Privacy Policy

Effective Date: 04.04.2025

Organisation: Mouse’s Garden Ltd

1. Introduction

Mouse’s Garden Ltd is committed to protecting the privacy and security of personal information for the children in our care, their families, our staff, and anyone who interacts with us. This Privacy Policy explains how we collect, use, and store your data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We regularly review this notice and encourage you to revisit this page for the most up-to-date version.

2. Who Does This Policy Apply To

This Privacy Policy applies to:

Parents and guardians of children enrolled in our nursery
Children in our care (via parental consent)
Visitors to our website and social media pages
Job applicants and nursery staff
Partner organisations and suppliers
People contacting us through email, phone or web forms

3. About Us

Mouse’s Garden Ltd is a UK-based early years education provider offering outdoor nursery experiences for young children. We are the data controller of the personal information we process and are registered with the Information Commissioner’s Office (ICO).

Contact Details:

Mouse’s Garden
The Stableyard
Unit 10
Coleshill
SN6 7PT

Email: info@mousesgarden.co.uk

Phone: 01793 226852

ICO Registration Number: CSN5438991

4. How We Collect Your Information

We collect personal data when:

You enquire about or register your child at Mouse’s Garden
You complete forms (online or in-person)
You contact us by email, phone or post
You apply for a job or volunteering role
You visit our website (via cookies and analytics)

We may also receive information about you from third parties, such as local authorities or funding bodies, where legally permitted.

5. What Information We Collect

Depending on your relationship with us, we may collect:

Parents and Children

Child’s name, date of birth, medical conditions, allergies, additional needs
Parent/guardian contact details
Emergency contacts
Attendance records
Accident and incident reports
Photographs (with consent)
Funding eligibility or childcare voucher information

Staff and Applicants

Name, contact details, qualifications, references, DBS checks
Employment history
Equal opportunities data

Website Visitors

IP address and browser type
Pages visited and actions taken
Cookies (see section below)

We do not knowingly collect personal data from children directly through our website.

6. Special Category and Safeguarding Data

Where necessary, we collect sensitive personal data, including:

Health and medical needs
Safeguarding and child protection information
Race or ethnicity (if you choose to provide this)

We process this information under lawful bases such as legal obligation, vital interests, or substantial public interest for safeguarding children.

7. Legal Basis for Processing

We process your information under the following legal grounds:

Consent: For example, using images of children for marketing (with parental consent)
Contract: To provide early years education services
Legal Obligation: Safeguarding, health and safety, reporting to authorities
Vital Interests: Emergency medical treatment
Legitimate Interest: Improving our service and communication with parents

8. How We Use Your Information

We use your data to:

Provide safe, high-quality childcare and early education
Comply with statutory obligations (Ofsted, EYFS framework)
Communicate with parents and guardians
Maintain health and safety and safeguarding standards
Record learning progress (e.g. through learning journals)
Share updates and events via newsletters (if opted in)
Process job applications and manage staff

9. Sharing Your Information

We only share personal information when necessary and in line with legal obligations. This may include sharing data with:

Local authorities and funding bodies
Ofsted and other regulators
Healthcare professionals (e.g. in a medical emergency)
Software providers used for educational or administrative purposes (under strict data agreements)
Emergency services or child protection agencies

We will never sell your personal data.

10. Data Retention

We keep your personal information only as long as necessary:

Children's Records: Up to 3 years after the child leaves the setting, or longer if required for safeguarding or legal compliance
Accident Records: 21 years and 3 months (in case of child injury claims)
Staff Records: 6–7 years after employment ends
Job applications: 6 months for unsuccessful applicants

We securely delete or anonymise data once no longer required.

11. Website Cookies and Analytics

We use cookies to:

Ensure our website functions correctly
Monitor site usage and improve content
Analyse user behaviour (using tools like Google Analytics)

You can manage or disable cookies in your browser settings.

12. Email and Communications

If you subscribe to our mailing list, we will only send you newsletters or updates you have agreed to receive. You can unsubscribe at any time using the link in the email or by contacting us directly.

13. Data Security

We implement appropriate security measures to protect your information:

Encrypted digital systems
Access controls and secure logins
Staff training in data protection
Secure storage for physical records

In the event of a data breach, we will notify the ICO and affected individuals where required.

14. Your Rights

Under UK data protection law, you have the right to:

Access the personal data we hold about you
Rectify inaccurate or incomplete data
Request erasure of your data (in certain circumstances)
Restrict processing where applicable
Object to processing based on legitimate interests
Data portability (if applicable)
Withdraw consent at any time

To exercise your rights, contact us at info@mousesgarden.co.uk. We aim to respond within one week.

15. Third-Party Services

We may use trusted third-party services (e.g. childcare management software, cloud storage) to store or process data.

16. External Links

Our website may contain links to third-party sites. This Privacy Policy applies only to Mouse’s Garden Ltd. Please review the privacy policies of other sites you visit.

17. Contact Us

If you have any questions or concerns about how we handle your data, please contact us.