DATA PRIVACY NOTICE
FOR EMPLOYEES, WORKERS, STUDENTS, VOLUNTEERS CHILDREN ATTENDING OUR NURSERIES
AND THEIR PARENTS/CARERS
WHAT IS THE PURPOSE OF THIS DOCUMENT?
Cherry Childcare (“the Nursery” or “we”) is committed to protecting the privacy and security of your personal information. This privacy notice describes how Cherry Childcare collects and uses personal information about employees/workers of the Nurseries (“Employees”), students attending the nursery (“Students”), volunteers attending the nursery (“Volunteers”), children attending the Nursery (“Child” or “Children”) and the parents of the Children (“Parents”) (known collectively as “You” or “Your”), in accordance with the General Data Protection Regulation (GDPR).
Cherry Childcare is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about You. We are required under data protection legislation to notify You of the information contained in this privacy notice.
This notice applies to Employees, Workers, Students, Volunteers, Children and Parents. This notice does not form part of any contract of employment or other contract to provide services. We may update this notice at any time but if we do so, we will provide You with an updated copy of this notice as soon as reasonably practical.
It is important that Employees, Workers, Students, Volunteers, Children and Parents read and retain this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about You, so that You are aware of how and why we are using such information and what Your rights are under the data protection legislation.
DATA PROTECTION PRINCIPLES
We will comply with data protection law. This says that the personal information we hold about You must be:
THE KIND OF INFORMATION WE HOLD ABOUT YOU
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
There are “special categories” of more sensitive personal data which require a higher level of protection, such as information about a person’s health.
Employees:
We will collect, store, and use the following categories of personal information about Employees:
We may also collect, store and use the following “special categories” of more sensitive personal information:
Students:
We will collect, store, and use the following categories of personal information about Students:
Volunteers:
We will collect, store, and use the following categories of personal information about Volunteers:
to that decision;
Children:
We will collect, store, and use the following categories of personal information about Children:
We may also collect, store and use the following “special categories” of more sensitive personal information:
Parents:
We will collect, store, and use the following categories of personal information about Parents:
We may also collect, store and use the following “special categories” of more sensitive personal information:
HOW IS YOUR PERSONAL INFORMATION COLLECTED?
Employees:
We collect personal information about Employees through the application and recruitment process, either directly from candidates or sometimes from an employment/recruitment agency or background check provider. We may sometimes collect additional information from third parties including former employers, credit reference agencies or other background check agencies.
We will collect additional personal information in the course of job-related activities throughout the period of when an Employee works for us.
Students and Volunteers:
We collect personal information about Students/Volunteers through the application process. We may sometimes collect additional information from third parties including former employers or other background check agencies.
We will collect additional personal information in the course of job-related activities throughout the period of when a Student/ Volunteer is with us.
Children & Parents
We collect personal information about Children and Parents from when the initial enquiry is made by the Parents, through the enrollment
process and until the Children stop using the Nursery’s services.
HOW WE WILL USE INFORMATION ABOUT YOU
We will only use Your personal information when the law allows us to. Most commonly, we will use Your personal information in the following circumstances:
We may also use Your personal information in the following situations, which are likely to be rare:
Situations in which we will use Employee personal information
We need all the categories of information in the list above (see Employee section within the Paragraph entitled ‘The Kind of Information We Hold About You’) primarily to allow us to perform our contracts with Employees and to enable us to comply with legal obligations. The situations in which we will process Employee personal information are listed below.
Some of the above grounds for processing will overlap and there may be several grounds which justify our use of an Employee’s personal information.
Situations in which we will use Students/Volunteers personal information
We need all the categories of information in the list above (see Student/Volunteers section within the Paragraph entitled ‘The Kind of Information We Hold About You’) primarily to allow us to perform our contracts with Students/Volunteers and to enable us to comply with legal obligations. The situations in which we will process personal information are listed below.
Some of the above grounds for processing will overlap and there may be several grounds which justify our use of a Students/Volunteers personal information.
Situations in which the Nursery will use personal information of Children
We need all the categories of information in the list above (see Children section within the Paragraph entitled ‘The Kind of Information We Hold About You’) primarily to allow us to perform our obligations (including our legal obligations to Children. The situations in which we will process personal information of Children are listed below.
Situations in which the Nursery will use personal information of Parents
We need all the categories of information in the list above (see Parents section within the Paragraph entitled ‘The Kind of Information we Hold About You’) primarily to allow us to perform our contracts with Parents and to enable us to comply with legal obligations. The situations in which we will process personal information of Parents are listed below.
If Employees, Students, Volunteers and Parents fail to provide personal information
If Employees, Students, Volunteers and Parents fail to provide certain information when requested, we may not be able to perform the respective contracts we have entered into with Employees, Students, Volunteers and Parents, or we may be prevented from complying with our respective legal obligations to Employees, Students, Volunteers, Children and Parents.
Change of purpose
We will only use Your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use Your personal information for an unrelated purpose, we will notify the Employees, Students, Volunteers, Child or Parent, as is appropriate in the circumstances, and we will explain the legal basis which allows us to do so.
Please note that we may process an Employee’s, a Student’s, a Volunteer’s, a Child’s or a Parent’s personal information without their respective knowledge or consent, as relevant to the circumstances, in compliance with the above rules, where this is required or permitted by law.
HOW WE USE PARTICULARLY SENSITIVE PERSONAL INFORMATION
” Special categories” of particularly sensitive personal information require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal information. We have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data. We may process special categories of personal information in the following circumstances:
Less commonly, we may process this type of information where it is needed in relation to legal claims or where it is needed to protect an Employees, a Students, a Volunteers, a Child or a Parents’ interests (or someone else’s interests) and the Employees, Students, Volunteers, Child or Parent as is appropriate is not capable of giving consent, or where the Employees, Students, Volunteers or Parent has already made the information public.
The Nursery’s obligations as an employer
We will use particularly sensitive personal information of Employees in the following ways:
Do we need Employee, Student, Volunteer consent?
We do not need the consent of Employees if we use special categories of personal information in accordance with our written policies to carry out our legal obligations or exercise specific rights in the field of employment law. In limited circumstances, we may approach Employees for their written consent to allow us to process certain particularly sensitive data. If we do so, we will provide Employees with full details of the information that we would like and the reason we need it, so that Employees can carefully consider whether they wish to consent. Employees should be aware that it is not a condition of their contract with the nursery that they agree to any request for consent from us.
INFORMATION ABOUT CRIMINAL CONVICTIONS
We may only use information relating to criminal convictions where the law allows us to do so. This will usually be where such processing is necessary to carry out our obligations and provided we do so in line with our policies. Less commonly, we may use information relating to criminal convictions where it is necessary in relation to legal claims, where it is necessary to protect the interests of You (or someone else’s interests) and You are not capable of giving your consent, or where an Employee or a Parent, as is relevant to the circumstances, has already made the information public.
We envisage that we will hold information about criminal convictions.
We will only collect information about criminal convictions if it is appropriate given the nature of the role and where we are legally able to do so, which includes but is not limited to on-going Disclosure and Barring Service (“DBS”) checks. Where appropriate, we will collect information about criminal convictions as part of the recruitment process or we may be notified of such information directly by you in the course of you working for us. We will use information about criminal convictions and offences in the following ways:
We are allowed to use your personal information in this way to carry out our obligations. We have in place appropriate policies and safeguards which we are required by law to maintain when processing such data.
DATA SHARING
We may have to share Employee, Student, Volunteer, Child or Parent data with third parties, including third-party service providers and other entities in the group.
We require third parties to respect the security of Your data and to treat it in accordance with the law.
Why might the Nursery share Employee, Student, Volunteer, Child or Parent personal information with third parties?
We will share Your personal information with third parties where required by law, where it is necessary to administer the working relationship with You or where we have another legitimate interest in doing so.
Which third-party service providers process my personal information?
”Third parties” includes third-party service providers (including contractors and designated agents), local authorities, regulatory bodies, schools and other entities within our group. The following third-party service providers process personal information about you for the following purposes:
We will share personal data regarding your participation in any pension arrangement operated by a group company with the trustees or scheme managers of the arrangement in connection with the administration of the arrangements.
How secure is my information with third-party service providers and other entities in our group?
All our third-party service providers and other entities in the group are required to take appropriate security measures to protect Your personal information in line with our policies. We do not allow our third-party service providers to use Your personal data for their own purposes. We only permit them to process Your personal data for specified purposes and in accordance with our instructions.
When might you share my personal information with other entities in the group?
We will share Your personal information with other entities in our group as part of our training and/or recruitment programmes.
What about other third parties?
We may share Your personal information with other third parties, for example in the context of the possible sale or restructuring of the business. In this situation we will, so far as possible, share anonymised data with the other parties before the transaction completes. Once the transaction is completed, we will share Your personal data with the other parties if and to the extent required under the terms of the transaction.
We may also need to share Your personal information with a regulator or to otherwise comply with the law.
DATA RETENTION
How long will you use my information for?
We will only retain Your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. Details of retention periods for different aspects of your personal information are available in our record keeping and GDPR Audit guidance which is available from the manager. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of Your personal data, the purposes for which we process Your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
In some circumstances we may anonymise Your personal information so that it can no longer be associated with You, in which case we may use such information without further notice to You. Once you are no longer an Employee, Student, Volunteer, or a Child benefiting from the Nursery’s services or a Parent, as is appropriate, we will retain and securely destroy your personal information in accordance with record keeping & GDPR guidance OR applicable laws and regulations.
RIGHTS OF ACCESS, CORRECTION, ERASURE, AND RESTRICTION
Your duty to inform us of changes
It is important that the personal information we hold about You is accurate and current. Please keep us informed if Your personal information changes during your contractual relationship with us.
Your rights in connection with personal information
Under certain circumstances, by law You have the right to:
If You want to review, verify, correct or request erasure of Your personal information, object to the processing of Your personal data, or request that we transfer a copy of Your personal information to another party, please contact the manager in writing.
No fee usually required
You will not have to pay a fee to access Your personal information (or to exercise any of the other rights).
What we may need from You
We may need to request specific information from You to help us confirm your identity and ensure Your right to access the information (or to exercise any of Your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
RIGHT TO WITHDRAW CONSENT
In the limited circumstances where You may have provided Your consent to the collection, processing and transfer of Your personal information for a specific purpose, You have the right to withdraw Your consent for that specific processing at any time. To withdraw Your consent, please contact the nursey manager. Once we have received notification that You have withdrawn Your consent, we will no longer process Your information for the purpose or purposes You originally agreed to, unless we have another legitimate basis for doing so in law.
CHANGES TO THIS PRIVACY NOTICE
We reserve the right to update this privacy notice at any time, and we will provide You with a new privacy notice when we make any substantial updates. We may also notify You in other ways from time to time about the processing of your personal information.
If you have any questions about this privacy notice, please contact the Data Controllers:
Trish Fisher, Finance Director, Cherry Childcare Ltd Trish@cherrychildcare.co.uk
Sarah Taylor, Director, Nursery Rhymes (H.I.) Ltd Saraht@cherrychildcare.co.uk
Please contact us with any queries you may have.