Privacy Policy

Effective 04.04.2025

Mouse’s Garden Nursery (“we,” “us,” or “our”) is committed to safeguarding the privacy and personal data of the children in our care, their parents and carers, and our staff. This policy explains what information we collect, how we use it, and your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Mouse’s Garden Nursery is a registered early years childcare provider in the UK. We act as a Data Controller, meaning we determine how and why personal data is processed.

If you have any questions about this policy or how we use personal data, please contact:

Mouse’s Garden Nursery
Coleshill Organics
The Walled Garden
SN6 7PT

01793 226852 / 07856 926284

info@mousesgarden.co.uk

2. What Personal Data We Collect

We collect personal information to ensure we can provide safe, high-quality childcare, comply with legal obligations, and support each child’s development.

Children:

  • Name, date of birth, gender

  • Home address 

  • Medical conditions, allergies, dietary needs

  • Developmental observations and progress records

  • Attendance, accidents, safeguarding notes

  • Photos and videos (with consent)

Parents/Carers:

  • Full name and contact details (phone, email, address)

  • Emergency contacts

  • Relationship to child

  • National Insurance number (for funding eligibility)

  • Invoicing and payment details

  • Consent preferences

Staff and Volunteers:

  • Full name and contact details

  • Employment history and references

  • DBS check information

  • Qualifications and training records

  • Emergency contacts

  • Health declarations (where relevant)

3. Why We Collect Your Data (Legal Basis)

We collect and use your data under the following lawful bases:

  • Legal obligation: To comply with laws around safeguarding, welfare, funding, and record keeping.

  • Public task: To deliver early years education in the public interest.

  • Vital interests: To protect a child’s health or wellbeing in emergencies.

  • Consent: For optional activities, such as using photos for promotional purposes or newsletters. You can withdraw consent at any time.

4. How We Use Your Data

We use your personal data to:

  • Care for and educate your child

  • Keep accurate health and safeguarding records

  • Communicate with parents/carers

  • Apply for government-funded childcare hours

  • Monitor staff training and safety

  • Meet requirements from Ofsted and the local authority

5. How We Store and Share Your Data

We store all personal data securely, either in locked cabinets or encrypted digital systems.

We may share data with:

  • Ofsted (for inspections)

  • Local authorities (e.g. for funding and safeguarding)

  • NHS professionals (e.g. health visitors or emergency care)

  • Emergency services if required

  • Software providers (only GDPR-compliant systems used for administration and parent communication)

We will never sell your information or share it for marketing purposes.

6. How Long We Keep Your Data

We retain personal data only as long as necessary:

  • Child records: usually up to 3 years after the child leaves, or longer if required by safeguarding law.

  • Accident records: until the child is 21 years old in some cases.

  • Staff records: up to 6 years after employment ends.

7. Your Rights

You have the right to:

  • Access your data

  • Request correction of inaccurate data

  • Request deletion of certain records (where lawful)

  • Object to or restrict processing

  • Withdraw consent at any time

  • Lodge a complaint with the Information Commissioner’s Office (ICO): https://ico.org.uk/

8. Updates to This Policy

We may update this Privacy Policy from time to time. We will notify parents and carers of any significant changes in how we process personal data.