Privacy notice

PURPOSE OF THIS PRIVACY NOTICE

This privacy notice aims to give you information on how New Beginnings Nurseries Ltd collects and processes your personal data, including any data you may provide through this website when you enrol a child with one of our nurseries or when you correspond with us. It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data.

This privacy notice supplements the other notices and is not intended to override them.

CONTROLLER

When you register a child for a place at one of our nurseries, the relevant controller will be New Beginnings Nurseries ltd .This privacy notice is issued on behalf of the New Beginnings Nurseries Ltd so when we mention, “New Beginnings”, “we”, “us” or “our” in this privacy notice, we are referring to the company New Beginnings Nurseries Ltd who is the data controller.

We have appointed a Data Privacy Coordinator  Mrs J Wilkinson who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the Data Privacy Coordinator using the details set out below.

CONTACT DETAILS

Our full details are:

Email Address: info@newbeginningsdaynursery.co.uk

Postal Address: 

New Beginnings Nursery ( Romford Branch )

50 Main Road ,

Romford,

Essex,

RM1 3DB

Telephone: 01708 748447

CHANGES TO THE PRIVACY NOTICE AND YOUR DUTY TO INFORM US OF CHANGES

This version was last updated on 6th May 2025. We may update this privacy notice from time to time. When we do so we will notify you of any significant changes by providing a notice on our website or by emailing you. It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data or that of your child changes during your relationship with us.

THIRD-PARTY LINKS

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

New Beginnings Nurseries Ltd 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.

When you express interest in one of our nurseries, 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 correspond with you.
• 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 on of our nurseries

Why we collect and use this information?

• To send you confirmation of a visit booked by email
• 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.

On registering and securing a place at one of our nurseries, 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

On registering and securing a place at one of our nurseries, 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 where required
• Emergency contacts in the primary contacts absence.
• CCTV (where applicable)

How do we collect this information?

• Our registration form
• Any thrid party apps that are used by us to store information.
• CCTV system (where applicable)
• Our enquiries system, via our website hosted by parenta.

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 satisfy  regulatory and legal obligations

We use parent or carer data:

• to support a child’s care
• to help identify parents when collecting children or emergency collectors
• for the purposes of maintaining open communication
• to assess the quality of our services
• to satisfy regulatory and legal obligations

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 ,third part apps , our website, 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 , third party apps , as well as through a selection of introduction forms when your child begins the nursery.

Employees

We will collect, store, and use the following categories of personal information about employees:

• Personal contact details such as name, title, addresses, telephone numbers, and personal email addresses

• Date of birth

• Gender

• Marital status and dependants

• Next of kin and emergency contact information

• National Insurance number

• Bank account details, payroll records and tax status information

• Salary, annual leave, pension and benefits information

• Start date and, if different, the date of an employee’s continuous employment

• Location of employment or workplace

• Copy of driving licence (where applicable)

• Recruitment information (including copies of right to work documentation, references and other information included in a CV or cover letter or as part of the application process)

• Employment records (including job titles, work history, working hours, holidays, training records and professional memberships)

• Personnel files and training records including performance information, disciplinary and grievance information, and working time records

• Information about your use of our information and communications systems

• Records of any reportable death, injury, disease or dangerous occurrence.

We may also collect, store and use the following “special categories” of more sensitive personal information:

• Information about an employee’s race or ethnicity

• Information about an employee’s health, including any medical condition, accident, health and sickness records, including:

o Where an employee leaves employment and under any share plan operated by a group company the reason for leaving is determined to be ill-health, injury or disability, the records relating to that decision

o Details of any absences (other than holidays) from work including time on statutory parental leave and sick leave, and

o Where an employee leaves employment and the reason for leaving is related to their health, information about that condition needed for pensions and permanent health insurance purposes.

5. Special categories of data

Special categories of data are data relating to your:

health

sex life

sexual orientation

race

ethnic origin

political opinion

religion

genetic and biometric data.

We must process special categories of data in accordance with more stringent guidelines. Most commonly, we will process special categories of data when the following applies:

• you have given explicit consent to the processing
• we must process the data in order to carry out our legal obligations

We will use your special category data

• For the purposes of identifying and meeting a child’s additional needs
• For the purposes of tracking immunization records, allergies, ongoing health issues, and accidents and injuries
• For the purposes of equal opportunities monitoring
• For the purposes of following dietary and religious beliefs

The legal basis for processing your data is based on the type of data that is being collected and the purpose for which it is required. We will only store, process or transfer your data where we have an valid reason to do so (known as a lawful basis).

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

1. Your consent. where you have given free and clear consent for us to process your personal data during the course of your application
2. We have a contractual obligation where the processing is necessary for an employment contract or to take steps to enter into an employment contract
3. We have a legal obligation where the processing is necessary for us to comply with the law or legal requirement.
4. We have a vital interest where the processing is necessary in order to protect the vital interests of the data subject or of another natural person
5. We need it to perform a public task where the processing is necessary for the performance of a task carried out in the public interest
6. We have a legitimate interest where the processing is necessary for our legitimate interests, unless there is a good reason to protect your personal data which overrides those legitimate interests.

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 Notice and any other appropriate confidentiality and security measures. Any processors who process data outside the UK have been reviewed to make sure that they have the appropriate safeguards in place for the security of the data, such as;

• Ensuring that we only transfer personal data to countries where it has been determined that they provide an equivalent adequate level of protection as the UK.
• Putting suitable clauses in our contracts to ensure that organisations take appropriate steps to comply with UK data protection laws or the equivalent.

Third parties

• https://www.parenta.com/ host our website. Your personal data will be input into the Abacus record system, which helps us manage your enquiry, care for your child and manage our nurseries. This is hosted by parenta.

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, where the international transfer is safeguarded by the International Data Transfer Addendum to the EU Commission Standard Contractual Clauses. Please find their Privacy Policy here:  https://parents.fundingloop.co.uk/terms/view/privacyPolicy

PMX Parentmail used to communicate with parents and employees. https://pmx.parentmail.co.uk/resources/terms-and-conditions/privacy-policy.pdf

Tapestry to record children's images, progress, observations and reports https://tapestry.info/privacy-policy/

Signable for con https://www.signable.co.uk/privacy-policy/tracts and signatory requirements

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’s Office.

When you visit our website, we collect information about how you have used our site through cookies. Cookies are small files which are stored on your computer, tablet or 

smartphone. They are designed to help websites remember who you are and other 

information about your visit.

The types of cookies we and our business partners use on our website are broadly 

grouped into the following categories:

Essential – Some of the cookies on our website are necessary to be able to provide you with the service you have requested. An example of this could be a cookie used to enable you to log into your account on our website. You may not be able to use our site without these cookies. 

Analytics – We use analytics cookies to provide statistics on how our website is used and to understand how visitors engage with it. An example is counting the number of different people coming to our site. We would find it difficult to analyse how well our website was performing and improve it without using these cookies. 

User – We use these cookies to remember you the next time you visit our website, 

enabling us to personalise your experience so that it matches your interests. 

Social sharing – We use third-party cookies to allow you to share our content on social 

network sites like Facebook. More information about this can be found in our “Third Party Cookies” section below. 

Interest-based advertising – To try and ensure that the adverts you see on a website 

are relevant to you, third-party cookies may be used to collect information about your 

interests. Having these cookies does not increase the number of adverts you will see, 

but does make the adverts more relevant to you.

You may refuse to accept cookies by activating a setting on your browser. However, if you select this setting, you may be unable to access certain parts of our website. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you log on to our site. For more information about cookies and how to stop cookies being installed or how to delete existing cookies from your hard drive visit: http://www.allaboutcookies.org.

Third party cookies

Some of the cookies described in the above section are stored on your machine by third parties when you use our website. Third parties may also read cookies on your browser to collect information or to provide content/ advertisements to you. We have no control over these cookies or how these third parties use them. They are used to allow that third party to provide a service to us, for example, site analytics. For more information on these cookies and how to disable them, please see: 

• Internet Advertising Bureau website at http://www.youronlinechoices.com/ where you will be able to opt out of receiving interest-based advertising cookies from some third parties; and/or
• If you want to know more about how cookies work and how to manage or delete them, visit the World Wide Web Consortium's website.

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 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

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.

Prospective Parent/Carer/Child

New Beginnings Nurseries Ltd will hold your data on file for up to 36 months. At the end of that period your data is deleted or destroyed.

Registered 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 with the exception of child registration forms which are kept until the closure of the nursery setting plus any legally required period.

We only retain personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting equirements. Where the same record has to be kept for more than one purpose and there is a different retention period for each of those purposes, the record is kept for the longer period.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

Data subjects have the following rights regarding data processing, and the data that is recorded about them:

• Right of Access - This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
• Right to be Informed - You have the right to be informed about the collection and use of your personal data.
• Right of Rectification - This enables you to have any incomplete or inaccurate data corrected.
• Right to be Forgotten/Erasure – This enables you to have your personal data held by us, erased.  This right is not absolute and only applies in certain circumstances. Whilst a child still attends one of our nurseries, the right may not be exercised, as the personal data is still necessary for the purpose for which we originally collected it for .
• Right to Object – This enables you to object to us using your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal data for direct marketing purposes.
• Right to Restrict Processing – This enables you to request we restrict or suppress the personal data we hold about you in certain circumstances.
• Right to Data Portability – This enables you to request we electronically transfer your personal data to another organisation in certain circumstances.
• Right to Withdraw Consent – This enables you to withdraw your consent to any processing where we are relying on your consent. This will not affect any use we have made of the information before you withdrew your consent.
• Rights with regards to automated decision making, including profiling – This enables you to not be subject to a decision that is based solely on automated processing if the decision affects your legal rights or other equally important matters and to object to profiling in certain situations, including for direct marketing.

Right to Complain – This enables you to make a complaint to the Supervisory Authority. In the UK, this is the Information Commissioner’s Office (ICO). You can contact the ICO here ico.org.uk/make-a-complaint. We would be grateful if you would contact us in the first instance if you do have a complaint, so that we can try to resolve it for you.

If you have any general questions or want to exercise any of your rights, please email info@newbeginningsdaynursery.co.uk  If you want to know more about your rights, please take a look at the ICO website link provided here. https://ico.org.uk/for-organisations/guide-to-the-general-dataprotection-regulation-gdpr/individual-rights/

Before we will release any information to you, we may request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights).

This is a robust security measure and is designed to ensure that you have both the right and legal basis for accessing such information. It protects your data from being disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you.

We use different methods to collect data from and about you including through:

• Direct interactions. You may give us your Identity, Contact, Financial and Child Data by filling in our Enrolment form or any other form or by corresponding with us by post, phone, and email or otherwise. Please note that if you give us details about someone else on the Enrolment form, it is your responsibility to make sure that they know that you are doing so and to give them a copy of this privacy policy.This includes personal data you provide when you:
• Contact us directly through our website;
• When you interact with us on social media;
• When you register/enrol your child at one of our nurseries;
• Request marketing to be sent to you;
• When you register to attend a New Beginnings event such as graduation; and
• When we contact you during our relationship with you.

Automated technologies or interactions. As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns.

We collect this personal data by using cookies, and other similar technologies.

We may also receive Technical Data about you if you visit other websites employing our cookies. Please see our cookie policy for further details.

Third parties or publicly available sources. We may receive personal data about you from various third parties as set out below:

– Other carers or co-parents

If another carer, or a co-parent, completes the Registration form for your child and fills in your contact details on your behalf, we will collect your personal data from them.

– Technical Data from the following parties:

a) analytics providers to carry out an analysis of our customers data and your interaction with our website.

b) Contact, Financial and Transaction Data from providers of technical, payment and delivery services.

c) Occasionally we may receive personal information from other nursery providers, schools and or government departments or bodies. For example, where your child attends another nursery as well as New Beginnings nurseries.

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances

• Where we need to perform the contract we are about to enter into or have entered into with you.
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
• Where we need to comply with a legal or regulatory obligation.
• Where we require your consent to process specific information about your child, such as health information.
• See LAWFUL BASIS within the GLOSSARY to find out more about the types of lawful basis that we will rely on to process your personal data. Apart from as outlined above, we do not rely on consent as a legal basis for processing your personal data other than in relation to you via email. You have the right to withdraw consent to marketing at any time by contact us at info@newbeginningsdaynursery.co.uk

PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA

• We have set out below, in a table format via the table of use button, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate. Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data.

MARKETING

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.

OPTING OUT

You can ask us to stop sending you marketing messages at any time by contacting us at info@newbeginningsdaynursery.co.uk

CHANGE OF PURPOSE

We will only use your personal data and that of your child for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. Please note that we may process yours and your child’s personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

All data is shared between your individual Nursery and New Beginnings Nurseries Limited, we may also  share your personal data with the parties set out below:

• Service providers who provide I.T. and system administration services.
• Professional advisers including lawyers, bankers, auditors and insurers
• Government bodies and Lofcal authorities that require us to report processing activities.
• Third parties to whom we sell, transfer, or merge parts of our business or our assets.

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.

We may have to share your personal data with the parties set out below for the purposes set out in the table in how we use your data  and as set out in the glossary

Internal Third Parties as set out in the Glossary.

External Third Parties as set out in the Glossary.

Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them.

If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

New Beginnings Nursery means New Beginnings Nurseries ltd. 

LAWFUL BASIS

Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).

Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.

Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.

THIRD PARTIES

Internal third parties means any nursery within the New Beginnings Nurseries group as defined in this glossary.

External third parties

If you choose to pay for our services using childcare vouchers, enjoy benefits, taxfree childcare or an equivalent means we will share the minimum amount of personal information with the scheme operator in order that they can make the necessary payments.

If you child is entitled to Early Years Funding or an equivalent scheme we will share the minimum amount of personal information to the local council or government body in order that they can make the necessary payments.

On occasion we may be required to provide personal information to schools, colleges and other educational institutions, government departments the police and/or another enforcement agency in respect of safeguarding.

Service and financial providers acting as processors and retainers based in the EEA who provide IT and system administration services.

Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.

HM Revenue & Customs, regulators and other authorities based who require us to provide information in certain circumstances.

YOUR LEGAL RIGHTS

You have the right to:

Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.