Privacy Policy

How we collect, use and protect children’s and families’ information.

Privacy Policy

1. Introduction

Coltishall and Horstead Preschool is committed to protecting the privacy and security of the personal information entrusted to us by children, parents and carers, staff, volunteers, visitors and other individuals who communicate with us or use our website.

This Privacy Policy explains how we collect, use, store and protect personal information and the rights individuals have in relation to their personal data.

This policy should be read alongside our Safeguarding Policy, Confidentiality Policy, Document Retention Policy, Data Protection Policy and any relevant UK GDPR privacy notices.

We review our policies regularly and may update this Privacy Policy when necessary to reflect changes in legislation, guidance, our practices or our website. We recommend checking this page periodically for the most up-to-date version.

2. Legal and regulatory requirements

Coltishall and Horstead Preschool processes personal information in accordance with applicable UK data-protection legislation and guidance, including:

  • the UK General Data Protection Regulation (UK GDPR);
  • the Data Protection Act 2018, as amended;
  • the Data (Use and Access) Act 2025, where applicable;
  • relevant guidance issued by the Information Commissioner’s Office (ICO);
  • applicable statutory guidance relating to early years provision; and
  • other legal or regulatory requirements that apply to the Preschool.

Where applicable, we will also comply with other legislation governing the handling, disclosure and retention of information.

We recognise that children require particular care and protection when their personal information is processed. We therefore take appropriate measures to protect children’s information and to ensure that information is handled fairly, lawfully, securely and transparently.

3. Who is responsible for your information?

Coltishall and Horstead Preschool is responsible for determining how and why personal information is processed.

If you have any questions about how we use your information, or wish to exercise your data-protection rights, please contact us using the details below:

Email: coltishall.preschool@gmail.com
Website: www.wildflowerspreschool.co.uk

Further information about our data-protection arrangements, including relevant policies and procedures, may be requested from the Preschool management team or committee.

4. The information we collect

Depending on how you interact with us, we may collect and process information such as:

  • names and contact details;
  • information provided when you make an enquiry or complete a form;
  • information relating to children attending the Preschool;
  • information provided by parents, carers or other individuals with parental responsibility;
  • information relating to staff, volunteers and other members of the Preschool community;
  • correspondence and records of communications with us;
  • information required to provide our services and meet our legal or contractual responsibilities;
  • information relating to your use of our website, including technical information and website usage data.

Where we need to collect special category or other sensitive personal information, such as information relating to health, allergies, medical needs, disabilities or safeguarding matters, we will only process that information where there is an appropriate legal basis and where additional requirements under data-protection law are met.

5. Information collected through our website

Our website is intended to provide information about Coltishall and Horstead Preschool, our services, policies, activities, events and other information relevant to children and families.

When you visit our website, we may collect technical information such as:

  • information about how you use the website;
  • pages and resources you access;
  • information about your device and browser;
  • IP address and similar technical information;
  • website traffic and usage information;
  • information submitted by you through online forms or other methods of communication.

We use this information where necessary to operate, maintain, secure and improve our website and services.

We do not use website information for purposes that are incompatible with the purposes for which it was collected.

6. Cookies

Our website may use cookies or similar technologies.

Cookies are small files stored on your device that can help a website operate correctly, remember preferences and, where applicable, provide information about how the website is used.

Where cookies are used, we will use them in accordance with applicable privacy and electronic-communications requirements.

You can manage or disable cookies through your browser settings. Please be aware that disabling certain cookies may affect the functionality of parts of our website.

Our website may also contain links to third-party websites, including government, fundraising and social-media websites. Those organisations may use their own cookies or similar technologies. We do not control third-party websites or their use of cookies, and you should review their individual privacy and cookie policies.

7. How we use personal information

We may use personal information to:

  • provide and administer our Preschool services;
  • communicate with parents, carers, staff, volunteers and other members of our community;
  • respond to enquiries and requests;
  • meet our legal and regulatory responsibilities;
  • support children’s learning, development, health, safety and wellbeing;
  • manage safeguarding responsibilities;
  • maintain appropriate records;
  • manage attendance, administration and communications;
  • meet contractual or other legitimate organisational requirements;
  • maintain the security of our systems and premises;
  • improve our services and website;
  • provide information about Preschool activities, policies, events and important updates;
  • comply with lawful requests or requirements from relevant authorities.

We will only collect and use personal information that is necessary and appropriate for the relevant purpose.

8. Children’s personal information

As an early years provider, we process personal information relating to children as part of providing our services and meeting our legal, safeguarding and educational responsibilities.

We recognise that children require particular protection in relation to their personal information. We take appropriate technical and organisational measures to protect children’s information and consider their needs when designing our processes and systems.

Where appropriate, privacy information will be provided to parents, carers and children in a clear and accessible manner.

9. Sharing personal information

We will only share personal information where there is a lawful and appropriate reason to do so.

This may include sharing information with:

  • parents, carers or individuals with parental responsibility, where appropriate;
  • relevant professionals involved in supporting a child;
  • local authorities and other statutory or regulatory bodies;
  • health or safeguarding professionals;
  • schools or other educational settings where appropriate;
  • organisations that provide services to us on our behalf;
  • other third parties where required or permitted by law.

We take particular care when sharing children’s personal information and will only share information where there is a lawful basis and appropriate safeguards.

Safeguarding considerations may require information to be shared without consent where this is necessary to protect a child or another person.

We will never sell personal information to third parties.

10. Third-party websites and links

Our website may contain links to external websites operated by third parties.

These websites have their own privacy policies and terms of use. We have no control over the privacy practices, security or content of third-party websites and cannot accept responsibility for their policies or practices.

Providing a link to another website does not constitute an endorsement of that website, its owners, products or services.

We recommend that you read the privacy policy of any third-party website before providing personal information to it.

11. Keeping information secure

We are committed to protecting personal information against loss, misuse, unauthorised access, alteration or disclosure.

We use appropriate technical, physical and organisational measures to protect the information we hold. Access to personal information is restricted to individuals who have a legitimate need to access it for their role or responsibilities.

Our security arrangements are reviewed periodically and updated where appropriate.

12. How long we keep personal information

We will only retain personal information for as long as it is necessary for the purpose for which it was collected, or for as long as required by law, regulation, statutory guidance or our legitimate organisational requirements.

Our retention periods are set out in our Document Retention Policy and relevant records-management procedures.

When personal information is no longer required, it will be securely deleted, destroyed or otherwise disposed of in accordance with our retention procedures.

13. Your data-protection rights

Depending on the circumstances, individuals have rights under data-protection legislation, including the right to:

  • ask for access to personal information we hold about them;
  • ask us to correct inaccurate or incomplete information;
  • request erasure of personal information in certain circumstances;
  • request restriction of processing in certain circumstances;
  • object to certain processing;
  • request the transfer of certain personal information to another organisation where the right to data portability applies;
  • withdraw consent where we are relying on consent as our lawful basis.

These rights are subject to certain legal conditions and exemptions, so they may not apply in every situation.

Children have data-protection rights in their own right. Whether a child can exercise those rights themselves will depend on factors including their age, understanding and capacity.

14. Requesting access to your information

If you would like to request access to the personal information we hold about you, or wish to exercise another data-protection right, please contact us:

Email: coltishall.preschool@gmail.com

15. Complaints

If you have concerns about how we have collected or used your personal information, please contact Coltishall and Horstead Preschool in the first instance using the contact details above.

You also have the right to raise a concern with the Information Commissioner’s Office (ICO) if you believe that your personal information has been handled unlawfully or that your data-protection rights have not been respected.

16. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legislation, regulatory guidance, our services, our website or our data-processing activities.

The most recent version will be made available on our website.

Website: www.wildflowerspreschool.co.uk