Privacy Policy

Last updated: October 2025

1. Introduction

This privacy policy explains how we collect, use, and protect your personal information and that of your children at Robert Bakewell Playgroup located at Barsby Dr, Loughborough LE11 5UJ. We are committed to protecting your privacy and complying with all applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Who We Are

Robert Bakewell Playgroup
Barsby Dr
Loughborough
LE11 5UJ

Contact Information:
Phone: 01509 262777
Email: rbplaygroup@yahoo.com

3. Information We Collect

3.1 About Parents/Guardians

  • Full name and contact details (address, phone numbers, email)
  • Emergency contact information
  • Relationship to the child
  • Payment information for fees
  • Communication preferences

3.2 About Children

  • Full name and date of birth
  • Medical information including allergies, medications, and special health requirements
  • Dietary requirements and preferences
  • Development records and observations
  • Photographs and videos for learning journals and activities
  • Attendance records
  • Safeguarding and child protection information where relevant
  • Special educational needs information

4. How We Use Your Information

We use personal information to:

  • Provide safe and appropriate childcare services
  • Maintain accurate records as required by Ofsted regulations
  • Communicate with parents about their child's progress and playgroup activities
  • Process payments and manage accounts
  • Meet legal obligations regarding safeguarding and child welfare
  • Send newsletters and updates about playgroup events (with consent)
  • Comply with health and safety requirements
  • Support children's learning and development

5. Legal Basis for Processing

We process personal data under the following legal bases:

  • Contract: To fulfill our childcare agreement with you
  • Legal obligation: To comply with Ofsted requirements, safeguarding duties, and other legal obligations
  • Vital interests: To protect children's health and safety in emergencies
  • Legitimate interests: For the day-to-day running of the playgroup
  • Consent: For activities such as photographs in newsletters or on our website

6. Who We Share Information With

We may share information with:

  • Ofsted and local authority representatives (as required)
  • Healthcare professionals (in medical emergencies or with consent)
  • Schools (for transition purposes, with consent)
  • Our insurance providers (in case of incidents)
  • Professional advisors (accountants, legal advisors)
  • Emergency services (when necessary)
  • Safeguarding authorities (where required by law)

We will never sell your personal information to third parties.

7. Data Security

We implement appropriate technical and organisational measures to protect personal data, including:

  • Secure locked storage for paper records
  • Password-protected computer systems
  • Restricted access to personal information on a need-to-know basis
  • Staff training on data protection
  • Regular reviews of our security procedures

8. Data Retention

We retain personal information for:

  • Children's records: 3 years after the child leaves the playgroup (or longer if required for safeguarding reasons)
  • Financial records: 7 years as required by HMRC
  • Accident and medication records: Until the child reaches 21 years and 3 months
  • Staff records: 7 years after employment ends
  • CCTV footage (if applicable): 30 days unless required for an incident investigation

9. Your Rights

Under data protection law, you have the right to:

  • Access your personal information and your child's information
  • Correct inaccurate information
  • Request deletion of information (in certain circumstances)
  • Object to processing (in certain circumstances)
  • Restrict processing (in certain circumstances)
  • Data portability (in certain circumstances)
  • Withdraw consent (where processing is based on consent)

To exercise these rights, please contact us using the details above.

10. Children's Privacy

We take special care to protect children's privacy:

  • We only collect information necessary for their care and education
  • Photographs are only shared with parental consent
  • Children's full names are not used in public communications
  • Access to children's information is strictly limited to authorized staff

11. Cookies and Website Use

Our website uses cookies to improve user experience. You can control cookie settings through your browser. We do not use cookies to collect personal information about children.

12. Changes to This Policy

We may update this privacy policy from time to time. We will notify you of any significant changes via email or playgroup notices. The latest version will always be available on our website and at Robert Bakewell Playgroup.

13. Complaints

If you have concerns about how we handle your information, please contact us first. You also have the right to complain to the Information Commissioner's Office (ICO):

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
Tel: 0303 123 1113
Website: www.ico.org.uk

14. Contact Us

If you have any questions about this privacy policy or how we handle your information, please contact us:

Robert Bakewell Playgroup
Phone: 01509 262777
Address: Barsby Dr, Loughborough LE11 5UJ
Email: rbplaygroup@yahoo.com

This privacy policy was last reviewed and updated in October 2025.