Privacy Policy – The Babygrow Nursery

1. About This Policy

Baby World Ltd (trading as "The Babygrow") is committed to protecting and respecting your privacy and that of your child. This privacy policy explains how we collect, use, store and protect personal information about you and your child when you use our nursery services.

We are registered with Ofsted and hold relevant food hygiene certifications from the local council.

2. Information We Collect

About Your Child:

• Full name, date of birth, and address
• Emergency contact information
• Medical information, allergies, and dietary requirements
• Development records and learning assessments
• Attendance records
• Photographs and videos for learning journals and development records
• Any safeguarding or welfare concerns

About Parents/Guardians:

• Full names and contact details
• Emergency contact information
• Employment details (where relevant for nursery hours)
• Financial information for fee payments
• Communication preferences

Other Information:

• CCTV footage for safeguarding purposes
• Website usage data and cookies (if applicable)
• Communication records (emails, phone calls, meetings)

3. How We Collect Information

• Registration and application forms
• Day-to-day interactions and observations
• Phone calls and email communications
• CCTV systems installed throughout the nursery premises
• Our nursery management system (TeachKloud)
• Website contact forms and cookies
• Third parties (such as previous nurseries or healthcare professionals with your consent)

4. Legal Basis for Processing

• Contract: To provide nursery services as agreed
• Legal obligation: To comply with Ofsted requirements, safeguarding duties, and health & safety regulations
• Vital interests: To protect the health, safety and welfare of children
• Legitimate interests: For the proper management and operation of the nursery
• Consent: For photographs/videos used for marketing purposes and non-essential communications

5. How We Use Your Information

Nursery Operations:

• Providing daily care and education for your child
• Monitoring your child's development and creating learning journals
• Ensuring your child's health, safety and welfare
• Managing attendance and billing
• Communicating with parents about their child's progress

Legal and Regulatory Compliance:

• Meeting Ofsted registration requirements
• Fulfilling safeguarding obligations
• Complying with health and safety regulations
• Maintaining accurate records as required by law

Safety and Security:

• CCTV monitoring for safeguarding (footage retained for 2 weeks only)
• Emergency contact and medical response
• Managing access to nursery premises

6. Sharing Your Information

Regulatory Bodies:

• Ofsted: For registration, inspection and regulatory compliance
• Local Authority: For safeguarding, SEND support, or funding purposes (on a need-to-know basis)
• Local Council: For food hygiene and health & safety compliance

Healthcare and Emergency Services:

• Medical professionals in emergencies
• Healthcare providers with your consent for SEND support

Professional Services:

• Insurance companies: For claims or policy requirements
• Accountants: For payroll and financial management (anonymised where possible)
• Legal advisors: If required for legal compliance or advice

Parents and Authorised Contacts:

• Sharing your child's development information via TeachKloud app
• Emergency contact information when necessary

We will never sell your personal information to third parties.

7. Photography and Video

Learning Journals:

• We take photographs and videos as part of your child's learning journey
• These are uploaded to TeachKloud for parents to view
• This is covered under our legitimate interest in providing educational services

Marketing and Promotion:

• Photos/videos for website, social media, or newsletters require separate explicit consent
• This consent is requested on the registration form
• You can withdraw consent at any time by contacting us

8. CCTV

• CCTV operates in all areas of the nursery for safeguarding purposes
• Footage is stored securely and retained for 2 weeks only
• CCTV monitoring screens are located in the office
• Access is restricted to authorised staff only
• Footage may be shared with police or relevant authorities if required for safeguarding or legal purposes

9. Data Security

• Password-protected computer systems and TeachKloud platform
• Locked filing cabinets for physical records
• Restricted access to personal data (staff trained on data protection)
• Secure disposal of confidential waste
• Regular staff training on data protection procedures
• Secure backup systems for electronic data

10. Data Retention

• Children's records: Retained for 25 years after the child leaves the nursery (in line with safeguarding requirements)
• CCTV footage: Automatically deleted after 2 weeks
• Financial records: Retained for 7 years for tax and accounting purposes
• Staff records: Retained in accordance with employment law requirements
• Marketing consent: Until withdrawn or the child leaves the nursery

11. Your Rights

Under data protection law, you have the right to:

• Access: Request copies of personal information we hold about you and your child
• Rectification: Ask us to correct inaccurate or incomplete information
• Erasure: Request deletion of personal data (subject to legal retention requirements)
• Restriction: Ask us to limit processing in certain circumstances
• Portability: Request transfer of your child's data to another provider
• Objection: Object to processing based on legitimate interests
• Withdraw consent: For activities requiring consent (such as marketing photos)

Please note: Some rights may be limited due to safeguarding requirements and legal obligations for maintaining children's records.

12. Complaints

1. Contact us first: info@thebabygrow.co.uk or 020 4619 5852
2. Contact the ICO: If unsatisfied with our response
   • Website: ico.org.uk
   • Phone: 0303 123 1113
   • Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

13. Website Cookies

Our website may use cookies to:

• Remember your preferences
• Analyse website usage through Google Analytics
• Improve user experience

You can control cookies through your browser settings. For more information, see our separate Cookie Policy.

14. Changes to This Policy

We may update this privacy policy periodically. We will notify you of significant changes by:

• Email notification to registered parents
• Posting updates on our website
• Providing written notice at the nursery

15. Contact Us

• Email: info@thebabygrow.co.uk
• Phone: 020 4619 5852
• Post: Baby World Ltd, Flat 6, Shaw House, Albert Road, Belvedere, DA17 5NA

This privacy policy complies with the UK General Data Protection Regulation (UK GDPR), Data Protection Act 2018, and relevant nursery sector requirements.

Effective Date: 19 August 2025