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Privacy Notice

Little Leaves Preschool
The Youth & Community Centre, New Ash Green, Kent DA3 8JY
Tel: 01474 873519 | Email: littleleaves@outlook.com

Ofsted URN: 127211 | Charity No: 1029991

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Last updated: January 2026

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Introduction

Little Leaves Pre-School is committed to protecting the personal data of children, parents, carers, staff, and volunteers.

This Privacy Notice explains:

  • What personal data we collect

  • Why we collect it

  • How we use and protect it

  • Your rights regarding your data

We process data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

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1. What Personal Data We Collect

We collect personal data about children and their families to provide care, education, and support tailored to each child’s needs, and to verify eligibility for funded childcare where applicable.

  • Children’s Data

  • Name, date of birth, address

  • Health, medical and dietary needs

  • Developmental and learning needs

  • Special educational needs (SEN)

  • Birth certificate details, religion, ethnic origin

  • Child protection or health care plans, where applicable

  • Parental responsibility and relevant court orders

  • Parent / Carer Data

  • Name, contact details, address, email, phone numbers

  • Emergency contacts and family information

  • National Insurance number or UTR (for 30 hours childcare funding applications)

  • Benefits or family credit information (if required for funding claims)

  • All personal data is collected directly from parents / carers via our registration forms or funding applications.

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2. Why We Collect This Data & Legal Basis

We process data to deliver childcare services, support children’s wellbeing, and meet legal obligations.

This includes:

  • Contacting you in an emergency

  • Supporting your child’s health, wellbeing, and development

  • Managing SEN, medical or dietary needs

  • Tracking learning progress and assessing development

  • Communicating about your child and responding to queries

  • Processing childcare funding claims

  • Sharing learning observations (with consent)

  • We also have a legal obligation to process safeguarding data and to transfer records to your child’s next school, in line with our Transfer of Records Policy.

  • Consent for photographs, videos, or other learning records can be withdrawn at any time in writing.

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3. Who We Share Data With

We only share data when necessary to provide services or comply with legal obligations:

  • Ofsted – inspections or complaints

  • Banks / payment processors – for fees

  • Local Authority / government eligibility checker – for funded childcare

  • Insurance providers

  • Software providers – e.g., Tapestry online learning journals

  • Schools – during transition or transfer of records

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We may also share data:

  • When legally required (law, court, Charity Commission)

  • To enforce contract terms

  • To protect children or others’ safety (social care, police)

  • If the setting is sold, to ensure continuity of care

  • We never sell your data or share it for marketing purposes.

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4. How We Protect Your Data

We take data security seriously:

  • Paper records are stored in locked cabinets within secure cupboards

  • Digital records are encrypted, password-protected, and stored securely

  • Access is limited to authorised staff only

  • Visitors are supervised at all times

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5. How Long We Retain Data

  • Child and parent records are kept for up to 7 years after your child leaves the setting

  • Medication and accident records may be retained for longer, as legally required

  • Learning and development records are handed to parents when the child leaves

  • Child protection or support service data may be kept longer to comply with legal obligations

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6. Automated Decision-Making

We do not make decisions about your child based solely on automated processing.

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7. Your Rights

You have the right to:

  • Access, amend, or correct personal data

  • Request deletion or restriction of processing where appropriate

  • Request transfer of personal data to another organisation

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To exercise your rights or raise concerns, contact:

Little Leaves Preschool | littleleaves@outlook.com | 01474 873519

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If you remain dissatisfied, you may contact the Information Commissioner’s Office (ICO):

Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF | ico.org.uk

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8. Changes to This Notice

We keep this notice under regular review. Parents and carers will be notified of any significant changes.

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