Circadian Nest Nursery Ltd is committed to protecting the privacy and security of the personal information we hold about children, parents, carers, and staff.
This Privacy Notice explains how we collect, use, store, and share personal data in accordance with UK data protection law.
1. Data Controller
Circadian Nest Nursery Ltd
Townsend Square
Oxford
OX4 2PR
Email: info@circadiannest.co.uk
The nursery is the “data controller” for the personal information we process.
2. Data Protection Contact
If you have any questions about how we use your data, please contact:
Data Protection Lead: Samina Farooq
Email: info@circadiannest.co.uk
3. Information We Collect
Children
We collect information including:
name, date of birth, and address
emergency contacts
medical information, allergies, and dietary needs
safeguarding and welfare information
SEND and developmental records
attendance records
funding eligibility information
Parents and Carers
We collect:
names and contact details
addresses and telephone numbers
email addresses
National Insurance numbers (for funding eligibility checks)
payment and billing information
Staff, Students and Volunteers
We collect:
contact and identification details
employment history and references
DBS and safeguarding checks
qualifications and training records
payroll, pension and tax information
4. Why We Collect This Information
We use personal data to:
provide childcare and early education
ensure children’s safety and wellbeing
meet safeguarding responsibilities
administer funded childcare places
communicate with parents and carers
comply with EYFS and legal requirements
manage staff employment and training
5. Lawful Basis for Processing
We process personal data under the following lawful bases:
Legal obligation – to meet safeguarding, EYFS and regulatory duties
Vital interests – to protect children’s health and safety
Contract – to provide childcare services
Public task – administering funded childcare entitlements
Legitimate interests – managing nursery operations
Consent – for photographs, marketing, and certain communications
6. Sharing Information
We only share information when necessary and lawful. This may include:
Oxfordshire County Council (funding & safeguarding)
children’s social care services
Ofsted and regulatory bodies
health professionals (GPs, health visitors)
safeguarding partners and emergency services
schools when children transition
payroll providers, accountants and software providers
Where safeguarding concerns arise, information may be shared without consent to protect a child.
7. Safeguarding and Child Protection
The nursery has a legal duty to safeguard children. If we believe a child may be at risk of harm, we may share relevant information with safeguarding agencies without parental consent, in accordance with safeguarding legislation.
8. Photographs and Observations
Photographs and observations are used to support children’s learning and development.
We will request written consent before:
using images for marketing or social media
sharing images externally
9. How We Store and Protect Data
We take appropriate security measures to protect personal data, including:
secure digital systems and password protection
restricted staff access
locked filing storage
confidentiality and data protection training
10. How Long We Keep Information
Records are retained in line with statutory requirements, safeguarding guidance, and legal obligations.
Some safeguarding and welfare records may be kept for extended periods where required by law.
11. Your Data Protection Rights
Under data protection law, individuals have the right to:
access their personal data
request correction of inaccurate information
request erasure (where lawful)
restrict processing
object to processing
withdraw consent where consent is relied upon
Requests should be made in writing to the nursery.
12. Complaints
If you are unhappy with how we handle your data, please contact us first so we can resolve the issue.
You also have the right to complain to the Information Commissioner’s Office (ICO):
Information Commissioner’s Office
www.ico.org.uk
Tel: 0303 123 1113
13. Updates to This Notice
We may update this Privacy Notice from time to time to reflect legal or operational changes. The latest version will always be available from the nursery.