The General Data Protection Regulation (GDPR) is a European privacy law that regulates how individuals and companies may collect, use, and retain personal data, which affects Outdoor Owls and services that we use in order to run our business.
our commitment to you
Most importantly, at Outdoor Owls we’re committed to protecting your privacy, and we will only ever process your data in line with data protection rules. Our key principles are as follows:
We’ll only collect and hold data we need
We’ll protect it and won’t let it be used without your permission - we will safeguard your rights!
We will destroy your personal information in a secure way once we no longer need it
In return, we just ask that you keep your personal information up to date and accurate, and notify us of any relevant changes.
HOW DO WE COLLECTION INFORMATION?
When you send your child to Outdoor Owls, we receive information about you and/or your spouse, and your child, in a number of ways:
When you apply for a place at Outdoor Owls
When you ‘Register your interest’ or signup to our waitlist
When you let us know you’ve changed your circumstances, for example; you changed your name when you got married (congrats!) or you’ve moved house (invites for tea optional).
We may receive it from another organisation, for example; when working with the council, or HMRC, or a childcare voucher provider
HOW DO WE USE YOUR INFORMATION?
We use information that we have about you and your children for the running of Outdoor Owls and to comply with our Ofsted requirements. These generally fall into the following areas:
Applies to past, current and potential future children and their parents / guardians. We use this information for the provision of childcare. The types of personal information we collect and use include:
The personal details of your child;
Payment details for fees;
Details of the child’s family (so we can contact you in case of an emergency)
Medical information (so we can cater for any special needs)
Ethnicity of your child (required by the local council as part of the process to obtain Nursery Education Funding for your child).
Applies to past, current and potential future children and their parents / guardians. We use this information to ensure that your child’s development needs are catered for. The types of information we collect and use include:
Education and Training Details.
Keeping you informed
Applies to current, past and potential future children and their parents / guardians. We use this information to keep you updated about exciting news and events at Outdoor Owls, for example; to let you know about summer camps, schedule changes, Christmas parties etc. The types of information we collect and use include:
Email address. So we can email you updates and newsletters.
This is optional, and you can opt out of receiving email updates at any time. Please just drop us an email to firstname.lastname@example.org and we can remove you from the list. Note: You will still receive critical business updates, and information about your child.
How long do we keep your information?
The Early Years Foundation Stage (EYFS) Welfare Requirements say that we must keep personal information like registers, medication records and accident records for at least 3 years after your child has left Outdoor Owls.
Who do we share your information with?
Generally, we only use your information within Outdoor Owls. There are some occasions when we need to share personal information about you and / or your child with third parties. These are:
If you choose to pay with childcare vouchers, we will share the minimum amount of your personal information necessary with the voucher scheme operator, so they can identify you and make the appropriate payments to us on your behalf.
If your child is entitled to Nursery Education Funding, we are required to share your personal details with the local council authority in order to identify your child and prove entitlement to funding.
It is possible that we could receive requests from government departments, the police and other enforcement agencies. If there is a proper legal basis for sharing your personal information, we will provide it to the organisation that is asking for it.
In case of an emergency, we may need to share details of your child with the emergency services, including details of any medical conditions as provided to us by you.
To contact you when we want to inform you about events at Outdoor Owls
Where do we store and process your data?
We use third party data processors; these are secure online (cloud-based) systems and any personal information is password protected in our own private environment.
Third Party Services we currently use, and their associated privacy policies can be found here:
Squarespace - to host our website (https://support.squarespace.com/hc/en-us/articles/360000851908)
Google - we use Google Drive to store files and personal data, and Google Forms for enrolment and surveys (https://policies.google.com/privacy?hl=en-GB&gl=uk)
Xero - cloud based accounting system to process payments and handle finances (https://www.xero.com/uk/about/legal/privacy/)
Famly - cloud based nursery management software, to track child progress and communicate with parents (https://famly.co/privacy-policy/)
As some of these third party systems are based outside of the UK, your personal information may be stored in servers outside the UK. We will, however, only use your information in the UK.
If you have any questions, please feel free to contact us at email@example.com
what are cookies?
Cookies are text files containing small amounts of information, which your computer or mobile device downloads when you visit a website. When you return to websites - or visit websites that use the same cookies - they recognise these cookies and therefore your browsing device, which means that they can remember your preferences, and help the owner understand how you are using their service. Cookies allow us to improve the way our website works, and tells us if therWe are any errors as you browse.
The help feature on most browsers will tell you how to prevent your browser from accepting new cookies, how to get notifications about new cookies, or how to disable them altogether.
For the most common browsers you can:
See which cookies are active in your browsers settings
Clear cookies from your browser or device, either globally or from a specific website.
For help locating cookies on your device, visit your browser’s documentation:
types of cookies
These cookies are set by our website host, squarespace, and only our website owners can read them. They help our site run effectively, provide you with the best experience, and help us learn more about our website traffic.
These cookies are set by someone other than us - so if you share our website link to another page, for example a social media page, or gmail, these sites will set their own cookies. We have no control over third-party cookies, you can turn them off, but not through us.
These are necessary cookies because they allow visitors to navigate and use the key features of our website. For example; Test Session cookies investigates if your browser supports cookies and prevents errors, and cross-site request forgery (CSRF) which prevents someone attacking your browsing session and redirecting it to an unwanted action. If you choose to participate in our survey, or you fill out the form to register your interest in our nursery, these will produce Google Forms, and redirect you to Google Docs.
Other tracking technologies
We like to understand how people are using our site; therefore we work with cookies to capture your IP address, and date/time that you accessed our page. The data is mostly aggregated and anonymous.