Book A Visit

Data Protection and Privacy Policy

Here at Molescroft Farm Children’s Nursery we value your privacy. We have developed a number of privacy notices which cover how we collect, use, process, transfer and store your personal information.

All your personal Information shall be held and used in accordance with The General Data Protection Regulation (2018).
Molescroft Farm Children’s Nursery are the data controller of your Information. This is required to collect and process data for several purposes concerning our staff, contractors, parents, children, website users and any other individual who comes into contact with the company.

In gathering and using this data Molescroft Farm Children’s Nursery is committed to protecting all individual’s rights of freedom and privacy.

The policies below are intended to inform you how we gather, define, and utilise your personal
information such as name, address, credit/debit card number, email address and mobile phone number.

Privacy Policy for website users
When you visit our website what two types of information do you gather?
When you visit our website, you may provide us with two types of information such as;

Any information you submit is sent at your own risk. We do maintain the highest standards of security, however the transmission of information via the internet is not completely secure. So, whilst we will do our best to protect your Information, we cannot ensure the security of your data transmitted to our Website.
Once we have received your Information we will use strict procedures and security features to minimise the risk of unauthorised access.

How do we use the information you provide to us?
We use your Information in the following ways:

obligation or in order to enforce or apply our terms and conditions and other agreements
or protect the rights, property, or safety of our customers, or others. This includes
exchanging information with other companies and organisations for fraud protection and
credit risk reduction.

How do we protect your information?
Email is not recognised as a secure medium of communication. For this reason, we request that you do not send private, sensitive or confidential information to us by email, and should you do so it is at your own risk.

Storage of data
The data you provide to us via the website we will hold in our software systems. Data relating to
you and your child will be kept in the nursery within a locked cabinet. Personal data held within a software system will be securely protected with individual logins, which will only be given to those who need to access the data.

Your data subject rights
You may request access to all your Information that we collect online and maintain in our database
by writing to us at the following address: Molescroft Farm Children’s Nursery, Grange Way, Beverley, HU17 9FS.
We are obliged under GDPR to complete your request free of charge and within 1 month of receipt
of the request.

Your Consent
By using our website, you consent to our collection and use of your Information as described in
this Privacy Policy. If we change our privacy policies and procedures, we will post those changes
on our Website to keep you aware of what information we collect, how we use it and under what
circumstances we may disclose it.

Where we store your personal data
Data and Information that we collect from you may be transferred to and stored at a destination
Information is treated securely and in accordance with this Privacy Policy.

Cookies
What Are Cookies?
A cookie is a very small text document, which often includes an anonymous unique identifier.
When you visit a website, that site’s web server/computer asks your computer for permission to store this file in a part of your hard drive specifically designated for cookies.

Each website can send its own cookie to your browser if your browser’s preferences allow it, but (to protect your privacy) your browser only permits a website to access the cookies it has already sent to you, not the cookies sent to you by other sites, therefore private information supplied to one web site cannot be read by another organisation.
A more detailed look at how we use cookies on the web site can be found by clicking the ‘Cookie Settings’ button at the bottom of all web pages on the site, you will also find further useful information at httpss://cookiepedia.co.uk/giving-consent-to-cookies

How We Use Information We Collect from Cookies
As you browse and navigate around our Website, the website uses cookies to differentiate you from other users to prevent you from seeing unnecessary advertisements or requiring you to log in more than is necessary for security.
Cookies, in conjunction with our web server’s log files, allow us to calculate the aggregate number of people visiting our Website and which parts of the website are most popular. This helps us gather feedback so that we can improve our Website and better serve our customers.
Cookies do not allow us to gather any personal Information about you and we do not generally store any personal Information that you provided to us in your cookies.

Privacy Notice for Parents
Here at Molescroft Farm Children’s Nursery we are the data controller for any personal information you provide to us regarding you or your child. This means we decide how your personal data is processed and for what purpose.
Molescroft Farm Children’s Nursery is required to collect and process data for a number of purposes concerning its staff, contractors, parents, children and any other individual who comes into contact with the company.
In gathering and using this data Molescroft Farm Children’s Nursery is committed to protecting all individual’s rights of freedom and privacy and meeting the requirements of the General Data Protection Regulation 2018 (GDPR).

What personal data we collect about you and your child
Molescroft Farm Children’s Nursery contractual responsibilities include but are not limited to the collection of the following
personal data:
• Personal details (name, date of birth, gender)
• Attendance information (start date, hours in nursery)
• Medical and health information
• Personal characteristics
• Dietary requirements and preferences (allergies on intolerances, food likes/dislikes)
• Special Educational Needs information
• Development records

The information we hold about you as a parent or guardian include:
• Personal details (name, date of birth, national insurance number)
• Contact details (address, phone number, email address)

We do hold some special category data about you and your child regarding race, ethnic origin, religion and health information. The special category data is only collected as required by the Local Authority or other public bodies for legal and contractual purposes. We comply fully with the requirements of GDPR in relation to special category data and are aware of the sensitive nature
of the information. It is the duty of you, the Data Subject to let us know of any personal data that has changed or is incorrect, we send out annual declaration forms to ensure the data we hold on you is accurate.

How we process your personal data
Here at Molescroft Farm Children’s Nursery we comply with its obligations under the GDPR by keeping personal data up to date; storing and destroying it securely; not collecting or retaining excessive amounts of data; protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data. All the data we process, we do so to fulfil the contract we have with you.
Here at Molescroft Farm Children’s Nursery we hold and processes your data to be able to:

There is certain data we hold about you as a parent or guardian to be able to successfully carry out the contract. The information we hold about you includes your name and address, contact details, bank details and signatures. We hold this personal data and use it to:

Whilst much of the data you provide to us is mandatory to carry out the contract you hold with us, some of it is provided on a voluntary basis. To comply with the GDPR we will inform you at the time of collection whether the information you are asked to provide is mandatory. Where personal data is not required for legal or contractual reasons, we will give you the opportunity provide your consent for us to use your data for that purpose.

The lawful basis in which we process this data
Molescroft Farm Children’s Nursery collects and process all the information you provide to us as a parent or guardian under the contractual lawful process. It is necessary to process this data to be able carry out the requirements of the contract. Without this data we will not be able to fulfil your contract and thus not be able to keep your child in our care.
The health and medical data you provide to us regarding your child is legally required and is vital to keep your child safe whilst in our care.

Data regarding your child’s ethnicity, race and religion is only processed under the requirements of Local Authorities and public bodies and upholding our equal opportunities policy and ensuring we are meeting the Equality Act 2010.
Some data will only be processed if explicit consent is given. This can include the ability to take photographs of your child and using your details for direct marketing. Where this is the case we will ask for your consent at the time we collect your data.

Who collects this data?
Molescroft Farm Children’s Nursery collects most of its data directly from the individual themselves. The information we collect about you and your child will all be obtained from the application pack you fill out when you first enrol your child or the online form. Additional data is collected as part of the Annual Declaration and on an ad-hoc basis as required.

Storage of data
All your data is either kept in our software systems or in paper format. Data relating to you and your child will be kept in the nursery your child attends as well as at our supporting office locations.
Personal data held within a software system will be securely protected with individual logins, which will only be given to those who need to access the data. If you wish to see the full version of our IT security policy please contact the Data Protection Officer.
All data stored in paper format will be kept in a safe location where only those who are authorised to access it, can. This may include being locked away in a filing cabinet.

Who and why we share this data
We are legally obliged to pass some of your details on to third parties for legal reasons such as public bodies. This includes Local Authorities, Ofsted, NHS, Police and enforcing agencies. We will not give information about you or your child to anyone outside of the company without your explicit consent unless the law or our terms and conditions allow us to.
We may also share data with organisations for trend analysis. The processing of this kind of data we are not legally required to do and therefore we will ask you for your explicit consent for us to share your data for this purpose.
We may share your child’s progress data with schools as they transfer from nursery, however this will only be done with the explicit consent from you as a parent or guardian.

Data retention periods
Molescroft Farm Children’s Nursery is committed to ensuring we do not hold personal data for any longer than necessary.
Data which we hold under contract is subject to specified retention periods. These are as follows:
• Parent and child personal data – Until the child is 26 years old
• Safeguarding information – Until the child is 26 years old
• Medical and health data – Will not be destroyed
• Accident data – Will not be destroyed
• Child learning progress – Given to the parent when the child leaves the nursery, if not collected by the parent or guardian this will be destroyed a term after the child has left the nursery
Once the data has been used for its original purpose and the retention period has expired, we will appropriately dispose of the data.

Further processing
If we wish to use your personal data for a new purpose, not covered by this Data Protection Privacy
Notice, we will provide you with a new notice explaining this new purpose. Where and whenever
necessary, we will seek your consent to the new processing.

Your data subject rights
Under GDPR you have the right to request access to any of the data held by Molescroft Farm Children’s Nursery about you and your child. If you wish to make a subject access request please contact the Data Protection Officer (DPO).
If you feel Molescroft Farm Children’s Nursery has not handled your or your Child’s personal details adequately or you are unhappy with how your data request has been dealt with contact the Data Protection Officer (DPO).

Recruitment
If you are successful and are offered a position to work for us here at Molescroft Farm Children’s Nursery we will hold your data under contract. Further information on what information we hold on employees, how we store it and how we process this data can be found on the Privacy Notice for Employees below.
If you are unsuccessful we will dispose of any personal data you have supplied us immediately unless you have given explicit consent for us to keep this information.

Privacy Notice for Employees
Molescroft Farm Children’s Nursery is the data controller for any personal information you provide to us regarding yourself as an employee. This means we decide how your personal data is processed and for what purpose.
Here at Molescroft Farm Children’s Nursery we are required to collect and process data for a number of purposes concerning its staff, contractors, parents, children and any other individual who comes into contact with the company.
In gathering and using this data we are committed to protecting all individual’s rights of freedom and privacy and meeting the requirements of the General Data Protection Regulation 2018 (GDPR).

What personal data we collect about you
Molescroft Farm contractual responsibilities include but are not limited to the collection of the following personal data:

We do hold some special category data about you regarding your race, ethnic origin, religion and health information. The special category data we hold we only process if it is essential for the purpose of a contract or required for legal reasons and is adequately protected because of the sensitive nature of the information. We only use this information for equal opportunity research and feedback. It is the duty of the data subject to let us know of any personal data that has changed so we can
update our records and ensure the data we hold on you is accurate.

How we process your personal data
Molescroft Farm Children’s Nursery complies with its obligations under the GDPR by keeping personal data up to date; storing and destroying it securely; not collecting or retaining excessive amounts of data; protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data. All the data we process from employees, we do so to fulfil the contract.

Molescroft Farm Children’s Nursery hold and processes your data to be able to:

The lawful basis in which we process this data
Molescroft Farm Children’s Nursery collects and process all the information you provide to us about yourself as an employee under the contractual lawful process. It is necessary to process this data to be able carry out the requirements of the contract. Without this data we will not be able to fulfil the contract and thus not be able to employ you as a member of staff here at Molescroft Farm Children’s Nursery.
The health and medical data you provide to us is legally required and is vital to keep you safe whilst you are employed with us. It is also under your contract that you supply sick notes to us as evidence of proof of illness and ensure you are paid for these days.
Data regarding your ethnicity, race and religion is only processed for monitoring and upholding Molescroft Farm Children’s Nursery equal opportunities policy and ensuring we are meeting the Equality Act 2010.

Who collects this data
Molescroft Farm Children’s Nursery collects most of its data directly from the individual themselves. The information we collect about you will be obtained from the CV you give us during the recruitment process or new starter pack you fill out when you first become employed with Molescroft Farm Children’s Nursery. Additional data is collected as part of the Annual Declaration and on an ad-hoc basis as required.

Storage of data
All your data is either kept in our software systems or in paper format. Employees’ data may be held within the department your work for. All head office staff and nursery manager data is held within HR and all bank details are held in payroll. Personal data held within software systems will be securely protected with individual logins, which will only be given to those who need to access the data.
All data stored in paper format will be kept in a safe environment where only those who need it can access it. This may include being locked away in a filing cabinet.

Who and why we share this data
We are legally obliged to pass some of your details on to third parties such as public bodies or civil services. These may include, the police, the courts, HMRC and pension providers. We limit the sharing of data to third parties as far as practicable and only share data where it is necessary for legal reasons or for the processing of the contract.

Data retention periods
Molescroft Farm Children’s Nursery is committed to ensuring we do not hold personal data for no longer than necessary. We are required by law to hold some of the personal data you provide us for certain periods of time. Medical, health and accident data will not be destroyed and both financial and personal data we will hold for 6 years after you have left the company, after this period your data will be appropriately disposed of. Further information can be found on our Management, Retention and Disposal of Records Guidance.

Further processing
If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, we will provide you with a new notice explaining this new purpose. Where and whenever necessary, we will seek your consent to the new processing.

Your data subject rights
Under GDPR you as an employee have the right to request access to any of the data held by us. If you wish to make a subject access request, please contact the Data Protection Officer (DPO). If you feel we have not handled your personal details adequately or you are unhappy with how your data request has been dealt with contact the Data Protection Officer (DPO). Consent we are committed to ensuring where consent is required, it is freely given, specific and unambiguous. Where consent is required for additional processing, data subjects are given the opportunity to freely give their consent to us processing that data for the specified purpose.
Additional consent forms will be distributed to gather additional permission.

Contact Us
If you have any questions or suggestions regarding our privacy policy, please contact us:
Molescroft Farm Children’s Nursery,
Grange Way,
Molescroft, Beverley
HU17 9FS