovespring.com

2. Information We Collect

2.1 Children's Information

We collect the following information about children:

• Personal details (name, date of birth, gender)
• Contact information and address
• Medical information and health records
• Special educational needs information
• Attendance records and progress reports
• Photographs and videos (with parental consent)
• Accident and incident records
• Assessment and observation records

2.2 Parent/Carer Information

We collect the following information about parents/carers:

• Contact details (names, addresses, phone numbers, email addresses)
• Emergency contact information
• Banking details for fee payments
• Employment information where relevant
• Court orders or custody arrangements

2.3 Staff Information

We collect the following information about staff:

• Personal and contact details
• Employment history and qualifications
• DBS check information
• Training records
• Performance reviews
• Payroll and pension information

3. How We Use Personal Information

4. Data Sharing

We may share personal information with:

4.1 Required Third Parties

• Ofsted - for regulatory inspections and compliance
• Local Authorities - for funding, safeguarding, and educational purposes
• NHS and Healthcare Professionals - for medical and health purposes
• Emergency Services - in case of emergency
• Department for Education - for statistical and regulatory purposes

4.2 Other Third Parties

• IT Service Providers - who maintain our Custom LMS and systems
• Payment Processors - for fee collection
• Insurance Companies - for claims and coverage
• Legal Advisors - when required for legal proceedings

We ensure all third parties comply with data protection legislation and have appropriate security measures in place.

5. Data Storage and Security

5.1 Storage Methods

• Electronic Records: Stored on our secure Custom LMS with password protection and encryption
• Paper Records: Stored in locked filing cabinets in secure areas
• Photographs: Stored digitally with access controls
• Backup Systems: Regular secure backups maintained

5.2 Security Measures

• Password-protected systems with two-factor authentication where appropriate
• Role-based access controls to ensure staff only access necessary information
• Regular security training for all staff
• Secure disposal of paper records via confidential waste shredding
• Regular security audits and risk assessments

6. Data Retention

We retain personal information only for as long as necessary:

7. Your Rights

Under data protection law, you have the following rights:

7.1 Right of Access

You have the right to access the personal information we hold about you or your child. To make a subject access request, please contact our Data Protection Officer.

7.2 Right to Rectification

You have the right to have inaccurate personal information corrected.

7.3 Right to Erasure

You have the right to have personal information erased in certain circumstances, though this may not apply where we have a legal obligation to retain the information.

7.4 Right to Restrict Processing

You have the right to restrict the processing of your personal information in certain circumstances.

7.5 Right to Data Portability

You have the right to receive your personal information in a structured, commonly used format.

7.6 Right to Object

You have the right to object to the processing of your personal information in certain circumstances.

To exercise any of these rights, please contact our Data Protection Officer.

8. Photography and Images

We have specific policies regarding photography and images:

• Written parental consent is required for all photography and videography
• Images are used only for the purposes specified in the consent form
• No images are shared on social media or publicly without explicit consent
• Staff are prohibited from using personal devices to take photos of children
• All digital images are stored securely and deleted when no longer needed
• Parents can withdraw consent for image use at any time

9. Cookies and Website

Our website uses cookies to improve user experience. We do not use cookies to collect personally identifiable information about you.

For more information about our cookie usage, please see our separate Cookie Policy on our website.

10. Changes to This Policy

We may update this Privacy Policy from time to time. The current version will always be available on our website and at the nursery premises. We will notify parents of any significant changes.

11. Complaints

If you have any concerns about how we handle your personal information, please contact our Data Protection Officer in the first instance.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO):

• ICO Website: https://ico.org.uk
• ICO Helpline: 0303 123 1113
• ICO Address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF