Little Pioneers Privacy Notice

Who we are

Who does this statement apply to?

Personal data we collect about you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you and your child which we have grouped together as follows:

Category of personal information	Description
Identity details	First name, last name, title, date of birth, gender, image, national insurance number, data relating to criminal records.
Contact details	Telephone number(s), email address(es), postal address(es), work address(es).
Sensitive data	Includes information relating to health, race, religion or ethnicity.
Financial data	Sort code, card number, expiry date, account number, credit commitments, payment history, account name, bank branch, transaction date. payment details relating to childcare services provided.
Technical data	IP address, operating system, web browser, device ID, cookies,
Communication details	Feedback, questions, notes, any data that is contained within a message body or a subject from an individual.
Profile details	Your interests and preferences.
Marketing details	Your preferences to receive marketing.
Health details	Medical history, mental health details, disability details, all data concerning an individual’s health.

Apart from the Sensitive Data referred to above, we do not collect any other Special Categories of Personal Dataabout you (this also includes details about your sex life, sexual orientation, political opinions, trade unionmembership and information about your genetic and biometric data).

If you fail to provide personal data

Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you. We will notify you if this is the case at the time.

How we collect your personal data

Why do we process your personal data?

We are only allowed to process your personal data if we have a lawful basis to do so and are required to inform you of what that lawful basis is. We have set out in the table below: the purposes for processing your data, the categories of personal data affected, and the lawful basis on which we rely on when we process your personal data.

In some circumstances we can use your personal data if it is in our legitimate interest to do so, provided that we have told you what that legitimate interest is. A legitimate interest is when we have a business or commercial reason to use your information which, when balanced against your rights, is justifiable. If we are relying on legitimate interests, we have set that out in the table below.

Purposes for processing	Categories of personal data	Lawful basis for processing	Legitimate Interests (if applicable)
To enter into a contract with you	Identity Contact Sensitive Financial	Performance of a contract Vital Interests Legal Obligation	N/A
To manage your account with us, including: Maintaining child’s records Providing our terms and conditions, sending you bills, administering payment. Keeping records of our dealings with you, including queries or complaints. Resolve complaints and deal with disputes.	Identity Contact Profile Transaction Financial	Performance of a contract Legitimate interests	To recover debts owed to us. Training colleague training and monitoring.
Monitor and record our conversations with you.	Identity Contact Transaction	Legitimate Interests	Training colleague training and monitoring. Provide good customer service.
For research and insight purposes. Including data analytics.	Identity Contact Communication Usage Technical	Legitimate Interests	Study how customers use our product/services.
To enable you to partake in a prize draw, competition or complete a survey	Identity Contact Profile Usage Marketing	Legitimate Interests	To offer you the opportunity to provide feedback and partake in competitions.
To administer and protect your business and this website.	Identity Contact Technical	Legitimate Interests Legal Obligation	Running our business, quality assurance, training and IT systems and networks.
To capture your image on our CCTV systems.	Identity	Legitimate Interests	For your safety and for the prevention and detection of crime.

When you provide your consent for OurCoop’s Family of Businesses to provide marketing materials to you, we may use your identity, contact, marketing and profile details to tailor the goods, products and service communications we send you.

We utilise a preference centre which allows customers to select their preferences on what content they would be most interested to receive.

Third-party marketing

We will gather your consent before we share your personal data with any internal third parties, such as other OurCoop trading groups, or any company outside of OurCoop for marketing purposes.

Opting out

We won't use your personal data for marketing purposes at all if you've told us not to. You can ask us or thirdparties to stop sending you marketing messages at any time by following the opt-out links on any marketingmessage sent to you or by contacting us at any time.

Cookies

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see our cookie policy.

Who we share your data with?

We may have to share your personal data with the parties set out below for the purposes set out in the table in paragraph 4 above.

Internal third parties such as other legal entities in OurCoop who provide administrative services and undertake management reporting.
External third parties including the following:
Our regulator, Ofsted, to ensure we meet the needs of the children, including safeguarding, attendance, progress and funding.
Other childcare providers, such as social services and local authorities, and the Police in relation to safeguarding duties.
Other professionals, including children's services, health visitors and social workers.
Local authorities for funding and monitoring purposes e.g. equal opportunities and uptake of funded hours.
Schools – toprovide a successful transition by ensuring information about the child's progress, development and interests are shared.
Organisations that provide outsourced printing, mailing and distribution services.
Organisations to whom we may outsource certain of our activities, such as call centre operations or marketing.
Organisations doing research for us.
Debt collection agencies and other organisations involved with debt collection (for example, bailiffs, law courts, private investigators).
Financial organisations for purposes such as payment processing, finance plans and refunds.
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.
Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.
Where we process your data to apply for government funding, we use a third party provider to process and store your data on our behalf. The third party uses sub-processors who store that data on servers located outside the EEA. In these circumstances, we safeguard your data through undertaking appropriate checks on the levels of security offered by the third party processor and its sub-processors. We contract with the third party processor ,which procures it to apply protections of the same type and level required by data protection laws within the EEA.

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 permitthem to process your personal data for specified purposes and in accordance with our instructions.

Transferring personal data outside of the EEA

How do we protect your personal data?

Retention of your personal data?

Your Rights

All individuals who engage with us have data subject rights relating to the processing of their personal data. These are the rights that apply to your personal data held within OurCoop:

The right to be informed – you have the right to know what information we hold and process about you which is why we have provided this Privacy Notice.
The right of access – you have the right to ask for a copy of the information we hold regarding yourself.
The right to rectification – you have the right to ask for us to correct any information we hold which may be inaccurate or incorrect.
The right of erasure – you have the right to have your personal data ‘erased’ in the following situations:
Where the personal data is no longer required for the purpose(s) for which it was originally collected or processed;
Where the processing was based on consent and you have withdrawn your consent;
When the personal data was unlawfully processed; and
When the personal data has to be erased in order to comply with a legal obligation.

We will erase your records when one of the above situations apply.

The right to object – you have the right to object to the processing of your personal data in the following circumstances:
The purpose of the processing activity is direct marketing;
Where the processing is based on legitimate interests; and
Processing for the purposes of scientific/historical research and statistics.
The right to restriction of processing – you have the right to ask us to restrict the processing of your personal data in certain situations such as:
Where you contest the accuracy of your personal data, we will restrict the processing until you have verified the accuracy of your personal data;
When processing is unlawful, and you oppose erasure and request restriction instead; and
Where we no longer need the personal data, but you require the information to establish, exercise or defend a legal claim.
The right to data portability – You have the right to request that we transfer your personal data to a third-party. This right only applies to automated personal data which you have either provided your consent for us to use or where we have used your personal data to perform a contract with you.
Rights in relation to automated decision-making including profiling – you have the right to question decisions being made about you without any human involvement.

If you would like to exercise any of these rights, please contact us at enquiries@centralcoop.co.uk

Little Pioneer Nursery Coop – Privacy Notice

Introduction