1. Introduction
Happy Hearts Learning Centre is committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, store and protect the personal data of children and their families.
Ofsted Registration Number: 2860344
2. Information We Collect
We collect and process the following types of personal information:
Child Information:
- Full name and date of birth
- Medical information, allergies and dietary requirements
- Special educational needs or disabilities
- Attendance records and session bookings
- Photographs and videos for learning and development purposes
Parent/Guardian Information:
- Contact details (name, address, phone, email)
- Emergency contact information
- Payment and billing information
- Communication preferences
3. How We Use Your Information
We use personal information for the following purposes:
- To provide childcare and after-school club services
- To ensure the safety, health, and wellbeing of children
- To communicate with parents/guardians about their child's care
- To process payments and maintain financial records
- To comply with legal and regulatory requirements (including Ofsted)
- To maintain attendance records and session bookings
- To support children's learning and development
4. Legal Basis for Processing
We process personal data under the following legal bases:
- Contract: To fulfil our childcare service agreement with you
- Legal Obligation: To comply with Ofsted regulations and safeguarding requirements
- Legitimate Interests: To ensure the safety and wellbeing of children in our care
- Consent: For photographs, videos and marketing communications (where applicable)
5. Data Sharing
We may share personal information with:
- Ofsted and other regulatory bodies as required by law
- Local authorities for safeguarding and child protection purposes
- Healthcare professionals in case of medical emergencies
- Payment processors for billing purposes
- Insurance providers where necessary
We will never sell or share your personal information for marketing purposes without your explicit consent.
6. Data Retention
We retain personal data for as long as necessary to fulfil the purposes outlined in this policy and to comply with legal requirements:
- Child records: Retained for 3 years after the child leaves our care (or until age 21, whichever is longer)
- Safeguarding records: Retained in accordance with local safeguarding procedures
- Financial records: Retained for 6 years for tax and accounting purposes
- CCTV footage: Retained for 30 days unless required for an incident investigation
7. Your Rights
Under UK data protection law (UK GDPR), you have the following rights:
- Right to Access: Request a copy of the personal data we hold about you or your child
- Right to Rectification: Request correction of inaccurate or incomplete data
- Right to Erasure: Request deletion of personal data (subject to legal obligations)
- Right to Restrict Processing: Request limitation on how we use your data
- Right to Object: Object to processing based on legitimate interests
- Right to Data Portability: Receive your data in a structured, machine-readable format
To exercise any of these rights, please contact us using the details below.
8. Security
We implement appropriate technical and organisational measures to protect personal data against unauthorised access, loss or misuse. This includes:
- Secure storage of physical records in locked cabinets
- Password-protected digital systems
- Staff training on data protection and confidentiality
- Regular security reviews and updates
9. Cookies and Website Data
Our website may use cookies to improve user experience. For more information, please see our Cookie Policy.
10. Changes to This Policy
We may update this Privacy Policy from time to time. Any changes will be posted on our website and, where appropriate, notified to you by email.
11. Contact Us
If you have any questions about this Privacy Policy or how we handle your personal data, please contact us:
12. Complaints
If you are not satisfied with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):