Old School House Nurseries

Version 1.0 | Last updated 11/06/2026

About this notice

Old School House Nurseries, is committed to protecting the privacy and security of your personal information. This notice explains how we collect and use personal information about the employees of the nursery (Employees), the children who attend the nursery (Children), the parents and carers of those children (Parents) and visitors to our website. Throughout this notice these groups are referred to together as you or your.

Old School House Nurseries is the data controller for your personal information. This means we are responsible for deciding how your information is held and used, and we are required by data protection law to provide you with the information set out in this notice.

We may update this notice from time to time. Where we make a significant change we will provide an updated version and, where appropriate, tell you about it in other ways. Please read this notice alongside any other privacy information we give you when we collect or use your information for a specific purpose.

This notice does not form part of any contract of employment or any contract to provide childcare services.

The law we follow

We handle your personal information in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations (PECR), as amended by the Data (Use and Access) Act 2025. The Information Commissioner’s Office (ICO) is the UK regulator responsible for data protection, and you can find more information at ico.org.uk.

Our data protection principles

The law requires that the personal information we hold about you is:

Used lawfully, fairly and in a way that is open and clear to you.
Collected only for valid purposes that we have explained, and not used in any way that is incompatible with those purposes.
Relevant to those purposes and limited to what we need.
Accurate and kept up to date.
Kept only for as long as we need it.
Kept securely.

The information we hold about you

Personal information means any information about an individual from which that person can be identified. It does not include information where the identity has been removed (anonymous information). Some categories of information are more sensitive and need greater protection. These are known as special category information and include details about a person’s health, race or ethnicity, and similar matters.

Employees

We collect, store and use the following information about Employees:

Personal contact details such as name, title, address, telephone numbers and personal email address.
Date of birth, gender, marital status and dependants.
Next of kin and emergency contact details.
National Insurance number, bank account details, payroll records and tax status.
Salary, annual leave, pension and benefits information.
Start date and, where different, the date continuous employment began.
Location of employment or workplace, and a copy of a driving licence where relevant.
Recruitment information, including right to work documentation, references and the contents of a CV, covering letter or application.
Employment records, including job title, work history, working hours, holidays, training records and professional memberships.
Personnel files including performance, disciplinary and grievance records and working time records.
Information about your use of our IT and communications systems.
Records of any reportable death, injury, disease or dangerous occurrence.

We may also hold the following special category information about Employees:

Information about race or ethnicity.
Information about health, including medical conditions, accidents, and sickness and absence records, and where employment ends for reasons related to health, information needed for pensions and insurance purposes.

Children

We collect, store and use the following information about Children:

Name, date of birth and home address.
Dietary requirements and attendance information.
Photographs and video clips, used to help children find where their belongings are stored and for general display purposes.
Emergency contact details for use when a Parent is unavailable.
A progress record for each child, containing their work, observations about their development, examples of progress, photographs and personal details such as date of birth.
Records relating to individual children, such as care plans, common assessment frameworks and speech and language referral forms.
Accident and pre-existing injury forms.
Records of any reportable death, injury, disease or dangerous occurrence.
Observation, planning and assessment records.

We may also hold the following special category information about Children:

Information about race or ethnicity, spoken language and nationality.
Information about health, including medical conditions and sickness records.
Accident and incident reports, including reports of pre-existing injuries.
Incident forms, child protection referral forms and child protection case records.

Parents and carers

We collect, store and use the following information about Parents:

Name and home address.
Telephone numbers and personal email addresses.
National Insurance number and bank account details, where needed for funding or payment.

We may also hold the following special category information about Parents:

Information about race or ethnicity, spoken language and nationality.
Information arising from conversations that an Employee considers relevant to safeguarding, including the prevention of radicalisation under the Government’s Prevent duty.

Website visitors

When you use our website we may collect:

The information you give us through an enquiry, contact or booking form, such as your name, contact details and your message or enquiry.
Technical information collected automatically, such as your IP address, device and browser type, and how you use the site.
Cookie and analytics information, as explained in the Cookies section below.

How we collect your information

Employees. We collect information through the application and recruitment process, either directly from you or sometimes from a recruitment agency or background check provider. We may also collect information from third parties such as former employers or background check agencies. We collect further information during the course of your employment.

Children and Parents. We collect information from the point an initial enquiry is made, through the enrolment process and for as long as the child uses the nursery’s services.

Website visitors. We collect information directly when you complete a form on our website, and automatically through cookies and similar technologies when you browse the site.

How and why we use your information

We will only use your personal information when the law allows us to. Most commonly we rely on one of the following lawful bases:

Where we need to perform a contract we have entered into with you.
Where we need to comply with a legal obligation.
Where it is in our legitimate interests, or those of a third party, and your interests and rights do not override those interests.
Where we need to protect your interests or those of someone else.
Where you have given consent for a specific purpose.

Some purposes are now recognised in law as legitimate interests, including sharing information within our group for internal administration, keeping our systems secure, and disclosures for crime prevention and safeguarding. More than one basis may apply to the same use of your information.

How we use Employee information

We use Employee information mainly to manage our contract with you and to meet our legal obligations, including to:

Make decisions about recruitment and appointment, and check that you are entitled to work in the UK.
Pay you, deduct tax and National Insurance, and provide benefits.
Enrol you in a pension and liaise with pension and benefit providers.
Administer your contract, conduct performance and salary reviews, and assess suitability for roles and promotions.
Deal with grievances, disciplinary matters and decisions about continued employment, and manage the end of the working relationship.
Manage training and development, sickness absence and fitness to work.
Meet health and safety obligations, prevent fraud, and keep our IT systems secure.
Carry out equal opportunities monitoring.

How we use information about Children

We use information about Children mainly to provide care and to meet our legal and safeguarding obligations, including to:

Meet each child’s needs and report on their progress.
Receive the appropriate funding for a child’s place.
Maintain safeguarding, complaint and attendance records.
Share information with a school, with parental consent, to support a child’s transition to the next stage of their education.
Share information with local authorities for funding purposes and, where child protection requires it, without parental consent.
Allow Ofsted access to review child protection records.

Children cannot give consent to the use of their own information. Where consent is the basis for using a child’s information, it is given by a person with parental responsibility on the child’s behalf. Because we provide a service to young children, we give particular care to keeping their information safe and to using it only in their interests.

How we use Parent information

We use Parent information mainly to manage our contract with you and to meet our legal obligations, including to:

Contact you, or a child’s emergency contact, about your child.
Report on a child’s attendance and ensure nursery fees are paid.
Share information with local authorities for funding purposes.

If an Employee or Parent does not provide information we ask for, we may not be able to perform our contract with you or meet our legal obligations.

Changing the purpose

We will only use your information for the purposes we collected it for, unless we reasonably consider we need to use it for a compatible reason. If we need to use it for an unrelated purpose, we will tell you and explain the legal basis. We may use your information without your knowledge or consent where this is required or permitted by law.

Cookies and our website

Our website uses cookies and similar technologies. Strictly necessary cookies are needed for the site to work. For all other cookies, such as those used for analytics, we will ask for your consent through a cookie banner when you first visit, and you can change your choices at any time. Our separate Cookie Notice explains the cookies we use and how to manage them.

How we use special category information

Special category information needs a higher level of protection and a further lawful condition before we can use it. We have an appropriate policy document and safeguards in place. We may use this information where:

You have given explicit written consent, in the limited circumstances where consent applies.
We need to carry out our legal obligations or exercise rights in connection with employment.
It is needed in the public interest, for example equal opportunities monitoring or our pension scheme.
It is needed for legal claims, or to protect your interests or those of someone else who cannot give consent, or where the information has already been made public by you.

As an employer, we use special category information about Employees to manage leave and sickness absence, to support health, safety and workplace adjustments, to administer benefits such as statutory pay and pensions, and to carry out equal opportunities monitoring. We do not need your consent to use special category information where we are meeting our legal obligations under employment law. Where we do ask for consent, we will give you full details so you can decide freely, and agreeing is never a condition of your employment.

Information about criminal convictions

We use information about criminal convictions only where the law allows, usually to meet our obligations and in line with our data protection policy. Given the nature of our work, we carry out Disclosure and Barring Service (DBS) checks. We record the date and reference number of each check and the body that carried it out. We may collect this information during recruitment or be told about it directly during your employment, and we maintain appropriate safeguards for it.

Automated decision making

Automated decision making is where a decision is made about you by electronic means without human involvement. We do not expect to make decisions about you in this way. If this ever changes, we will only do so where the law allows, will tell you, and will put safeguards in place, including giving you the ability to ask for human involvement, to express your view and to challenge the decision.

Sharing your information

We may share your information with third parties where the law requires it, where it is needed to manage our relationship with you, or where we have another legitimate interest in doing so. These third parties may include:

Local authorities, for funding and monitoring such as equal opportunities and the uptake of funded hours.
Regulatory bodies, to ensure compliance and the safety and welfare of children.
Schools, to support a child’s transition by sharing information about their progress, development and interests.
Pension scheme trustees or managers, in connection with administering pension arrangements.
Other settings within ICP Educare, as part of our partnership across the group.
Service providers who help us run the nursery and our systems, such as our childcare management and website providers.

We require everyone we share information with to keep it secure and to use it only for the purposes we specify and in line with our instructions. We do not allow them to use it for their own purposes. We may also share information in the context of a sale or restructuring of the business, sharing anonymised information where possible, or where we are required to do so by a regulator or by law.

Transferring information outside the UK

Some of our service providers may store or process information outside the UK. Where this happens, we make sure your information is protected to a standard that is not materially lower than the protection it has in the UK, using appropriate safeguards recognised under data protection law.

How long we keep your information

We keep your information only for as long as we need it for the purposes we collected it, including to meet any legal, accounting or reporting requirements. When deciding how long to keep information, we consider its amount, nature and sensitivity, the risk of harm from unauthorised use, the purposes we use it for and whether we can meet those purposes another way, and the relevant legal requirements. Our retention schedule sets out the periods we apply and is available on request. When information is no longer needed, we securely delete or anonymise it.

Your rights

It is important that the information we hold about you is accurate and current, so please let us know if it changes. Under data protection law you have the right, in certain circumstances, to:

Ask for access to your information (known as a subject access request).
Ask us to correct information that is incomplete or inaccurate.
Ask us to erase your information where there is no good reason for us to continue using it.
Object to us using your information where we are relying on a legitimate interest, or where we use it for direct marketing.
Ask us to restrict how we use your information, for example while its accuracy is checked.
Ask us to transfer your information to another organisation.

To exercise any of these rights, please contact us in writing. You will not normally have to pay a fee. We may need to ask you for information to confirm your identity, which is a security measure to make sure information is not shared with someone who has no right to it.

Withdrawing consent

Where we rely on your consent to use your information, you can withdraw that consent at any time by contacting us. Once you withdraw consent we will stop using your information for that purpose, unless we have another lawful basis for doing so.

How to raise a concern or complaint

If you have any concerns about how we use your information, please contact us in the first instance and we will do our best to put things right. You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection.

You can contact the ICO at ico.org.uk or by calling 0303 123 1113.

Changes to this notice

We may update this notice at any time, and we will issue a new version when we make a significant change. We may also tell you about changes to how we use your information in other ways from time to time.

Contact us

If you have any questions about this notice, please contact:

Stacey Derby, Operations Managers

Old School House Nurseries, Benty Lane, Crosspool, Sheffield, S10 5NF

info@oshnursery.co.uk | 0114 2666930