Privacy policy
Privacy Policy
Effective date: [Insert date]
Last updated: [Insert date]
1. Introduction
Hopton School House CIO (“we”, “us”, “our”) is committed to protecting and respecting your privacy.
This Privacy Policy explains how we collect, use, and protect personal data when you use our website and services.
We are a UK-based childcare provider offering playgroup, breakfast club, out-of-school club, and related services.
2. Data Controller
The data controller responsible for your personal data is:
Hopton School House CIO
18 Hopton Road
Cam, Gloucestershire, GL11 5PB
Phone: 01453 542489
Email: mailhoptonschoolhouse@yahoo.co.uk
3. Information We Collect
We may collect and process the following types of personal data:
a. Information you provide directly
- Parent/guardian names
- Child’s name, age, and relevant care details
- Contact information (email, phone number, address)
- Emergency contact details
- Medical or dietary information (where necessary for care)
- Information submitted via forms or email
b. Website usage data
- IP address
- Browser type and version
- Pages visited and time spent on the website
c. Communication data
- Records of emails, phone calls, or other correspondence
4. How We Use Your Information
We use personal data to:
- Provide childcare services and manage enrolments
- Communicate with parents/guardians
- Ensure the health, safety, and wellbeing of children
- Maintain records required by law and regulatory bodies
- Improve our website and services
- Respond to enquiries
5. Legal Basis for Processing
We process personal data under the following lawful bases:
- Contract – to provide childcare services
- Legal obligation – to comply with safeguarding and regulatory requirements
- Legitimate interests – for administration and service improvement
- Consent – where required (e.g., photos, marketing communications)
6. Sharing Your Information
We do not sell your personal data.
We may share data with:
- Regulatory authorities (e.g., Ofsted or local authorities)
- Healthcare professionals (if required for child safety)
- Service providers (e.g., IT or administration support)
- Emergency services when necessary
All third parties are required to respect the security of your data.
7. Data Retention
We retain personal data only as long as necessary:
- For the duration of your child’s enrolment
- As required by childcare and safeguarding regulations
- For legal or administrative purposes
After this period, data is securely deleted or anonymised.
8. Data Security
We take appropriate technical and organisational measures to protect your data, including:
- Secure storage of records
- Restricted access to personal data
- Staff training on data protection
9. Your Rights
Under UK GDPR, you have the right to:
- Access your personal data
- Request correction of inaccurate data
- Request deletion of your data
- Restrict or object to processing
- Data portability
- Withdraw consent at any time
To exercise your rights, contact us using the details above.
10. Cookies
Our website may use cookies to:
- Improve user experience
- Analyse website traffic
You can control cookies through your browser settings.
11. Children’s Data
We collect and process children’s personal data only where necessary to provide safe and appropriate childcare services. This is always done with parental or guardian consent and in line with safeguarding requirements.
12. Changes to This Policy
We may update this Privacy Policy from time to time. Updates will be posted on this page with a revised “Last updated” date.
13. Contact Us
If you have any questions about this Privacy Policy or how your data is handled, please contact:
Hopton School House CIO
Email: mailhoptonschoolhouse@yahoo.co.uk
Phone: 01453 542489