Your Privacy is important to Busy Bees so we have developed a number of privacy notices which cover how we collect, use, process, transfer and store your personal information. All your personal Information shall be held and used in accordance with The General Data Protection Regulation (2018). Our full Data Protection Policy can be accessed by contacting our Data Protection Officer (DPO) via email on dpo@busybees.com

Busy Bees Childcare is the data controller of your Information is required to collect and process data for several purposes concerning its staff, contractors, parents, children, website users and any other individual who comes into contact with the company. In gathering and using this data Busy Bees is committed to protecting all individual’s rights of freedom and privacy.

The policies below are intended to inform you how we gather, define, and utilise your personal information such as name, address, credit/debit card number, email address and mobile phone number.

Privacy Policy for website users


What personal data we collect about you as a visitor to our
website
When you visit our website, you may provide us with two types of information:
➢ personal Information you provide to us on an individual basis during a Registration ➢ website use information collected as you and others browse our Website.
We maintain the highest standards of security, however the transmission of information via the internet is not completely secure. So, whilst we will do our best to protect your Information, we cannot ensure the security of your data transmitted to our Website.
Any information you submit is sent at your own risk. Once we have received your Information we will use strict procedures and security features to minimise the risk of unauthorised access.
Similar to other commercial websites, our Website uses a technology called "cookies" (see explanation below, "What Are Cookies?") and web server logs to collect information about how our Website is used.
Information gathered through cookies and web server logs may include the date and time of visits, the pages viewed, time spent at our Website, and the websites visited just before and just after our Website.

How we use the information you provide to us


We, and other members of the Busy Bees Childcare group of companies use your Information in the following ways:
➢ to ensure that content from our Website is presented in the most effective and efficient manner for you and your computer;
➢ to allow you to register, request information or order any products and services available on our Website where you choose to do so;
➢ to pass your Information to other companies ONLY in the Busy Bees group to supply goods, services or information requested by you and we may pass your Information to them for this purpose;
➢ to notify you about changes to our service;
➢ in accordance with your authorisation at the point of Registration;
➢ if you have given your consent at the point of Registration, to contact you with information
about products, services and special offers that you request from us, or that we feel may be of interest to you or to ask you to participate in one of our customer satisfaction surveys.
We may pass your Information to carefully selected third party organisations:
➢ if we buy or sell any business or assets in which case we may disclose your Information to the seller or buyer of such business or assets;
➢ if we are under a duty to disclose or share your personal data to comply with any legal obligation or in order to enforce or apply our terms and conditions and other agreements or protect the rights, property, or safety of our customers, or others. This includes exchanging information with other companies and organisations for fraud protection and credit risk reduction.

How we protect your information


Email is not recognised as a secure medium of communication. For this reason, we request that
you do not send private, sensitive or confidential information to us by email, and should you do so
it is at your own risk.

Storage of data


The data you provide to us via the website we will hold in our software systems. Data relating to
you and your child will be kept in the nursery your child attends as well as at our supporting office
locations. Personal data held within a software system will be securely protected with individual
logins, which will only be given to those who need to access the data. If you wish to see the full
version of our IT security policy, please contact the Data Protection Officer.

Your data subject rights


You may request access to all your Information that we collect online and maintain in our database
by writing to us at the following address: Data Controller, Latchford House, Shenstone Business
Park, Lynn Ln, Shenstone, Lichfield WS14 0SB or emailing our Data Protection Officer (DPO) on
dpo@busybees.com.
We are obliged under GDPR to complete your request free of charge and within 1 month of receipt
of the request.

Your Consent


By using our website, you consent to our collection and use of your Information as described in
this Privacy Policy. If we change our privacy policies and procedures, we will post those changes
on our Website to keep you aware of what information we collect, how we use it and under what
circumstances we may disclose it.

Where we store your personal data


Data and Information that we collect from you may be transferred to and stored at a destination
outside the European Economic Area ("EEA"). You consent to our sending and storing Your
Information outside the EEA. We will take all steps reasonably necessary to ensure that your
Information is treated securely and in accordance with this Privacy Policy.

Cookies


What Are Cookies?
A cookie is a very small text document, which often includes an anonymous unique identifier.
When you visit a website, that site's web server/computer asks your computer for permission to
store this file in a part of your hard drive specifically designated for cookies.
Each website can send its own cookie to your browser if your browser's preferences allow it, but
(to protect your privacy) your browser only permits a website to access the cookies it has already
sent to you, not the cookies sent to you by other sites, therefore private information supplied to
one web site cannot be read by another organisation.
A more detailed look at how we use cookies on the Busy Bees web site can be found by clicking
the 'Cookie Settings' button at the bottom of all web pages on the site, you will also find further
useful information at https://cookiepedia.co.uk/giving-consent-to-cookies

How We Use Information We Collect from Cookies


As you browse and navigate around our Website, the website uses cookies to differentiate you
from other users to prevent you from seeing unnecessary advertisements or requiring you to log
in more than is necessary for security.
Cookies, in conjunction with our web server's log files, allow us to calculate the aggregate number
of people visiting our Website and which parts of the website are most popular. This helps us
gather feedback so that we can improve our Website and better serve our customers.
Cookies do not allow us to gather any personal Information about you and we do not generally
store any personal Information that you provided to us in your cookies.

Privacy Notice for Parents


Busy Bees is the data controller for any personal information you provide to us regarding you or
your child. This means we decide how your personal data is processed and for what purpose.
Busy Bees is required to collect and process data for a number of purposes concerning its staff,
contractors, parents, children and any other individual who comes into contact with the company.
In gathering and using this data Busy Bees is committed to protecting all individual’s rights of
freedom and privacy and meeting the requirements of the General Data Protection Regulation
2018 (GDPR).

What personal data we collect about you and your child


Busy Bees contractual responsibilities include but are not limited to the collection of the following
personal data:
• Personal details (name, date of birth, gender)
• Attendance information (start date, hours in nursery)
• Medical and health information
• Personal characteristics
• Dietary requirements and preferences (allergies on intolerances, food likes/dislikes)
• Special Educational Needs information
• Development records
The information we hold about you as a parent or guardian include:
• Personal details (name, date of birth, national insurance number)
• Contact details (address, phone number, email address)
• Bank details (name of bank, account number and sort code)
We do hold some special category data about you and your child regarding race, ethnic origin,
religion and health information. The special category data is only collected as required by the
Local Authority or other public bodies for legal and contractual purposes. We comply fully with
the requirements of GDPR in relation to special category data and are aware of the sensitive nature
of the information.
It is the duty of you, the Data Subject to let us know of any personal data that has changed or is
incorrect, we send out annual declaration forms to ensure the data we hold on you is accurate.

How we process your personal data


Busy Bees complies with its obligations under the GDPR by keeping personal data up to date;
storing and destroying it securely; not collecting or retaining excessive amounts of data; protecting
personal data from loss, misuse, unauthorised access and disclosure and by ensuring that
appropriate technical measures are in place to protect personal data. All the data we process, we
do so to fulfil the contract we have with you.
Busy Bees hold and processes your data to be able to:
➢ Provide the appropriate care for your child
➢ Support your child’s learning
➢ Monitor and report on your child’s progress
➢ Ensure the right first aid and medication is provided to your child in cases where they
become ill or have an accident in our care
There is certain data we hold about you as a parent or guardian to be able to successfully carry
out the contract. The information we hold about you includes your name and address, contact
details, bank details and signatures. We hold this personal data and use it to:
➢ Be able to contact you in case there is an emergency regarding your child
➢ Be able to take payment for the childcare we are providing your child
➢ To provide proof of consent of your agreement to our contract terms and conditions
Whilst much of the data you provide to us is mandatory to carry out the contract you hold with
us, some of it is provided on a voluntary basis. To comply with the GDPR we will inform you at the
time of collection whether the information you are asked to provide is mandatory. Where personal
data is not required for legal or contractual reasons, we will give you the opportunity provide your
consent for us to use your data for that purpose.

The lawful basis in which we process this data


Busy Bees collects and process all the information you provide to us as a parent or guardian under
the contractual lawful process. It is necessary to process this data to be able carry out the
requirements of the contract. Without this data we will not be able to fulfil your contract and thus
not be able to keep your child in our care.
The health and medical data you provide to us regarding your child is legally required and is vital
to keep your child safe whilst in our care.
Data regarding your child's ethnicity, race and religion is only processed under the requirements
of Local Authorities and public bodies and upholding Busy Bees equal opportunities policy and
ensuring we are meeting the Equality Act 2010.
Some data will only be processed if explicit consent is given. This can include the ability to take
photographs of your child and using your details for direct marketing. Where this is the case we
will ask for your consent at the time we collect your data.

Who collects this data


Busy Bees collects most of its data directly from the individual themselves. The information we
collect about you and your child will all be obtained from the application pack you fill out when
you first enrol your child or the online form. Additional data is collected as part of the Annual
Declaration and on an ad-hoc basis as required.

Storage of data


All your data is either kept in our software systems or in paper format. Data relating to you and
your child will be kept in the nursery your child attends as well as at our supporting office locations.
Personal data held within a software system will be securely protected with individual logins,
which will only be given to those who need to access the data. If you wish to see the full version
of our IT security policy please contact the Data Protection Officer.
All data stored in paper format will be kept in a safe location where only those who are authorised
to access it, can. This may include being locked away in a filing cabinet.

Who and why we share this data


We are legally obliged to pass some of your details on to third parties for legal reasons such as
public bodies. This includes Local Authorities, Ofsted, NHS, Police and enforcing agencies. We will
not give information about you or your child to anyone outside of the company without your
explicit consent unless the law or our terms and conditions allow us to.
We may also share data with organisations for trend analysis. The processing of this kind of data
we are not legally required to do and therefore we will ask you for your explicit consent for us to
share your data for this purpose
We may share your child’s progress data with schools as they transfer from nursery, however this
will only be done with the explicit consent from you as a parent or guardian.

Data retention periods


Busy Bees is committed to ensuring we do not hold personal data for any longer than necessary.
Data which we hold under contract is subject to specified retention periods. These are as follows:
• Parent and child personal data – Until the child is 26 years old
• Safeguarding information – Until the child is 26 years old
• Medical and health data – Will not be destroyed
• Accident data – Will not be destroyed
• Child learning progress – Given to the parent when the child leaves the nursery, if not
collected by the parent or guardian this will be destroyed a term after the child has left the
nursery
Once the data has been used for its original purpose and the retention period has expired, we will
appropriately dispose of the data.

Further processing


If we wish to use your personal data for a new purpose, not covered by this Data Protection Privacy
Notice, we will provide you with a new notice explaining this new purpose. Where and whenever
necessary, we will seek your consent to the new processing.

Your data subject rights


Under GDPR you have the right to request access to any of the data held by Busy Bees about you
and your child. If you wish to make a subject access request please contact the Data Protection
Officer (DPO).
If you feel Busy Bees has not handled your or your Child’s personal details adequately or you are
unhappy with how your data request has been dealt with contact the Data Protection Officer
(DPO).

Consent


Busy Bees is committed to ensuring where consent is required, it is freely given, specific and
unambiguous. Where consent is required for additional processing, data subjects are given the
opportunity to freely give their consent to us processing that data for the specified purpose.
Additional consent forms will be distributed to gather additional permission.

Contact Us


If you have any questions or suggestions regarding our privacy policy, please contact us:
DPO – Head of Compliance
Latchford House,
Shenstone Business Park,
Lynn Ln,
Shenstone,
Lichfield
WS14 0SB
Email: dpo@busybees.com

Statutory information about Busy Bees Childcare


Registered in England and Wales Registered Company No. : 4968957
Registered Office: Busy Bees, St.Matthews, Shaftsbury Drive, Burntwood, Staffordshire. WS7 9QP
Last updated : 3
rd May, 2018