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Policy
Who we are
Our website address is: https://godstonefarmdaynursery.co.uk
We are Ofsted registered EY2639668
This privacy notice provides you with details of how we collect and process your personal data through your use of our site https://godstonefarmdaynursery.co.uk
By providing us with your data, you warrant to us that you are over 13 years of age.
Godstone Farm Day Nursery Ltd are the data controller and we are responsible for your personal data.
Contact Details
Our full details are:
Full name of legal entity: Godstone Farm Day Nursery Ltd
Email address: vicki@farmdaynurseries.co.uk
Postal Address: Godstone Farm Day Nursery Ltd, Tilburstow Hill Road, Godstone, Surrey RH9 8LX
It is very important that the information we hold about you is accurate and up to date. Please let us know if at any time your personal information changes by emailing us at vicki@farmdaynurseries.co.uk
What data do we collect about you, for what purpose and on what ground we process it?
- Communication Data that includes any communication that you send to us whether that be through the contact form on our website, through email, text, social media messaging, social media posting or any other communication that you send us. We process this data for the purposes of communicating with you, for record keeping and for the establishment, pursuance or defence of legal claims. Our lawful ground for this processing is our legitimate interests which in this case are to reply to communications sent to us, to keep records and to establish, pursue or defend legal claims.
- Customer Data that includes data relating to any purchases of goods and/or services such as your name, title, billing address, delivery address email address, phone number, contact details, purchase details and your card details. We process this data to supply the goods and/or services you have purchased and to keep records of such transactions. Our lawful ground for this processing is the performance of a contract between you and us and/or taking steps at your request to enter into such a contract
- User Data that includes data about how you use our website and any online services together with any data that you post for publication on our website or through other online services. We process this data to operate our website and ensure relevant content is provided to you, to ensure the security of our website, to maintain back- ups of our website and/or databases and to enable publication and administration of our website, other online services and business. Our lawful ground for this processing is our legitimate interests which in this case are to enable us to properly administer our website and our business.
- Technical Data that includes data about your use of our website and online services such as your IP address, your login data, details about your browser, length of visit to pages on our website, page views and navigation paths, details about the number of times you use our website, time zone settings and other technology on the devices you use to access our website. The source of this data is from our analytics tracking system. We process this data to analyse your use of our website and other online services, to administer and protect our business and website, to deliver relevant website content and advertisements to you and to understand the effectiveness of our advertising. Our lawful ground for this processing is our legitimate interests which in this case are to enable us to properly administer our website and our business and to grow our business and to decide our marketing strategy.
- Marketing Data that includes data about your preferences in receiving marketing from us and our third parties and your communication preferences. We process this data to enable you to partake in our promotions such as competitions, prize draws and free give-aways, to deliver relevant website content and advertisements to you and measure or understand the effectiveness of this advertising. Our lawful ground for this processing is our legitimate interests which in this case are to study how customers use our products/services, to develop them, to grow our business and to decide our marketing strategy.
- We may use Customer Data, User Data, Technical Data and Marketing Data to deliver relevant website content and advertisements to you (including Facebook adverts or other display advertisements) and to measure or understand the effectiveness of the advertising we serve you. Our lawful ground for this processing is legitimate interests which is to grow our business. We may also use such data to send other marketing communications to you. Our lawful ground for this processing is either consent or legitimate interests (namely to grow our business).
An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here:
https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.
Sensitive Data
We need to collect the following sensitive data about you in order to help understand your child. Sensitive data refers to data that includes details about your race or ethnicity and religious or philosophical beliefs, as well as information about your health and genetic and biometric data. We do not collect any information about criminal convictions and offences.
Marketing communications
Our lawful ground of processing your personal data to send you marketing communications is either your consent or legitimate interests.
Under the Privacy and Electronic Communications Regulations, we may send you marketing communications from us if (i) you made a purchase or asked for information from us about our goods or services or (ii) you agreed to receive marketing communications and in each case you have not opted out of receiving such communications since. Under these regulations, if you are a limited company, we may send you marketing emails without your consent. However you can still opt out of receiving marketing emails from us at any time.
Marketing communications
We may have to share your personal data with the parties set out below:
- Other companies in our group who provide services to us.
- Service providers who provide IT and system administration services.
- Professional advisers including lawyers, bankers, auditors and insurers
- Government bodies 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 law. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions.
International transfers
Some of our third parties service providers are based outside the European Economic Area (EEA) so their processing of your personal data will involve a transfer of data outside the EEA.
Whenever we transfer your personal data out of the EEA, we do our best to ensure a similar degree of security of data by ensuring at least one of the following safeguards is in place:
- We will only transfer your personal data to countries that the European Commission have approved as providing an adequate level of protection for personal data by; or
- Where we use certain service providers, we may use specific contracts or codes of conduct or certification mechanisms approved by the European Commission which give personal data the same protection it has in Europe; or
- If we use US-based providers that are part of EU-US Privacy Shield, we may transfer data to them, as they have equivalent safeguards in place.
If none of the above safeguards is available, we may request your explicit consent to the specific transfer. You will have the right to withdraw this consent at any time.
Data security
We have put in place security measures to prevent your personal data from being accidentally 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 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.
Data retention
We will only retain your 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 requirements.
When deciding what the correct time is to keep the data for we look at its amount, nature and sensitivity, potential risk of harm from unauthorised use or disclosure, the processing purposes, if these can be achieved by other means and legal requirements.
For tax purposes the law requires us to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they stop being customers.
In some circumstances we may anonymise your personal data for research or statistical purposes in which case we may use this information indefinitely without further notice to you
Your legal rights
Under data protection laws you have rights in relation to your personal data that include the right to request access, correction, erasure, restriction, transfer, to object to processing, to portability of data and (where the lawful ground of processing is consent) to withdraw consent.
You can see more about these rights at:
If you wish to exercise any of the rights set out above, please email us at vickiwillis@kidsplaychildcare.co.uk
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive or refuse to comply with your request in these circumstances.
We may need to 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 security measure to ensure that personal data is not 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.
If you are not happy with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We should be grateful if you would contact us first if you do have a complaint so that we can try to resolve it for you.
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.
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 below.
Cookie Policy
What is a Cookie?
- A “cookie” is a piece of information that is stored on your computer’s hard drive and which records how you move your way around a website so that, when you revisit that website, it can present tailored options based on the information stored about your last visit. Cookies can also be used to analyse traffic and for advertising and marketing purposes.
- Cookies are used by nearly all websites and do not harm your system.
If you want to check or change what types of cookies you accept, this can usually be altered within your browser settings. You can block cookies at any time by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site.
How do we use cookies?
- Cookies are either:
Session cookies: these are only stored on your computer during your web session and are automatically deleted when you close your browser – they usually store an anonymous session ID allowing you to browse a website without having to log in to each page but they do not collect any personal data from your computer; or
Persistent cookies: a persistent cookie is stored as a file on your computer and it remains there when you close your web browser. The cookie can be read by the website that created it when youvisit that website again.
- Cookies can also be categorised as follows:
Terms and Conditions
Introduction
Farm Day Nurseries, hereafter referred to as FDN, aim to work in partnership with parents and carers to create and maintain a safe, caring, stimulating and educational environment for children in its care. All parents/guardians wishing to make use of the service offered by FDN, must strictly adhere to the terms and conditions and sign this document as evidence of their acceptance and agreement to the terms, conditions, policies and procedures under which FDN will operate. As we aim to develop an interactive partnership with all users, we would welcome suggestions and discussion on ways to improve the service we offer
Application/arrangement forms
An application form, which lists the child/ren’s details and outlines the childcare arrangements, must be completed and signed by a parent/guardian. Listed must be names of responsible parties with access to the child/ren. Also listed must be the names, addresses and telephone numbers of two emergency contacts who may be called upon in case of an emergency when parents cannot be contacted and they too must be responsible individuals. Responsible parties or individuals must be those over the age of eighteen. It must be stressed that children left in our care will only be released to a responsible adult whose name appears on the child’s registration form as a responsible party or emergency contact.
FDN require a non-refundable £100 deposit to secure your child’s place, this will be deducted from your first month’s fee. This fee will need to be paid via a cheque, cash or card. The deposit is not needed for children only attending grant funded sessions.
Attendance
Children are expected to attend each weekday however, should a child become ill or a holiday is to be taken and will not be attending KPC must be notified.
Emergency contacts and access
Parents/guardians must ensure that emergency contact and persons with access in accordance with the above, are familiar with the necessary procedures. In cases of emergency and parents/guardians cannot be contacted, KPC will get in touch with an emergency contact named. He or she will then take on responsibility for the child/ren. FDN must be notified immediately of any change of details to emergency contacts and/or their telephone numbers.
Fees
Full fees will be payable, unless written notification of discounts has been made. Wrongful information given will result in the child/ren’s place being withdrawn. Evidence for discounts must be supplied to the nursery manager (for example NHS card) at the time of registering with the nursery. Unclaimed discounts will not be backdated; in the event that you are no longer entitled to discount you must notify FDN immediately as claiming discounts that are not true to circumstance will result in FDN claiming back the discounted money. FDN hold the right to remove any discounts with one calendar month’s written notice to the parent/carer.
Fees are payable monthly in advance as agreed in writing by direct debit; cancelled direct debits without the prior agreement of the manager will incur a £25.00 surcharge added to your account.
Late fee payments incur 10% interest, FDN reserve the right not to admit children for whom fees are in arrears. In the event of arrears accumulating, this will be discussed with you by management and if these are not settled within agreed time limits, the child/ren’s place will be withdrawn.
Fees are payable during holidays and fees are not reimbursed for absence due to illness or for any other reason. In the rare event that the nursery has to close due to extreme weather conditions that pose a health and safety risk fees will still be payable.
FDN reserve the right to increase its fees; it is unlikely that fees will increase more than once annually; this will generally be in January.
One calendar month’s notice of removal is required. Notice should be written and handed to the childcare manager or deputy. Failure to give the required notice will result in one month’s fees being charged. One month’s written notice is also required if you wish to change your child’s nursery sessions.
Please note if you are late picking up your child a fee of £5 will be charged for every 5 minutes late.
By signing these terms and conditions you agree that payment of your invoices will be made strictly in accordance with the credit terms stated thereon. You recognise that if payment of your invoices is not made by the due date for payment, this may result in the matter being referred to the Credit Protection Association for recovery of the invoice debt; if so, you will indemnify Farm Day Nurseries for the costs we incur in referring the matter to CPA pursuing the debt including CPA’s current applicable fees for writing to you, any commission payable to CPA, all reasonable incidental costs of recovering the debt and interest as applicable.
Please note, if your child is entitled to free government funded sessions, a maximum of 51 weeks will be fully funded. Therefore 1 week in December will be fully payable for all session
Medical Health
FDN will not admit children suffering with any infectious disease or virus. FDN reserve the right not to administer medicine, however, a request to administer medication will be considered on an individual basis. Children who have been suffering with an infectious disease or virus will not be re-admitted unless a doctor’s letter is presented stating that the child has made a full recovery.
Parents/guardians must sign a form authority in the event of emergency hospital treatment becoming necessary. Staff shall administrate minor first aid treatment as and when necessary.
FDN must be informed in writing of any special dietary requirements or allergic food substances.
Visitors
Any visitor to the nursery must take full responsibility for anybody accompanying them. The nursery takes no responsibility for any non- registered persons on the premises.
Outings
We do on occasions go on educational outings, related to themes. This may be on public transport, staff cars or by foot (to local shops/ parks). On such occasions our ratio on leaving the premises is
- 1:3 for children Under 2 years
- 1:4 for children aged 2-3 years
- 1:8 for children aged 3 – 5 years old.
- Please indicate clearly if you do not wish your child to be considered for such an outing on the appropriate registration forms. Babies will be taken for walks in push chairs. They will be securely strapped and supervised as for the above ratio.
Complaint Procedure – It is hoped that parents/guardians will not have to complain about any aspect of the service we provide, however, should the need arise, there are three stages at which complaints can be considered.
Stage 1 – The informal Resolution
Discuss your complaint with the relevant staff member. If you are still dissatisfied you may discuss the matter with the Manager. It is hoped that the matter may be resolved to all parties’ satisfaction at this stage.
Stage 2 – Formal Complaint to Management
If unresolved at the Informal Stage, the complaint should be sent in writing to the manager. You will then receive a written request to attend a meeting with management to discuss the matter.
Stage 3 – Formal Complaint to Ofsted
This stage is to be used if the outcome of stage 2 is not satisfactory. A written complaint should be set out and sent to the Ofsted, Complaints Investigation team, Piccadilly Gate, Store Street, Manchester, M1 2WD
Violence at Work
Violence against any FDN personnel will not be tolerated and will result in the loss of your child/ren’s place.
A working definition of violence at work is “any incident where an employee is abused, threatened or assaulted by a member of the public, parent, or child cared for by KPC in circumstances arising out of the course of his or her employment.”
Violence will be deemed to include physical force, verbal abuse with threats, rude gestures, and innuendoes, sexual or racial harassment.
Termination
This contract will last for a period 4 years the maximum amount of time in which the child is at the nursery, effective from the child’s start date. However, during this period FDN reserve the absolute right to terminate this agreement with immediate effect, in the event that any of the clauses listed in these terms and conditions are broken.
Seasonal Opening Hours
On Christmas Eve and New Year’s Eve, the setting will close at 4:00pm. Your child’s normal sessions on these days are fully chargeable.
