Privacy notice

At New Beginnings Nurseries, we are committed to protecting the privacy, confidentiality and security of the personal information entrusted to us by children, parents, carers, employees, job applicants, visitors and users of our website.

As an early years provider, we recognise that much of the information we hold relates to young children and their families. Protecting this information is fundamental to our safeguarding responsibilities and the trust placed in us by families.

We are committed to ensuring that all personal information is processed lawfully, fairly, transparently and securely in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other relevant legislation.

This Privacy Notice explains:

• what personal information we collect;
• how we collect it;
• why we collect it;
• the lawful basis for processing it;
• who we may share it with;
• how we protect it;
• how long we keep it; and your rights.

This Privacy Notice should be read alongside our Cookie Policy, which explains how cookies and similar technologies are used on our website.

New Beginnings Nurseries Ltd is the Data Controller responsible for deciding how and why personal information is processed in connection with the childcare services we provide.

Contact Details

New Beginnings Nurseries Ltd

50 Main Road

Romford

Essex

RM1 3DB

Telephone: 01708 748447

Email: info@newbeginningsdaynursery.co.uk

If you have any questions regarding this Privacy Notice or the way we process personal information, please contact our Data Protection Lead using the details above.

The information we collect depends upon your relationship with the nursery and the services we provide.

Children's Information

We may collect:

• name, address and date of birth;
• attendance records;
• learning and development records;
• observations, assessments and progress checks;
• funding eligibility information;
• photographs and videos (where appropriate consent has been provided);
• accident, incident and medication records;
• safeguarding records;
• SEND information where applicable.

Parents and Carers

We may collect:

• names and contact details; 
• emergency contact information;
• parental responsibility details;
• authorised collection arrangements;
• payment and invoicing information;
• funding declarations;
• communications with the nursery.

Employees and Job Applicants

We may collect:

• recruitment information;
• qualifications;
• identity verification documents;
• DBS information;
• contracts of employment;
• payroll and pension information;
• training records;
• supervision and appraisal records;
• sickness absence records.

Website Users

When you visit our website, certain technical information may be collected automatically, including:

• IP address;
• browser type;
• device information;
• cookie preferences;
• website usage information.

Further information is available within our Cookie Policy.

Some of the information we process is classed as special category personal data under UK GDPR.

Where necessary, this may include:

• health information;
• medical conditions;
• allergies;
• disabilities;
• SEND information;
• ethnicity (where required for funding or monitoring);
• dietary or religious requirements;
• safeguarding information.

We only process this information where permitted by law and where it is necessary to provide safe childcare, meet our safeguarding responsibilities or comply with our legal obligations.

We collect personal information:

• directly from parents and carers;
• through registration forms;
• through our website enquiry forms;
• during meetings, telephone calls and email correspondence;
• from Local Authorities;
• from health professionals where appropriate;
• from schools and other educational settings where appropriate;
• from government departments where required;
• during recruitment processes;
• from employees throughout their employment.

We only collect information that is necessary to provide our services or meet our legal obligations.

We use personal information to:

• provide safe, high-quality childcare;
• support children's learning and development;
• safeguard children;
• communicate with parents and carers;
• administer nursery places;
• process funding applications;
• issue invoices and manage accounts;
• comply with safeguarding responsibilities;
• comply with employment law and other legal obligations;
• recruit, employ and support employees;
• investigate complaints;
• manage insurance matters where required;
• maintain the safety and security of our premises.

To provide childcare safely and efficiently, New Beginnings Nurseries uses carefully selected third-party service providers who process information on our behalf.

Provider and Purpose:

• Parenta: Website hosting and management
• Famly: Parent communication, learning journals, daily records and invoicing
• ParentMail (PMX): Parent communication
• Funding Loop: Early Years Funding administration
• Signable: Secure electronic signatures and document management
• Local Authority systems

These providers are required to process personal information securely and in accordance with UK data protection legislation.

Further information about how these organisations process personal information is available within their own Privacy Notices.

We only process personal information where we have a lawful basis under UK GDPR.

Lawful Basis and Examples:

• Contract: Providing childcare and employment
• Legal Obligation: EYFS requirements, safeguarding, HMRC, funding and employment legislation
• Legitimate
• Interests: Managing nursery operations, administration and security
• Consent: Photographs, marketing and certain communications
• Vital Interests: Medical emergencies and protecting life

We only share personal information where it is lawful, necessary and appropriate.

Information may be shared with:

• Local Authorities; 
• Ofsted;
• schools;
• health professionals;
• Health Visitors;
• Speech and Language Therapists;
• SEND services;
• Social Care;
• the Police;
• payroll and pension providers;
• insurance providers;
• professional advisers;
• regulatory bodies where required.

Where safeguarding concerns arise, information may be shared without consent where this is necessary to protect a child or another person from harm.

Some of our trusted software providers may securely process personal information outside the United Kingdom.

Where this occurs, we ensure appropriate safeguards are in place in accordance with UK GDPR, including approved contractual safeguards where required.

We take appropriate technical and organisational measures to protect personal information.

These include:

• secure electronic systems;
• encrypted communications where appropriate;
• password-protected devices;
• restricted access to information;
• staff confidentiality agreements;
• regular data protection training;
• secure storage of paper records;
• confidential waste disposal;
• regular reviews of our security arrangements.

Where CCTV operates within our nursery premises, it is used to help maintain the safety and security of children, employees, visitors and nursery property.

Further information is available within our CCTV Policy.

We only retain personal information for as long as necessary to fulfil the purposes for which it was collected and to meet our legal, safeguarding and regulatory obligations.

Retention periods are set out within the New Beginnings Day Nurseries Records Retention Schedule.

Under UK data protection legislation you have the right to:

• be informed about how your information is used;
• request access to your personal information;
• request correction of inaccurate information;
• request deletion of information where appropriate;
• request restriction of processing;
• object to certain processing;
• withdraw consent where processing is based on consent.

Some rights are subject to legal exemptions and may not apply in every circumstance.

Protecting children's information is central to the work of New Beginnings Nurseries.

We only collect and process children's personal information where it is necessary to provide safe, high-quality early education and childcare, fulfil our safeguarding responsibilities and

comply with our legal obligations.

We recognise that children have additional rights under data protection legislation and take particular care to ensure their information is handled securely, confidentially and only by those who require access as part of their role.

Our website uses cookies and similar technologies to ensure the website functions correctly and to improve your browsing experience.

When you first visit our website you can choose to:

• Accept all cookies;
• Reject non-essential cookies; or
• Customise your cookie preferences.

Further information is available within our Cookie Policy.

We may update this Privacy Notice from time to time to reflect:

• changes in legislation;
• changes in regulatory guidance;
• changes to our services;
• changes to the way we process personal information.

The latest version will always be available on our website and can also be requested from the nursery.

If you have any questions regarding this Privacy Notice or wish to exercise your data

protection rights, please contact:

Data Protection Lead

New Beginnings Nurseries Ltd

50 Main Road

Romford

Essex

RM1 3DB

info@newbeginningsdaynursery.co.uk

01708 748447

If you are dissatisfied with how we have handled your personal information, you have the right to complain to the Information Commissioner's Office (ICO).

Information Commissioner's Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Website: www.ico.org.uk

Telephone: 0303 123 1113

This policy was reviewed on 27 July 2026. The policy will be reviewed annually or sooner where changes in legislation, statutory guidance, regulatory requirements or organisational practice make this necessary.