Moat Barn Nursery Limited ("we", "us", "our") is committed to protecting and respecting the privacy of children, parents, guardians, visitors, staff, and other individuals whose personal information we process.
This Privacy Policy explains how we collect, use, store, and protect personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
 
1. Who We Are

Data Controller: Moat Barn Nursery Limited
Registered Address:
31 Broomfield House
Lanswood Park
Colchester
Essex
CO7 7FD
United Kingdom
Privacy Contact:
Email: alpesh@bishopswalk.co.uk
 
2. Information We Collect

Information About Parents and Guardians
We may collect and process:

• Names and contact details

• Home addresses

• Email addresses

• Telephone numbers

• Emergency contact details

• Relationship to the child

• Payment and billing information

• Correspondence and communications with the nursery

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Information About Children
We may collect and process:

• Name, date of birth and gender

• Home address

• Attendance records

• Medical information

• Dietary requirements and allergies

• Emergency contact information

• Developmental observations and learning records

• Safeguarding information where required

• Photographs and videos where appropriate consent has been obtained

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Information About Staff and Job Applicants
We may collect and process:

• Names and contact details

• Employment history

• Qualifications and training records

• Right-to-work documentation

• DBS and safeguarding information where required

• Payroll and pension information

• References and recruitment records

 
3. How We Use Personal Information

We use personal information to:

• Provide childcare and early years education services

• Ensure the safety, welfare and wellbeing of children

• Maintain attendance and learning records

• Communicate with parents and guardians

• Manage bookings, payments and administration

• Meet safeguarding and legal obligations

• Recruit, employ and manage staff

• Comply with regulatory and statutory requirements

 
4. Lawful Bases for Processing

We process personal data under one or more of the following lawful bases:

• Performance of a contract

• Compliance with a legal obligation

• Protection of vital interests

• Legitimate interests

• Consent, where required

Where consent is relied upon, individuals have the right to withdraw consent at any time.
 
5. Photographs and Videos

Moat Barn Nursery may take photographs and videos of children for educational, developmental and promotional purposes.
 
Learning and Nursery Records
Photographs may be used to document children's activities, learning experiences and development within the nursery.
 
Marketing and Social Media
We may share photographs or videos on our website, social media channels or promotional materials.
As a general practice, photographs and videos shared publicly will not identify children by name and we endeavour not to display children's faces in publicly shared content.
Where dedicated photography or videography sessions are organised involving identifiable images of children, we will obtain specific written consent from parents or guardians before capturing or using such content.
Parents or guardians may withdraw consent for future use at any time by contacting us.
 
6. Use of Famly

We use Famly as a secure childcare management platform to support the administration of nursery services.
Information stored within Famly may include:

• Child and family details

• Attendance records

• Learning observations

• Communications with parents

• Medical and dietary information

• Nursery administration records

Famly acts as a data processor on our behalf and processes personal data in accordance with applicable data protection laws.
 
7. Sharing Personal Information

We may share information with:

• Regulatory bodies and government authorities where required by law

• Local authorities and funding providers

• Safeguarding agencies and emergency services where necessary

• Healthcare professionals where required to protect a child's wellbeing

• Professional advisers, insurers and auditors

• Technology and software providers supporting our services, including Famly

We will only share information where there is a lawful basis to do so.
 
8. Data Security

We take appropriate technical and organisational measures to protect personal information from unauthorised access, loss, misuse, disclosure or alteration.
Access to personal data is restricted to authorised personnel who require access to perform their duties.
 
9. Data Retention

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, regulatory, safeguarding, accounting and reporting requirements.
Retention periods may vary depending on the nature of the information and applicable legal obligations.
When information is no longer required, it will be securely deleted or destroyed.
 
10. Your Rights
Under UK data protection law, individuals may have the right to:

• Access their personal information

• Request correction of inaccurate information

• Request deletion of personal information in certain circumstances

• Restrict or object to processing in certain circumstances

• Request transfer of their personal data

• Withdraw consent where processing is based on consent

• Lodge a complaint with the Information Commissioner's Office (ICO)

Requests relating to personal data should be sent to:
alpesh@bishopswalk.co.uk
 
11. Children's Privacy

We recognise that information relating to children requires additional protection. Personal information relating to children is processed only where necessary for the provision of childcare services, safeguarding responsibilities, educational requirements and legal obligations.
We take particular care to ensure children's information is handled securely and appropriately.
 
12. Website Information

When visiting our website, certain information may be collected automatically through standard website technologies such as cookies and server logs.
This information may include:

• IP address

• Browser type

• Device information

• Pages visited

• Date and time of access

Such information helps us maintain website functionality, security and performance.
For further information about website cookies, please refer to our Cookie Policy.
 
13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations or data processing practices.
Any updates will be published on our website and take effect immediately upon publication.
 
14. Contact Us

If you have any questions about this Privacy Policy or how your personal information is handled, please contact:
Moat Barn Nursery Limited
31 Broomfield House
Lanswood Park
Colchester
Essex
CO7 7FD
Email: alpesh@bishopswalk.co.uk