Privacy Notice

Last updated: September 2026

Kid Ease Limited is committed to protecting the privacy and security of the personal information entrusted to us.

This Privacy Notice explains how we collect, use, store and protect personal information relating to children, parents, carers, employees and visitors. It also explains your rights under UK data protection legislation. Information about children is collected and processed so that we can provide childcare and early years education safely, effectively and in accordance with our legal and regulatory obligations.

Data Controller

Kid Ease Limited is the Data Controller responsible for the personal information described in this Privacy Notice.

For questions regarding this notice or how personal information is handled, please contact us using the details at the end of this notice.

What Information We Collect

Depending on your relationship with us, we may collect and process the following information.

Child Information

• Full name
• Date of birth
• Home address
• Attendance records
• Learning and development records
• Medical information
• Dietary requirements
• Allergy information
• SEND information
• Safeguarding information
• Photographs and observations
• Accident and incident records

Parent & Carer Information

• Names
• Addresses
• Telephone numbers
• Email addresses
• Emergency contact details
• Funding information
• Billing information
• Parental responsibility information
• Court orders or legal restrictions where relevant

Other Information

• We may also collect information relating to professionals involved in supporting a child, including schools, local authorities, health professionals, therapists and specialist services.

Why We Collect Information

We collect and process information in order to:

• Provide childcare and early years education
• Support children’s learning and development
• Meet safeguarding and welfare requirements
• Keep children safe
• Manage admissions and attendance
• Administer childcare funding
• Manage nursery places and invoices
• Communicate with families
• Support transitions to school and other settings
• Meet legal, regulatory and statutory obligations

Our Lawful Basis for Processing

We process personal information under one or more of the following lawful bases:

• Contract: Processing necessary to provide childcare services and fulfil our contractual obligations to families.
• Legal Obligation: Processing required to comply with legislation and statutory requirements, including safeguarding, EYFS requirements, funding regulations, employment law, accounting obligations and regulatory responsibilities.
• Legitimate Interests: Processing necessary for the effective operation of our nurseries, provided this does not override the rights and freedoms of individuals.
• Consent: In some circumstances, such as the use of photographs for marketing purposes, we rely on consent. Where consent is used, it may be withdrawn at any time.
• Special Category Data: Some information, particularly relating to health, SEND, safeguarding and welfare, may be processed under additional legal provisions that allow us to provide appropriate care, support and protection for children.

Sharing Information

We only share information where it is necessary, appropriate and lawful to do so.

Depending on circumstances, information may be shared with:

• Local authorities
• Health professionals
• Schools and educational settings
• Safeguarding agencies
• Specialist teaching and inclusion services
• Therapists and external professionals involved in supporting a child
• Regulatory bodies where required

We do not sell personal information and we do not share personal information with third parties for marketing purposes.

Safeguarding & Legal Responsibilities

The safety and welfare of children is our highest priority.

In certain circumstances, we may be required to share information without parental consent where this is necessary to protect a child, comply with safeguarding duties or prevent harm.

Where we believe a child may be at risk, we may be legally required to share information with local authorities, safeguarding agencies, the police or other relevant professionals.

Learning Journeys & Photographs

As part of recording children’s learning and development, we may collect observations, examples of children’s work and photographs.

These records help us understand children’s progress, celebrate achievements and plan future learning opportunities.

Where consent is required for the use of photographs beyond routine nursery records, we will seek this separately. Consent can be withdrawn at any time.

Website Cookies

Our website may use cookies and similar technologies to support website functionality and improve user experience.

Cookies help us understand how our website is being used and allow us to improve content and performance. Cookie preferences can be managed through your browser settings.

Keeping Information Secure

We take appropriate technical and organisational measures to protect personal information from unauthorised access, loss, misuse or disclosure.

Measures include:

• Secure premises
• Password-protected systems
• Restricted access to records
• Staff training
• Secure storage arrangements
• Information governance procedures

Only authorised individuals have access to information required to carry out their role.

How Long We Keep Information

Information is retained only for as long as necessary to meet legal, safeguarding and operational requirements.

Retention periods vary according to the type of information being held. Certain records, including safeguarding records, accident records and attendance records, may be retained for extended periods where required by legislation or statutory guidance.

Your Rights

Under UK data protection legislation, you have the right to:

• Request access to personal information we hold about you or your child
• Request correction of inaccurate information
• Request deletion of information where applicable
• Request restriction of processing
• Object to certain types of processing
• Request transfer of your information where applicable
• Withdraw consent where consent is the lawful basis for processing

Some rights may be limited where safeguarding, legal or regulatory obligations apply.

Complaints About Data Protection

We hope to resolve any concerns promptly and fairly.

If you are unhappy with how your information has been handled, please contact us in the first instance so we can investigate and respond.

You also have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK’s independent regulator for data protection.

Contact Us

If you have any questions about this Privacy Notice or how we use personal information, please contact:

Kid Ease Limited
Email: info@kidease.co.uk

We will always do our best to answer questions and explain how information is collected, stored and used.