Introduction

2. Policy Aims

Kindred Education Limited is committed to being transparent about how it collects and uses the personal data of its families and its workforce, and to meeting its data protection obligations. This policy sets out the organisation’s commitment to data protection, and individual rights and obligations in relation to personal data.

 

3. Prospective Parent/Carer/Child Information Collected

When you express interest in Kindred Education Limited, we will collect and process the following data from you:

• your name
• email address which will be used to send you a confirmation email and, if you gave consent, Kindred Nurseries newsletters and news
• contact telephone numbers which will be used to call you to book your nursery visit
• child’s name, age

How do we collect this information?

Data will be collected via our website enquiry form, telephone or email when you register an interest with our nursery.

Why we collect and use this information?

• To send you confirmation of a visit booked by email
• If explicitly consented to share Kindred Nurseries emails (newsletters, news and promotions)
• To call you and book in a nursery visit and understand your current needs
• To provide you with information about our availability and possible start dates, as well as a tailored understanding of what our services will provide.

 

4. Enrolled Parent/Carer/Child Information Collected

On registering and securing a place at Kindred Education Limited, the categories of child information that we collect, hold and share include:

• Personal information and contacts (such as name, date of birth and address)
• Characteristics (such as ethnicity, language, nationality, country of birth)
• Attendance information (such as sessions attended, absences and absence reasons)
• Assessment information (such as development records, progress reports and observations)
• Medical information (such as immunisation records, allergy information or dietaries)
• Relevant documentation for child protection and safeguarding concerns
• Special educational needs (including the needs and ranking)
• Details of any accidents / incidents / existing injuries
• Funding information and details, including birth certificates
• CCTV (where applicable)

On registering and securing a place at Kindred Education Limited, the categories of parent or carer information we collect and hold include:

• Personal information (such as name, address and contact details, relation to child)
• Proof of identity for adults
• Card details for Famly Pay (if this payment option is selected)
• Fingerprints Entry System (where applicable)
• CCTV (where applicable)

How do we collect this information?

• Our registration form
• Our parent app, Kindred Satchel
• Fingerprint entry system (where applicable)
• CCTV system (where applicable)
• Our enquiries system, Pipedrive

Why we collect and use this information?

We use child data:

• to support child learning
• to monitor and report on child progress
• to provide appropriate care
• to assess the quality of our services
• to comply with the law regarding data sharing

We use parent or carer data:

• to support a child’s care
• to help identify parents when collecting children
• for the purposes of maintaining open communication
• to assess the quality of our services
• to comply with the law regarding data sharing

Collecting child information

Whilst the majority of child information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with the GDPR, we will inform you whether you are required to provide certain child information to us or if you have a choice in this. Data will be collected via your registration form and our parent app, Kindred Satchel, as well as through a selection of introduction forms when your child begins the nursery.

Collecting parent or carer information

When registering your child, the majority of the information you provide about yourselves will be mandatory, although we may also ask for some voluntary information to help us care for your child. Data will be collected via your child’s registration form and our parent app, Kindred Satchel, as well as through a selection of introduction forms when your child begins the nursery.

 

5. Legal Basis for Processing your data

The legal basis for processing your data is based on type of data that is being collected that we will have requested at the point the information was initially provided. Therefore, we will not store, process or transfer your data unless we have an appropriate lawful reason to do so.

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

1. Your consent. You are able to remove your consent at any time. You can do this by contacting your Nursery Manager
2. We have a contractual obligation. 
3. We have a legal obligation.
4. We have a vital interest
5. We need it to perform a public task
6. We have a legitimate interest

 

6. Who will your personal information be shared with?

We may have to share your personal data with the parties set out below:

• All data is shared between the individual Nursery and Kindred Education Limited
• Other companies in our group who provide services to us.
• Service providers who provide I.T. and system administration services. 
• Professional advisers including lawyers, bankers, auditors and insurers
• Government bodies and Country Councils that require us to report processing activities.
• Third parties to whom we sell, transfer, or merge parts of our business or our assets

6. Who will your personal information be shared with? CONT.

We require all third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the GDPR and other Laws. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions and we will always have a legitimate reason for doing so.

If we are obliged to disclose personal data by law, or if the disclosure is necessary for purposes of national security, taxation and criminal investigation or to safeguard your child, we will do so. In some circumstances, you may not be notified first.

Your data is hosted on several different systems (See: “Authorised Third Parties"). All these providers have relevant safeguards in place to protect your data in the same way that we do.

 

7. Authorised third parties

We use a number of authorised third parties to provide our services. They are not permitted to use information we share with them for any other purpose.

We use third parties to assist us in processing your personal information, and we require these third parties to comply with our Privacy Policy and any other appropriate confidentiality and security measures. Any processors who process data outside the EEA have been reviewed to make sure that they have the appropriate safeguards in place for the security of the data.

Bluegreen Design
Secure hosting of Kindred Education Limited website is essential to both us and our families. That is why we entrust Blue Green Design, a long-established company, to protect all of our website data.

Famly and Famly Pay (our Kindred Satchel Parent App)
Your personal data will be input into the Famly childcare system, which helps us manage your enquiry, care for your child and manage our nurseries. Your data is held in a secure data centre in Germany, Frankfurt on an AES-256 encrypted database. It can only be accessed by authorised personnel. Please find their Privacy Policies here: https://www.famly.co/terms/privacy-policy

The Funding Loop
The Funding Loop provides a platform to capture and process of all information required to process a funding claim for those children accessing government funding. Their data is securely stored on datacentres in the United States. Please find their Privacy Policy here: https://parents.fundingloop.co.uk/#/terms/viewPrivacyPolicy

Survey Monkey
We use Survey Monkey a small number of times a year to send you surveys regarding how you are finding our service, service improvements that could be made and assessing demand for future service changes. Their data is securely stored on datacentres in the United States. Please find their Privacy Policy information here: https://help.surveymonkey.com/en/policy/#data-privacy

MailChimp
We use Mail Chimp to send a small number of emails throughout the year to customers who have shown an interest in our nurseries and have given consent to be contacted with our newsletters, news and promotions. Their data is securely stored on datacentres in the United States. Please find their Privacy Policy information here: https://www.intuit.com/privacy/statement/

PipeDrive
Your personal data will be input into the system which helps us manage your enquiry. Please find their Privacy Policy here: https://www.pipedrive.com/en/privacy

 

8. CCTV/Surveillance (where applicable)

We have installed CCTV systems in some of our premises, for the purposes of user, visitors and staff safety and crime prevention and detection. CCTV is also installed on the outside of some of our buildings for the purposes of monitoring building security and crime prevention and detection. In all locations, signs are displayed notifying you that CCTV is in operation. Images captured by CCTV will not be kept for longer than necessary. However, on occasions there may be a need to keep images for longer, for example where a crime is being investigated. You have the right to see CCTV images of yourself and be provided with a copy of the images. We will only disclose images and audio to other authorised bodies who intend to use it for the purposes stated above. Images and audio will not be released to the media for entertainment purposes or placed on the internet for public viewing. We operate CCTV and disclose in accordance with the codes of practice issued by the Information Commissioner and the Home Office.

 

9. Fingerprint Entry System (where applicable)

We have installed fingerprint entry systems in some of our premises, for the purposes of safeguarding access to the nursery buildings. Fingerprint images captured by the entry system will not be kept for longer than necessary. We operate the fingerprint entry system in accordance with the codes of practice issued by the Information Commissioner and the Home Office.

 

10. Data Security

Throughout our business we have put in place significant security measures to prevent your personal data from being breached. This includes your data being lost, used, altered, disclosed, or accessed without authorisation.

We also allow access to your personal data only to those employees and partners who have a business need to know such data. They will only process your personal data on our instructions and they must keep it confidential.

We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach if we are legally required to.

We take security measures to protect your information including:

• Limiting access to our buildings to those that we have determined are entitled to be there)
• Implementing access controls to our information technology
• We use appropriate procedures and technical security measures (including strict encryption, anonymisation and archiving techniques) to safeguard your information across all our computer systems, networks, websites, mobile apps, offices and stores
• Never asking you for your passwords

 

11. Data Retention

Prospective Parent/Carer/Child

Kindred Education Limited will hold your data on file for up to 36 months. At the end of that period your data is deleted or destroyed.

Enrolled Parent/Carer/Child

Personal data gathered during the application process will be transferred to your child’s personal file (either manual or electronic or both) and retained during his or her time at the nursery. After your child leaves the nursery, your personal data will be retained for 6 years.

Incident and accident forms are kept for 21 years, then deleted or destroyed. In the case of Looked After Children, their personal data will be retained for 75 years before deletion/destruction.