Privacy Policy

Effective date: 28/07/25

At Whitchurch Forest Pre-school, we are committed to safeguarding the privacy of the families and children who use our services. This policy outlines how we collect, use, and protect your personal information.

1. Who We Are

Whitchurch Forest Pre-school is a community-led early years setting based in [Insert Location]. We collect and process personal information to support the care and education of children, meet legal obligations, and communicate with parents and carers.

2. What Information We Collect

We may collect and store the following personal data:

Child’s name, date of birth, and health information
Parent/carer contact details (name, address, phone, email)
Emergency contacts
Medical, dietary, and allergy information
Funding and entitlement details
Attendance records
Permissions and consent forms
Photographs (only with written consent)

3. Why We Collect This Information

We use this data to:

Provide a safe and tailored learning environment
Comply with statutory obligations (e.g., Ofsted, EYFS framework)
Maintain accurate registers and emergency contact details
Administer funding and fees
Communicate with families about their child’s progress, setting news and events

4. How We Store and Protect Your Data

All personal data is stored securely, either in locked cabinets or password-protected digital systems. We take all reasonable steps to ensure data is protected from unauthorised access, alteration or loss.

5. Sharing Your Information

We will only share your information when necessary and with trusted organisations, including:

Local Authorities (for funding, safeguarding or SEND support)
Ofsted (during inspections)
Emergency services (in the event of an incident)
Third-party service providers (e.g. software systems) under strict data protection agreements

We will never sell your personal information.

6. Your Rights

You have the right to:

Access the personal information we hold about you or your child
Request correction of any inaccurate data
Request deletion of data (subject to legal retention periods)
Withdraw consent for non-essential uses (e.g., photos)

To exercise any of these rights, please contact us using the details below.

7. Cookies and Website Usage

Our website may use cookies to improve your experience. These do not collect personal data unless you choose to provide it (e.g., via a contact form).

8. Contact Us

If you have any questions or concerns about this policy or your data, please contact:

Whitchurch Forest Pre-school

Email: info@whitchurchpreschool.com

Phone: T: 01297 480884 M: 07717 514 053

Address: The Village Hall, Whitchurch Canonicorum, Dorset, DT6 6RF

9. Updates to This Policy

This policy will be reviewed regularly and updated if necessary. Please check back to ensure you are happy with any changes.