Parents/Carers

At Smiles of Quorn we respect the privacy of the children attending the Club and the privacy of their parents or carers. The personal information that we collect about you and your child is used only to provide appropriate care for them, maintain our service to you, and communicate with you effectively. Our lawful basis for processing the personal information relating to you and your child is so that we can fulfil our contract with you. Our legal condition for processing any health-related information that you provide about your child is so that we can provide appropriate care for that child.

Any information that you provide is kept secure. Data that is no longer required* is erased after your child has ceased attending our Club.

We will use the contact details you give us to contact you via phone, email, social media and post, so that we can send you information about your child, our Club and other relevant news, and so that we can communicate with you regarding payment of our fees.

We will only share personal information about you or your child with another organisation if we:

• have a safeguarding concern about your child

• are required to by government bodies or law enforcement agencies

• engage a supplier to process data on our behalf (eg to take online bookings, or to issue invoices)

• have obtained your prior permission.

You have the right to ask to see the data that we have about yourself or your child, and to ask for any errors to be corrected. We will respond to all such requests within one month. You can also ask for the data to be deleted, but note that:

• we will not be able to continue to care for your child if we do not have sufficient information about them

• even after your child has left our care, we have a statutory duty to retain some types of data for specific periods of time* so can’t delete everything immediately.

If you have a complaint about how we have kept your information secure, or how we have responded to a request to access, update or erase your data, you can refer us to the Information Commissioner’s Office (ICO). Smiles of Quorn Ltd is a registered data controller with the Information Commissioner’s Office (ICO), registration number ZA507126. For more information visit https://ico.org.uk/.

*We do need to retain certain types of data (such as records of complaints, accidents, and attendance) for set periods of time after your child ceases to be in our care, but we delete as much personal data as we can as soon as possible.

Employees

At Smiles of Quorn we respect the privacy of our employees and volunteers. The personal information that we collect about you is used only to manage your employment with us and to meet the relevant requirements of employment and childcare legislation. Our lawful basis for processing your personal information is to fulfil our legal obligations as an employer and childcare provider. Our legal condition for processing any health-related information that you provide is to meet the obligations of employment law.

Any information that you provide to us is kept secure whilst you are in our employment, and data that is no longer required* is erased after you leave our employment. We will use the contact details you give us to contact you via phone, email, social media and post, so that we can send you information about your employment, the Club and other relevant news.

We will only share personal information about you with another organisation if we:

• have a safeguarding concern that relates to you; or

• are required to by government bodies or law enforcement agencies; or

• engage a supplier to process data on our behalf (eg to process our payroll); or

• have obtained your prior permission.

You have the right to ask to see the data that we have about yourself, and to ask for any errors to be corrected. We will respond to all such requests within one month. You can also ask for the data to be deleted, but note:

• we will not be able to continue to employ you if we do not have sufficient information about you

• even after you have left our employment, we have a statutory duty to retain some types of data for specific periods of time* so we can’t delete everything immediately.

If you have a complaint about how we have kept your information secure, or how we have responded to a request to access, update or erase your data, you can refer us to the Information Commissioner’s Office (ICO). Smiles of Quorn Ltd is a registered data controller with the Information Commissioner’s Office (ICO), registration number ZA507126. For more information visit https://ico.org.uk/.

*We do need to keep certain types of data (such as accident and wage records) for set periods of time after your employment ends, but we delete as much personal data as we can as soon as possible.

iPAL Booking Software

Smiles of Quorn (Data Controller) has a data processing agreement with Complete Education Solutions Limited registered in England and Wales under registration number 10631033 whose registered office is at C/O Hooton Nursery, Hooton Road, Hooton, Ellesmere Port, CH66 1QU and referred to as “CES”, “We”, “Us”, “Our” (Data Processor) for the purpose of running of our business.

End user personal data which may be processed by Complete Education Solutions Limited includes but is not limited to the following types;

• Personal details, including contact information and address.

• Family information, lifestyle and social patterns

• Financial information

• Sensitive data such as medical and SEND information

Data will be collected from;

• Staff, when creating accounts.

• School and Venues

• End users (i.e parents and children)

For more information please view Complete Education Solutions Limited's GDPR & Privacy Policy.