Privacy policy

WHAT IS THIS PRIVACY NOTICE ABOUT?

This privacy notice explains how The London Early Years Foundation (“LEYF”) collects, uses, stores and shares personal information when you use our website, contact us, arrange or attend a nursery visit, apply for or accept a nursery place, use our online forms, receive communications from us, or otherwise interact with LEYF as a parent, carer, family member, visitor or member of the public. It also explains how we use personal information about children who attend a LEYF nursery.

Personal information is any information that can identify who a person is. This could include a name, address, email address, date of birth, phone number and payment details.

References to “you” include a parent, guardian or carer providing information about themselves, a child or another person. If you provide information about somebody else, you should make sure that you are authorised to do so and, where appropriate, show them this notice.

This notice does not cover job applicants or recruitment activity. Please see our separate Candidate Privacy Notice for those purposes.

This privacy notice is for information purposes only to explain how we use personal information you have provided. It is not an agreement or contract between you and us.

WHO ARE WE?

“We”, “our” or “us” means The London Early Years Foundation (“LEYF”). Our company number is 02228978. Our registered office is at 121 Marsham Street, London, SW1P 4LX.

We are registered with the UK supervisory authority, the Information Commission (“IC”), in relation to our processing of personal information under registration number Z2287409.

We are the controller of the personal information you share with us. This means that we are responsible for deciding how and why we hold and use personal information you share with us.

HOW CAN YOU CONTACT US?

If you have any questions about this privacy notice or about the ways we use the personal information you have provided, please contact dataprotection@leyf.org.uk.

WHAT PERSONAL INFORMATION DO WE COLLECT AND USE?

The personal information we collect depends on how you interact with LEYF, including how you use our website, enquire about or apply for a nursery place, use our forms, attend a nursery or event, or communicate with us.

We use cookies on our website. Cookies are small files that help our website work properly and help us understand how people use it. Our Cookie Policy provides more information about the cookies we use and explains which are essential and which are non-essential. Essential cookies are required for our website to operate. You can choose whether to allow us to use non-essential cookies to collect personal information. You can find our Cookie Policy here.

When you visit our website

What personal information do we collect?

We will collect:

  • information about how you use and move around our website, for example, which pages you access, when and how often you access them, how long you stay on a page and which links you select;

  • information about the device you use, for example, its device ID, model, operating system, browser type and settings, and language settings;

  • your IP address and approximate location, such as the region or city from which you access our website;

  • the services you are interested in; and

  • whether you found our website through one of our emails or online advertisements, such as an advertisement on one of our social media pages.

How we use the personal information

We use personal information to respond to enquiries, arrange nursery visits, provide information about our childcare services, support children’s care and wellbeing, maintain health and safety, administer our nurseries, improve our services, and, where appropriate, provide information about our nursery group and services.

We may need to share information with our service providers, associated organisations and agents for these purposes. We may use your information to:

  • Process enquiries about nursery places and childcare services

  • Arrange and manage nursery visits, stay and plays and open day bookings

  • Communicate with parents, guardians and authorised contacts about nursery services, availability and admissions

  • Manage applications, registrations and waiting lists for nursery places

  • Maintain records relating to children’s health, dietary requirements, allergies, medical conditions, safeguarding needs and emergency contacts where this information is provided to us

  • Provide appropriate care, education and support tailored to each child’s individual needs

  • Keep you informed about operational matters relating to your child’s nursery place or application, including changes to services, policies, opening hours, or events

  • Send reminders about incomplete enquiries, visit bookings or registration forms

  • Provide a functional website and online services

  • Conduct marketing activities, including targeted advertising and retargeting through platforms such as Meta, Google, Pinterest, TikTok and other digital advertising providers, where permitted by law

  • Contact you by email, telephone, SMS or other appropriate channels with information, services, events, offers or promotions that may be relevant to you, unless you choose not to receive marketing communications

  • Respond to questions, requests, complaints or concerns relating to our services

  • Use photographs, videos or images of children for promotional or marketing purposes only where appropriate consent has been obtained

  • Understand how families use our services and website so that we can improve the experience and develop relevant services

  • Conduct surveys, research and analysis to help improve our nurseries, childcare provision and customer experience

  • Monitor and analyse enquiries, occupancy levels, attendance patterns and service usage to support planning and service improvement

  • Comply with our legal, regulatory and safeguarding obligations

  • Operate our nurseries, facilities and digital systems in a safe, secure and effective manner

Our legal reason for using the personal information

When you visit our website, we may collect personal information using cookies or similar technology. We have a cookie policy which explains what cookies we use and our legal reason for using them. You can access our Cookie Policy here.

You can change your mind at any time about the cookies you have accepted through our cookie controls. For more information, please see www.allaboutcookies.org.

When you make an enquiry about a nursery place

What personal information do we collect?

Depending on how you make your enquiry and what you choose to tell us, we may collect:

Your details and contact preferences

  • Your first and last name, email address, telephone number and postcode.

  • Your preferred contact method and times

Information about the child

  • The child’s first and last name

  • The child’s date of birth or expected date of birth

  • The child’s gender, where collected

Your nursery place requirements

  • The nursery or nurseries, locations or geographical areas you are considering, including suitable alternatives if your preferred option is unavailable

  • Your preferred start date and the days required

  • Whether you are interested in a privately paid or funded place, or a combination of both, and any funding or fee questions you raise

Care, accessibility and support information

  • Any information you choose to provide about the child’s health, allergies, dietary needs, disability, special educational needs or disabilities (SEND), accessibility needs, language, development, care requirements or other support needs.

Some of this may be special category data. Please see the “Special category data” section for more information.

Records of your enquiry and communications with us

  • The date, time and source of your enquiry, including how you heard about LEYF and any relevant referral details

  • The status of your enquiry, including whether you started but did not complete an online enquiry

  • Records of telephone calls, emails, online forms and other correspondence with you

  • Notes made by our team or the relevant nursery about your requirements and any follow up actions

  • The outcome of your enquiry, including whether you wish to proceed, remain interested or receive no further contact, and any reasons you choose to provide

  • Any other personal information you include in a free text box or document you choose to send us

Marketing preferences

  • Whether you would like to receive news or updates by email, SMS and telephone.

  • Records of when and how you gave, changed or withdrew your marketing consent.

How we use the personal information

We use this information to manage and respond to your enquiry, direct it to the appropriate nursery or team, and provide information about suitable nurseries, availability, sessions, fees and funding. Where relevant, we also use it to discuss the child’s care and support requirements and any adjustments that may be needed, arrange the next steps you request and help you progress to an application. We keep records of our communications and the outcome of your enquiry, and review enquiry information to improve how we handle enquiries and plan nursery places.

We also record and respect your marketing choices. Please see the “Marketing, newsletters and fundraising communications” section for information about how we use your information for marketing.

Our legal reason for using the personal information

We use information relating to you to take steps you have asked us to take before entering into a childcare contract with you, where you are enquiring because you wish to apply for a nursery place.

We rely on legitimate interests to respond to enquiries, provide information about suitable nurseries and availability, and manage our contact with prospective families. Where we need to use the child’s information or information about anyone else concerned to progress your enquiry or application, we also rely on legitimate interests, unless a specific legal obligation applies.

Where we rely on legitimate interests, we rely on this basis only where using the information is necessary for those purposes and our interests are not overridden by your interests or those of the child and particular consideration is given to the protection of children’s information.

We may use information to meet legal duties that apply to us, including duties relating to safeguarding, equality and funded early education.

If you choose to give us sensitive information, such as details about a child’s health, disability, SEND, religion or support needs, we will use only what is relevant. We may need to ask you for your explicit consent for us to use this information. We may also need the information because it is necessary for safeguarding children, supporting equality of opportunity or meeting relevant health or care needs. More information is provided in the “Special category data” section below.

When you book a nursery visit

What personal information do we collect?

Depending on the information requested in the booking journey and what you choose to tell us, we may collect:

Your details and contact information

  • Your first and last name

  • Your email address

  • Your telephone number

  • Your home address (postcode)

Information about the child

  • The child’s first and last name

  • The child’s gender

  • The child’s date of birth or expected date of birth

Your nursery place requirements

  • The nursery or nurseries you are interested in

  • The date from which you may require a nursery place

  • The days you may require.

Visit arrangements and accessibility requirements

  • Your preferred visit date and time.

  • Any accessibility requirements or other information you choose to provide so that we can make suitable arrangements for your visit. Please see the “Special category data” section below for more information.

Records of your visit and communications with us

  • Details of the visit booked, whether you attended and any subsequent communications with you.

Marketing preferences

  • Your marketing choices, including whether you have agreed to receive communications by email, SMS and telephone.

How we use the personal information

We use this information to arrange and manage the visit, send confirmations and reminders, answer questions, prepare for any reasonable adjustments or support needs, understand childcare requirements, follow up after the visit and support a possible application for a nursery place.

If you begin but do not complete a booking journey, or if you visit and have not yet decided whether to apply, we may use the details you supplied to contact you about your enquiry and offer assistance. We will do this only where it is reasonable in the circumstances, you would expect the contact, and your interests and rights do not override ours. Follow-up about the enquiry is separate from electronic marketing.

Our legal reason for using the personal information

We need to use the information you give us so that we can arrange and manage the nursery visit you have asked for. This includes booking the appointment, sending confirmation and reminders, answering your questions and discussing a possible nursery place with you. Our legal reason for doing this is that we are taking steps at your request before you decide whether to enter into a childcare contract with us.

We may also use your information because we have legitimate interests in managing enquiries and visits effectively. For example, we may keep a record of the visit, contact you to check whether you need any help, follow up after the visit and improve the way we deal with prospective families. Where we rely on legitimate interests, we rely on this basis only where using the information is necessary for those purposes and our interests are not overridden by your interests or those of the child and particular consideration is given to the protection of children’s information.

If you choose to receive LEYF news, events or special offers by email, SMS and telephone, we will use your contact details for those optional marketing messages because you have given us consent. You do not have to agree to marketing in order to book or attend a nursery visit, and you can change your mind at any time.

If you tell us about “Special category data” such as an accessibility requirement, disability, health condition or other sensitive matter so that we can make suitable arrangements for the visit, we will use only the information we need for that purpose. In most cases, this will be because you have specifically asked us to make the arrangement and have clearly agreed to us using the sensitive information you provide. The technical term for the additional condition for using this type of information is “explicit consent”. We may ask you for your agreement to this in writing.

In some circumstances, we may instead need to use sensitive information because the law requires us to protect a child, meet equality duties or respond to a safeguarding concern. Where that applies, our legal reason may be compliance with a legal obligation, together with an additional condition allowing us to use sensitive information for reasons of substantial public interest, such as safeguarding children. We explain this in more detail in the “Special category data” section below.

When you apply for or accept a nursery place

What personal information do we collect?

Your details and parental responsibility

  • Your first and last name

  • Your home address

  • Your email address and telephone number

Information about the child

  • The child’s first and last name

  • The child’s home address

  • The child’s date of birth or expected date of birth

  • The child’s gender.

Your nursery place requirements and waiting list details

  • The nursery you are applying to

  • The date you would like the place to start and the days, times or sessions you require

  • Waiting list details, including the nursery and sessions requested, preferred start date, the date the child joined the waiting list and records of updates or offers of a place

Funded childcare, billing and payments

  • Information needed to check and administer funded childcare, such as eligibility codes, National Insurance or National Asylum Support Service details, the hours claimed, local authority information and any supporting evidence.

  • Billing and payment information, such as the bill payer’s details, direct debit or other payment arrangements, childcare vouchers and Tax Free Childcare information

The child’s health, care and support needs

  • Information about the child’s health and medical needs, including medical conditions, allergies, intolerances, dietary requirements, medication, immunisations, treatment or care plans and details of relevant health professionals

  • Information about any disability, accessibility requirement, special educational need or disability (SEND), developmental need, Education, Health and Care Plan, reasonable adjustment or other support the child may need

  • Information about the child’s behaviour, wellbeing, toileting, sleep, feeding and other care needs where needed to support their transition into nursery.

Some of this information may be “special category data”. Please see the “Special category data” section for more information.

Safeguarding and legal arrangements

  • Safeguarding information where relevant, including details of social care involvement, child protection plans, looked after child status, court orders, restrictions on contact or collection and professionals supporting you or the child.

Previous settings and professionals involved with the child

  • Details of the child’s previous nursery, childcare or education setting and the contact details of professionals involved in their education, health or care.

Permissions, preferences and supporting documents

  • Any consents, permissions, preferences and declarations you give us, for example about outings, photographs, emergency treatment, information sharing and collection arrangements.

  • Copies of documents or other evidence needed to support the application, confirm identity, parental responsibility, funding, care arrangements or legal restrictions.

Application records and communications with us

  • Records of calls, emails, forms, meetings and other correspondence during the application and admissions process.

  • Any other personal information you include in a free text box or document you choose to send us.

How we use the personal information

We use this information to process the application, discuss admissions arrangements, check whether a place is available and suitable, manage waiting lists, contact you about the application, keep you informed about availability, check whether you still need a place and contact you when a suitable place becomes available and, if a place is offered, set up the child’s nursery place.

We also use it (where necessary) to verify funded childcare, arrange fees and payments, plan staffing and sessions, prepare for the child’s transition into nursery. This includes understanding their health and meeting their health, care, accessibility and support needs making reasonable adjustments, confirming parental responsibility, authorised collection arrangements, keeping children safe. We also use the information to meet our safeguarding, early years, education, equality, funding and record-keeping responsibilities.

Our legal reason for using the personal information

We need to use much of this information relating to you to deal with the application and, if you accept a place, provide the childcare service agreed with you. The technical terms for these legal reasons are “steps before entering into a contract” and “performance of a contract”.

We use information where necessary to comply with legal obligations that apply to us. These include applicable requirements concerning early years provision, safeguarding, equality, financial records and providing information to local authorities or regulators.

Where LEYF carries out statutory early years, education, safeguarding or funded-childcare functions, we may also use information because it is necessary to perform a task in the public interest.

Where it is necessary to collect and use the child’s information or information relating to a third party, such as someone who might collect the child, we use this information on the legitimate interests basis unless a specific legal obligation applies. We may also use information because we have legitimate interests to manage admissions, plan nursery places and staffing, maintain accurate records, prevent fraud and deal with legal claims. Where we rely on legitimate interests, we rely on this basis only where using the information is necessary for those purposes and our interests are not overridden by your interests or those of the child and particular consideration is given to the protection of children’s information.

If the application includes special category data, such as information about health, disability, SEND, ethnicity or religion, we also need an additional legal condition. Depending on the circumstances, this may be because the information is necessary for safeguarding children, supporting equality of opportunity or relevant health or care purposes. We may rely on explicit consent only where the use is genuinely optional and you have a real choice. More information is provided in the “Special category data” section below.

When you use a form for a child who already attends a LEYF nursery

If the child already attends a LEYF nursery, you can use forms on our website to manage their place, sessions, fees, funded childcare and related requests. The information we collect depends on the form you submit. Each form may collect your name and contact details, your relationship to the child, the child’s first and last name and date of birth, the nursery they attend, their bill-payer, account or child reference, the details of your request, and any information you include in a free-text box or supporting document. We may also record the date and time of submission, the outcome of the request and our communications with you.

What personal information do we collect and how do we use it?

  • Give notice on the child’s place: we may collect your first and last name, your contact details, the child’s first and last name, the nursery the child attends, account or bill-payer reference, the proposed last day, the reason for leaving where you choose to provide it, forwarding contact details and any information relevant to notice charges or the closure of the account.

We use this information to verify the request, apply the correct notice period, manage the child’s leaving arrangements, update attendance and staffing records, calculate the final account, communicate with you and retain an appropriate record of the end of the place.

  • Request extra sessions: we may collect your first and last name, your contact details, the child’s first and last name, the nursery the child attends, requested dates, days and session times, whether the request is one-off or recurring, any relevant care or collection information and your acknowledgement of the additional fees payable.

We use this information to check availability and staffing, assess whether the requested session can be provided safely, calculate charges, update the child’s attendance arrangements and confirm the outcome.

  • Cancel extra sessions: we may collect your first and last name, your contact details, the child’s first and last name, the nursery the child attends, the date and time of the extra session to be cancelled, the reason where you choose to provide it and information needed to identify the original booking.

We use this information to locate and cancel the session, update attendance and staffing plans, determine whether charges, credits or refunds apply, update the account and communicate with you to action any such eligible cancellation.

  • Request nursery sessions change: we may collect your first and last name, your contact details, the child’s first and last name, the nursery the child attends, current attendance pattern, requested new days or session times, proposed effective date, whether the change is temporary or permanent, the reason or childcare requirements you choose to provide and any relevant early years funding information.

We use this information to consider availability, staffing and funding implications, calculate revised fees, update the childcare arrangements and contract where the change is agreed, and communicate the decision.

  • Fees query: we may collect your first and last name, your contact details, the child’s first and last name, the nursery the child attends, bill-payer or account reference, invoice, payment or transaction details, details of the charge or period concerned, the nature of the query and any receipts, statements or other supporting evidence you provide.

We use this information to locate the account, investigate and respond to the query, reconcile payments, correct records where needed, manage outstanding sums, prevent fraud and keep financial and audit records.

  • Eligibility code submission form: we may collect your first and last name, your contact details, the child’s first and last name, the nursery the child attends, funded-hours eligibility code, National Insurance number or other identifier required for verification, the relevant funding term or start date, consent or declarations required for verification, and the result of checks made with the local authority or other funding body.

We use this information to verify eligibility, claim and administer funded early education, allocate funded hours, calculate fees, deal with any discrepancy and meet funding, audit and reporting requirements.

  • Request to transfer to another LEYF nursery: we may collect your first and last name, your contact details, the child’s first and last name, the nursery the child attends, requested transfer date, current and requested sessions, the reason for transfer where you choose to provide it, relevant funding and account information, and information needed to maintain the child’s care and support during the transfer.

We use this information to check availability, coordinate between the nurseries, manage continuity of care and safeguarding, transfer relevant records securely, update the contract, funding and account arrangements, and confirm the outcome.

  • Request a receipt: we may collect the payer’s first and last name and contact details, the child’s first and last name, the nursery the child attends, the account or bill-payer reference, payment date, amount, payment method, invoice or transaction reference, the period the receipt should cover and the email address to which it should be sent.

We use this information to locate and verify the payment, generate and send the receipt, answer related queries and maintain financial and audit records.

Where you provide information about a child’s health, disability, special educational needs or disabilities, safeguarding circumstances or other support needs in one of these forms, we use it only where it is relevant to the request, the child’s safe care, reasonable adjustments or our legal and safeguarding responsibilities. Please see “Special category data” section below for more information.

Our legal reason for using the personal information

We use this information where it is necessary to perform our childcare contract with you, including administering the child’s place, sessions, fees, payments, notices and transfers.

We use information where necessary to comply with legal obligations that apply to us. These include applicable requirements concerning early years provision, safeguarding, equality, financial records and providing information to local authorities or regulators.

Where we verify and administer funded early education or carry out statutory early years or safeguarding functions, we may use the information because it is necessary to perform a task in the public interest.

Where it is necessary to collect and use the child’s information or information relating to a third party, we use this information on the legitimate interests basis explained above, unless a specific legal obligation applies. We may also rely on our legitimate interests to manage nursery capacity and staffing, respond to requests, maintain accurate operational and financial records, prevent fraud and investigate and deal with complaints, disputes and legal claims. Where we rely on legitimate interests, we rely on this basis only where using the information is necessary for those purposes and our interests are not overridden by your interests or those of the child and particular consideration is given to the protection of children’s information.

If a form contains special category information, such as health, disability or SEND information, we also rely on an appropriate additional condition under data protection law. Depending on the circumstances, this may include substantial public interest conditions for safeguarding children or equality of opportunity, or health or social care purposes. We will use only the information needed for the relevant request. Please see “Special category data” section below for more information.

We may share information submitted through these forms with the relevant LEYF nursery and central teams, local authorities or funding bodies, payment and accounting providers, and suppliers that host or support the forms and nursery-management systems where necessary to deal with your request, administer the child’s place or meet applicable legal obligations.”

Editing an existing visit booking

If you want to edit a booking at a nursery, our website may allow you to return later using a secure link, sometimes called a “magic link”. This means that you do not have to enter the same information again.

What personal information do we collect?

We may collect:

Information saved in your form

  • The information you have already entered about you and the child. Please see the relevant sections above, for example those covering nursery enquiries, or visit bookings

  • The nursery, sessions or services you are interested in

Contact details and access to your saved form

  • Your email address or telephone number, so that we can send the secure link or contact you about your enquiry.

  • A unique link, token or other identifier used to recognise your saved form and authenticate access to it.

Technical and security information

  • Your IP address, device or browser information, access logs, unsuccessful access attempts and records of the link’s use or expiry.

Communications and assistance

  • Copies or records of emails or text messages used to send the link, reminders or service updates.

  • Notes and records of any contact with you about completing the enquiry, or arranging a visit

If the saved form includes information about a child’s health, disability, SEND, religion, accessibility or other support needs, this may be special category data. We will use only the information needed for the relevant purpose and in accordance with the “Special category data” section below.

How do we use the personal information?

We use this information to send you the secure link, allow you to return to and amend the information, verify that the link is being used correctly, protect the journey against unauthorised access, provide technical support and complete the enquiry, visit booking or application you started.

We may also send a limited reminder or contact you to ask whether you would like help completing the journey or progressing your enquiry. These messages must be about the enquiry or application you started. They are separate from newsletters, offers and other marketing messages.

We keep an incomplete enquiry, visit booking or application for up to three months from your last activity so that we can provide limited follow-up about the request you started. The secure magic link will expire within the timeline set out in the email setting out the link, or when the journey is completed, whichever happens first.

We will close and delete the incomplete journey sooner if you tell us that you are no longer interested, ask us to delete it, or the proposed start date has passed and there is no continuing reason to keep it. If you give us a later anticipated start date or remain actively engaged with us, we may keep the enquiry for longer where this is needed to deal with your request. If the enquiry becomes an application or you accept a nursery place, the relevant information will become part of the admissions or child record and will be kept for the periods that apply to those records.

Our legal reason for using the personal information

Where you have asked to enquire, arrange a visit or apply for a place, we need to use the saved information to take the steps you have requested before you decide whether to enter into a childcare contract with us.

Where we use the child’s information or information relating to a third party, we rely on legitimate interests to save and resume the enquiry, visit booking or application, unless a specific legal obligation applies. We also rely on legitimate interests to provide a convenient and secure online service, prevent misuse, offer reasonable assistance and manage genuine enquiries from prospective families. Before sending reminders or making follow-up contact, we will consider whether you would reasonably expect the contact, how much time has passed and the nature of the information held. We will stop this follow-up if you tell us that you are no longer interested or ask us not to contact you. Where we rely on legitimate interests, we rely on this basis only where using the information is necessary for those purposes and our interests are not overridden by your interests or those of the child and particular consideration is given to the protection of children’s information.

If the saved journey contains special category data, we also need an additional legal condition. Depending on the circumstances, this may be your explicit consent for an optional request, or that using the information is necessary for safeguarding children, supporting equality of opportunity or relevant health or care purposes. Please see the “Special category data” section below for more details.

Keeping the link secure

The secure link is intended only for the person it is sent to. You should not forward or share it. If you choose to share the link with someone else, that person may be able to access, view and amend the information you have already entered in the form or application, including personal information about you, the child and any other person named in it. You should only share the link if you are authorised to do so.

While a child attends a LEYF nursery

What personal information do we collect?

Information about the child

  • The child’s first and last name, home address, date of birth, gender and any other information needed to identify them.

Parents, carers and authorised contacts

  • The names, home addresses, email addresses and telephone numbers of parents and carers, together with their relationship to the child and information about who has parental responsibility.

  • The names and contact details of emergency contacts and people authorised to collect or be contacted about the child, together with their relationship to the child and any restrictions on contact or collection.

Nursery place, sessions and attendance

  • The nursery the child attends, their start date, booked sessions, attendance pattern and child, account or bill payer reference.

  • Attendance, arrival, collection, late collection and absence records, including reasons for absence where provided.

  • Records of requested or agreed changes to sessions, extra sessions, cancellations, transfers to another LEYF nursery and notice given to end the child’s place.

Learning, development and everyday care

  • Learning, development, observation, assessment and progress records, including the child’s interests, achievements, next steps and information used to support transitions to another room, nursery or school.

  • Information about the child’s routines, communication, behaviour, wellbeing, meals, dietary preferences, sleep, toileting, feeding, comfort and pastoral or other support.

  • Information about the child’s ethnicity, language, religion or beliefs where relevant to their care, inclusion, statutory reporting or equality monitoring.

  • Details of previous or future childcare and education settings and professionals involved in the child’s education, health, development or care.

Health, medical needs and additional support

  • Health and medical information, including medical conditions, allergies, intolerances, medication, immunisations, treatment or care plans, illnesses, accidents, injuries, incidents, first aid and details of relevant health professionals.

  • Information about disability, accessibility requirements, SEND, developmental needs, Education, Health and Care Plans, SEN support, reasonable adjustments, professional assessments, referrals and additional support or funding.

Safeguarding, welfare and family circumstances

  • Safeguarding and welfare information, including concerns, disclosures, referrals, assessments, investigations, child protection or support plans, social care involvement, court orders and communications with relevant agencies.

  • Information about home, family or care circumstances where relevant to the child’s care, welfare, safeguarding, funding or support.

Funded childcare, fees and account information

  • Funded childcare information, including eligibility codes, National Insurance or other verification details, funded hours, local authority checks, declarations and supporting evidence.

  • Fees and account information, including the bill payer’s details, invoices, payments, childcare vouchers, Tax Free Childcare, credits, refunds, debts, receipts and related queries or correspondence.

Photographs, recordings, permissions and preferences

  • Photographs, video and audio used for learning records, safeguarding, security, nursery activities or communications that you have agreed to.

  • Permissions, consents, preferences and instructions concerning outings, activities, photographs and recordings, emergency treatment, medication, information sharing, collection arrangements and other aspects of the child’s care.

Communications, feedback and complaints

  • Records of communications with parents, carers and authorised contacts, including emails, telephone calls, messages, parent portal activity, meeting notes and routine updates.

  • Complaints, compliments, concerns, survey responses and records of how these were considered or resolved.

Information sharing, nursery management and compliance

  • Information received from or shared with local authorities, the Department for Education, funding bodies, health professionals, schools, social care, safeguarding bodies, emergency services, Ofsted and other regulators.

  • Records needed to manage nursery staffing, safety, security, quality, inspections and compliance where those records relate to the child.

Other information needed to provide childcare

  • Any other personal information you provide, or that we create or receive, where it is needed to provide childcare safely, support the child and meet our contractual, legal, regulatory or safeguarding responsibilities.

Some of the information listed above, such as information about a child’s health, disability, SEND, ethnicity or religion, may be special category data and receives additional protection under data protection law. Please see the “Special category data” section below for more information about the types of special category data we may collect, how we use it and the additional legal conditions we rely on.

How we use the personal information

We use this information to provide education and care, monitor development, plan learning and support, maintain a safe environment, administer funding and fees, communicate with families, manage transitions, respond to accidents or emergencies, support inclusion, investigate concerns and comply with our legal, regulatory and safeguarding duties.

Our legal reason for using the personal information

We need to use information relating to you to in performance of our contract agreed with you relating to childcare services, including managing the child’s place, sessions, fees and payments and communicating with you about their care.

We use information where necessary to comply with legal obligations that apply to us. These include applicable requirements concerning early years provision, safeguarding, equality, attendance and other required records, and providing information to local authorities or regulators.

Where LEYF carries out statutory early years, education, safeguarding or funded-childcare functions, we may also use information because it is necessary to perform a task in the public interest.

Where we use the child’s information or information relating to a third party, such as an emergency contact or someone authorised to collect the child, we rely on legitimate interests unless a specific legal obligation applies. These interests include providing appropriate care and learning, supporting the child’s development, communicating with families and managing safe collection arrangements.

We may also rely on legitimate interests for internal administration, improving our services, maintaining security and investigating and dealing with complaints, disputes and legal claims.

Where we rely on legitimate interests, we rely on this basis only where using the information is necessary for those purposes and our interests are not overridden by your interests or those of the child and particular consideration is given to the protection of children’s information.

For special category data, please see the “Special category data” section below for more information about the types of special category data we may collect, how we use it and the additional legal conditions we rely on.

SPECIAL CATEGORY DATA

What special category data do we collect and how might we use it?

Some of the personal information we collect is considered particularly sensitive under data protection law. The technical term for this is “special category data”. Depending on the circumstances, this may include:

  • Health and medical information, such as medical conditions, physical or mental health needs, illnesses, allergies, intolerances, medication, immunisation information, treatment plans, GP or health professional details, hospital attendance, accidents, injuries and first-aid records. We may use this information to care for the child safely, administer authorised medication, respond to illness or emergencies, prevent exposure to allergens, make appropriate care arrangements and meet our health, safety and safeguarding duties.

  • Disability and accessibility information, including physical, sensory, learning or developmental disabilities and details of any reasonable adjustments, equipment, communication support or accessible arrangements required. We may use this information to support the child’s access to nursery, plan appropriate care and learning, make reasonable adjustments and meet our equality obligations.

  • Special educational needs and disabilities information, including identified or suspected SEND, Education, Health and Care Plans, SEN support plans, professional assessments, referrals, targets, observations and advice from specialists. Some SEND information will amount to health or disability data and therefore special category data. We may use it to identify and provide support, monitor progress, work with parents and professionals, obtain additional resources or funding and meet early years, SEND and equality duties.

  • Racial or ethnic origin, including ethnicity and information which may reveal a child’s or family’s racial or ethnic background. We may use this information to support inclusion, understand and meet individual needs, monitor equality of opportunity, identify and address disparities, and complete required statutory or funding returns.

  • Religious or philosophical beliefs, including religious observance, dietary requirements, festivals, beliefs or practices relevant to the child’s care. We may use this information to respect and accommodate the child’s needs, plan meals and activities, support inclusion and meet equality obligations.

  • Information about sex life or sexual orientation, which could be disclosed by a parent, carer or family member, or arise in family, safeguarding or complaint information. We would use it only where relevant and necessary, for example to support an inclusive environment, respond to discrimination, understand home/family/care circumstances or meet safeguarding obligations.

  • Information, which LEYF would not normally collect but which could be included in medical reports or information provided about an inherited condition. We would use it only where relevant to the child’s health, safety, care or support needs.

Our legal reason for using the special category data

We only collect and use special category data where it is necessary and proportionate for a specific purpose. We must have both a legal reason for using the personal information and an additional condition which permits us to use special category data. Depending on the circumstances, we may rely on:

  • Compliance with legal obligations, including applicable duties to safeguard children, promote their welfare, administer medication safely, make appropriate referrals and keep required records. We also rely on an additional condition permitting processing for reasons of substantial public interest, such as safeguarding children or equality monitoring, where the specific statutory requirements are met.

  • the performance of a task in the public interest, for example where we provide funded early education, carry out statutory early years functions, support a child with SEND or share information with a local authority or other safeguarding body. We also rely on an applicable additional condition, such as substantial public interest or health or social care, where its specific statutory requirements are met.

  • Our legitimate interests, where processing is necessary to understand and meet a child’s needs, plan suitable care and learning, maintain a safe and inclusive nursery environment, respond to concerns or communicate with families and relevant professionals. We rely on this basis only when using the information is necessary for those purposes and our interests are not overridden by the rights and interests of the people concerned, giving particular consideration to protecting children’s personal information. We also need a separate applicable condition, such as safeguarding children, equality monitoring or health or social care, where its statutory requirements are met. Where use of the information is necessary to establish, exercise or defend legal claims, we may rely on the additional condition for legal claims.

  • your explicit consent, where the use is genuinely optional and we can give you a real choice, for example where a parent asks us to accommodate an optional request which involves religious, health or accessibility information, or agrees to a particular optional use of sensitive information. Where consent is used for special category data, it will normally need to be explicit. You can withdraw it at any time. We will not rely on nor require your consent where we must use the information to meet our legal, safeguarding or core childcare responsibilities; and

  • vital interests, in a medical or other emergency where using health information is necessary to protect the life of the child or another person and the relevant person is physically or legally unable to give consent.

When we communicate with parents, carers and authorised contacts

What personal information do we collect?

We collect:

Your details and contact information

  • First and last names.

  • Email addresses.

  • Telephone numbers.

  • Home addresses.

Relationship to the child and authority

  • Relationship to the child.

  • Authority information.

Communication preferences and records

  • Communication preferences.

  • Messages.

  • Meeting notes or call records.

How we use the personal information

We use the personal information to provide routine updates, arrange meetings, notify you about incidents, closures or changes, issue invoices and statements, and respond to questions or concerns.

Our legal reason for using the personal information

We need to use information relating to you to perform our childcare contract with you, including providing routine updates about the child’s care, arranging meetings, notifying you about nursery closures or changes, issuing invoices and statements, and responding to questions about the service.

We use information where necessary to comply with legal obligations that apply to us. These include applicable requirements to communicate with parents, carers or relevant authorities about safeguarding concerns, accidents, incidents and children’s welfare.

Where we use the child’s information or information about a third party, such as a carer or authorised contact, we rely on legitimate interests unless a specific legal obligation applies. These interests include keeping the relevant people and authorised contacts informed about the child’s care and nursery arrangements.

We may also rely on legitimate interests to manage communications, arrange meetings, respond to questions or concerns and maintain accurate records of our discussions.

Where we rely on legitimate interests, we rely on this basis only where using the information is necessary for those purposes and our interests are not overridden by your interests or those of the child and particular consideration is given to the protection of children’s information.

Any marketing communications are covered separately in the “Marketing, newsletters and fundraising communications” section.

When you visit LEYF premises or attend one of our in-person events

What personal information do we collect?

Depending on the reason for your visit and the premises you attend, we may collect:

Your details and contact information

  • Your first and last name.

  • Your email address and telephone number.

  • Your home address

Visit arrangements and access records

  • The date and time of your visit, the purpose of the visit and the person or nursery you are visiting.

  • Visitor sign in and sign out records, visitor badge details and access records.

  • Vehicle registration details, where parking or site access arrangements require them.

Accessibility and support requirements

  • Information about any accessibility requirement, disability, health condition or other support you tell us about so that we can make suitable arrangements.

CCTV, photographs and recordings

  • CCTV images or other security recordings where these systems are used.

  • Photographs, video or audio taken during an event or activity, where relevant.

Safeguarding, safety and incident records

  • Information relevant to safeguarding, health and safety or an incident involving you during the visit.

  • Records of accidents, injuries, first aid, complaints, concerns or investigations connected with your visit.

Other information you provide

  • Any other information you choose to provide before or during your visit.

Some of this information, such as information about health or disability, may be special category data. Please see the “Special category data” section below for more information.

How we use the personal information

We use this information to arrange and manage your visit or event booking and attendance, send confirmations and reminders, communicate any changes or practical arrangements, confirm your identity, control access to our premises and make any dietary, support or accessibility arrangements you have requested.

We also use it to keep children, staff and visitors safe, comply with safeguarding and health and safety procedures, respond to accidents or emergencies, investigate incidents or concerns, protect our premises and equipment, and investigate and deal with complaints, disputes and legal claims.

If you attend an event, we may also, where you have agreed, use photographs, video or audio recordings to report on or promote LEYF’s work, including on our website, social media pages and other communications.

If photography or recording is planned, we will tell attendees in advance or provide clear information at the event. You can tell a member of the LEYF team if you do not want to be photographed or recorded. We will take reasonable steps to respect your choice.

Our legal reason for using the personal information

We use information where this is necessary to meet our legal obligations, including our duties relating to safeguarding, health and safety, fire safety and the reporting or investigation of certain incidents.

We may also use information because we have legitimate interests, unless a specific legal obligation applies, in managing access, maintaining the security of our premises, protecting children, staff and visitors, investigating concerns and protecting our legal rights. Where we rely on legitimate interests, we rely on this basis only where using the information is necessary for those purposes and our interests are not overridden by your interests or those of the child and particular consideration is given to the protection of children’s information.

Where we take and use identifiable photographs, video or audio recordings at an event to report on or promote LEYF’s work, we rely on consent. You can withdraw your consent at any time by contacting us at dataprotection@leyf.org.uk.

If you voluntarily provide health, disability or accessibility information so that we can make arrangements you have requested, the additional condition for using that special category data may be your explicit consent. Where sensitive information is needed to safeguard a child, support equality of opportunity, respond to an emergency or deal with a legal claim, we may rely on the relevant additional condition under data protection law. More information is provided in the “Special category data” section below.

Where CCTV is used, we rely on our legitimate interests in keeping our premises secure and protecting children, staff and visitors, together with any applicable legal or safeguarding obligations. Signs will identify areas in which CCTV is operating.

Marketing, newsletters and fundraising communications

What personal information do we collect?

Your details and contact information

  • Your first and last name.

  • Your email address.

  • Your telephone number, if you have chosen to receive marketing by SMS or telephone.

Your interests and marketing preferences

  • The nursery, childcare services or other LEYF activities you are interested in.

  • Your marketing preferences, such as the types of communications you would like to receive and whether you would like us to contact you by email, SMS or telephone.

Consent and unsubscribe records

  • Details of when and how you gave, changed or withdrew your consent.

  • A record that you have unsubscribed or asked us not to contact you.

Your interaction with our communications and website

  • Information about how you interact with our marketing emails, SMS and website. For example, we may see whether you open our emails or click on links in them, how you found our website, which pages you visited and how you interact with our content. This information may be linked to you, helping us understand what you might be interested in.

How we use the personal information

We use your personal information to send you the LEYF news, newsletters, events, fundraising updates, and other marketing communications that you have chosen to receive.

We may also use information about how you interact with our marketing communications to understand which messages are useful or relevant, improve our communications and, where appropriate, tailor the information we send to your interests.

Our legal reason for using the personal information

You can choose whether you would like to receive marketing from us and which channels we may use. We will only send you marketing communications by email, SMS or telephone where you have given us your consent to do so. You do not have to agree to receive marketing in order to enquire about, visit, apply for or accept a nursery place.

You can withdraw your consent at any time. Every marketing email will include a clear option to unsubscribe. Where available, you can stop SMS messages by replying “STOP”, tell us during a marketing call that you do not wish to receive further calls, or contact us customerservices@leyf.org.uk. We may keep a minimal record of your opt-out so that we can make sure we do not send you further marketing.

When you interact with us on social media

If you contact us, follow us, comment on our posts or otherwise interact with us through our social media pages, the social media platform, for example Instagram, TikTok, LinkedIn, Facebook, YouTube or X (formerly Twitter), may provide us with personal information about you. This could include publicly available profile information, such as your username, information you choose to share, details of the device you use and an identifier assigned by the platform. We use this information to respond to you, moderate our pages, understand engagement and protect our online community.

Our website also includes links to our social media pages, for example TikTok, Instagram, LinkedIn, X (formerly Twitter), Facebook and YouTube. If you use these links, the social media platform may ask to store cookies or similar technologies on your device. To find out more about how a platform collects and uses personal information, please read its privacy notice and cookie policy.

Our legal reason for using the personal information

We use this information where necessary for our legitimate interests in responding to enquiries and comments, managing and moderating our social media pages, understanding engagement with our content and protecting our online community. Where we rely on legitimate interests, we rely on this basis only where using the information is necessary for those purposes and our interests are not overridden by your interests or those of the child and particular consideration is given to the protection of children’s information.

If you take part in one of our surveys

What personal information do we collect?

We may collect:

  • your first and last name;

  • your email address;

  • your phone number;

  • the nursery or LEYF service your feedback relates to;

  • your survey responses, ratings and comments;

  • whether you would like us to contact you about your response; and

  • whether you would like to receive surveys from us in the future.

You may be able to complete some surveys without giving your name or contact details. If a survey is anonymous, we will make this clear.

How we use the personal information

We use your personal information to send you surveys, record and analyse your responses, understand your experience of LEYF and identify ways to improve our nurseries and services.

If you ask us to contact you, or if your response raises an issue that needs a reply, we may also use your contact details and survey response to follow up with you. We will not use customer satisfaction surveys to send you advertising or unrelated marketing.

Our legal reason for using the personal information

Taking part in a survey is optional. Where you have asked to receive surveys from us, we use your personal information because you have given us your consent. You can withdraw your consent at any time by contacting us at customerservices@leyf.org.uk

Information obtained from other sources

We may receive personal information from another parent or carer, local authorities, schools, health and social care professionals, Ofsted, emergency services, government departments and funding bodies. We use it only for the relevant purposes described in this notice and where the law permits.

Other ways we may use personal information

We may collect personal information to:

  • comply with the law and meet our legal and regulatory responsibilities;

  • deal with complaints, legal claims or disputes;

  • prevent and investigate fraud, misuse or security incidents; and

  • protect children, staff, visitors, our premises and legal rights.

Where we use the personal information because the law requires us to, we do this on the basis that it is necessary for compliance with a legal obligation.

We may also use personal information to deal with complaints, legal claims or disputes involving LEYF. We will do this where we need the information to provide services to you, protect our legal rights, or deal with a legal issue.

Depending on the circumstances, our legal reason will be that the use is necessary to perform our contract with you, comply with a legal obligation, carry out a task in the public interest or pursue our legitimate interests.

WILL WE CHANGE THE WAY WE USE THE PERSONAL INFORMATION YOU HAVE PROVIDED?

We use personal information for the purposes explained in this privacy notice. We may use it for another purpose only where permitted by data protection law, including where the new purpose is compatible with the original purpose, you have given valid consent or the use is authorised by law.

If we introduce a new purpose, we will update this privacy notice to explain why and how we will use the information and the legal reason that permits this. We will publish the updated notice on our website and, where required, take additional steps to bring the changes to the attention of the people affected before the new use begins. Depending on the circumstances, this may include a prominent website or parent portal notification, or contacting affected individuals directly.

WHAT HAPPENS IF YOU DON’T PROVIDE THE PERSONAL INFORMATION?

Some information is optional. Other information is required by law, required under our childcare contract with you or necessary before we can enter into that contract. If you don’t provide it we may be unable to process your application, enter into or perform our childcare contract with you, administer funding or payments, or provide childcare safely.

DO WE USE THE PERSONAL INFORMATION YOU HAVE PROVIDED TO ALLOW COMPUTERS TO MAKE DECISIONS ABOUT YOU?

We use automation to support routine administration, such as processing online forms and sending confirmations and reminders. We do not make automated decisions about you or a child that have legal or similarly significant effects.

HOW LONG WILL WE KEEP PERSONAL INFORMATION?

We will not keep personal information for longer than we need it for the purposes explained in this privacy notice. Different retention periods apply to different types of information. For example, an incomplete online enquiry may be kept for a much shorter period than a child’s nursery, safeguarding, funding, financial or accident records.

When deciding how long to keep information, we consider the purpose for which it was collected, the nature and sensitivity of the information, the child’s age, applicable early years, safeguarding, funding, tax, accounting and insurance requirements, and the time limits for bringing or defending legal claims.

In general, this means that we will keep the personal information you have provided for up to seven years

We may keep information for longer where there is an ongoing complaint, safeguarding concern, investigation or legal dispute.

Please contact us at customerservices@leyf.org.uk if you would like more information about the retention period that applies to a particular type of personal information.

WHO DO WE SHARE PERSONAL INFORMATION WITH?

We may share personal information with other organisations and people that we trust where this is necessary to provide childcare, support a child, administer nursery places and funding, run our website and services, keep people safe, or meet our legal and regulatory responsibilities. We will only share the personal information that is reasonably needed for the relevant purpose.

We will not share personal information with another organisation so that it can market its products or services to you unless you have given us permission to do so.

We may share personal information with the following organisations and for the following reasons:

  • Local authorities, government departments, the police, emergency services, regulators, safeguarding bodies and health or care professionals: We may share personal information where the law requires or permits us to do so, including to protect a child or another person, respond to an emergency, prevent or investigate crime or fraud, comply with a court order, investigate and deal with complaints, disputes and legal claims , administer funded childcare, support a child’s health or care, or comply with our legal and regulatory obligations. This may include sharing information with local authorities, the Department for Education, Ofsted and other regulators.

  • Parents, carers, authorised contacts and professionals involved in a child’s care: We may share relevant information with people who have parental responsibility, people authorised to collect or be contacted about the child, and professionals supporting the child, where this is appropriate and lawful. We will consider any safeguarding concerns, court orders, contact restrictions and the rights of the child and other people before sharing information.

  • Companies that provide and support our website, online forms and IT systems: We use trusted organisations to host and support our website, operate enquiry, visit-booking and application forms, save incomplete journeys, provide secure magic links and parent portals, and provide email, document storage, hosting, backups, technical support, cybersecurity, access-management and other nursery-administration services. They may need to process or access personal information to provide these services, resolve technical problems, maintain our systems and keep LEYF’s systems and information secure.

  • Companies that send service and marketing communications: We may share contact details and communication preferences with organisations that help us send visit confirmations, reminders, service messages, newsletters, updates and other communications. Where the communication is marketing, we will only send it in accordance with your choices. These organisations may also help us understand whether emails are delivered, opened or links are selected, where the technology provides this information.

  • Payment, direct debit, invoicing and banking providers: We may share personal information with organisations that help us collect nursery fees, manage direct debits or other payment arrangements, process credits or refunds, issue invoices and receipts, reconcile accounts and keep financial records.

  • Organisations involved in fraud prevention, detection and risk analysis: We may share personal information with trusted organisations that help us detect and prevent fraud, suspicious activity and security threats. This helps us protect our website, systems and organisation.

  • Organisations or people for other legal reasons: We may share personal information with professional advisers, such as lawyers, accountants or insurers, where we need their advice or assistance. We may also share information where this is necessary to deal with a legal claim or complaint or to protect our legal rights.

  • Organisations that we become part of or sell our business to: If we sell our business, join with another company, or part of our business is taken over by someone else, we may need to share the personal information you have provided with the new owner or organisation. If this happens, they will only be allowed to use the personal information you have provided in line with this privacy notice and the law.

WILL PERSONAL INFORMATION BE SENT OUTSIDE THE UK/EEA?

What is the EEA?

The EEA is the ‘European Economic Area’ and includes all the countries that are members of the European Union (these are Austria, Belgium, Bulgaria, Croatia, Republic of Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Latvia, Lithuania, Luxembourg, Malta, Netherlands, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, and Sweden) plus Iceland, Liechtenstein, and Norway.

Will the personal information you have provided be sent to the EEA and how will it be kept safe?

We might send personal information you have provided to the organisations and people listed above who are outside of the UK but are within the EEA.

EEA countries are considered by the UK Government to provide the personal data you have provided with the same level of protection that it would get in the UK.

Will the personal information you have provided be sent outside of the UK and EEA and how will it be kept safe?

Sometimes we may need to share personal information you have provided with organisations or people (as set out above) that help us provide our services and are based outside the UK or EEA, or that store information on servers outside the UK or EEA.

If we do this, we ensure that the personal information you have provided gets a similar level of protection to the UK by making sure that we do at least one of the following things:

  • Only sending it to countries that the UK Government considers will provide the same level of protection for personal information you have provided as the UK would; or

  • Using special standard contracts which the UK Government has approved which make sure that personal information you have provided has the same level of protection that it would have in the UK or EEA.

Please let us know if you would like more information about how we send personal information you have provided outside of the UK or EEA by contacting us at dataprotection@leyf.org.uk

HOW DO WE KEEP PERSONAL INFORMATION SAFE?

We have put in place appropriate security measures to prevent personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

We only allow organisations and people to access personal information if they need it to provide services to us or for the reasons explained in this privacy notice.

We have put in place procedures and processes to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

HOW DO WE KEEP INFORMATION ACCURATE?

It is important that the personal information we hold about you and the child is accurate and up to date.

You should also check that the information shown in any portal, application, care plan, medication record or other nursery document remains correct.

If you do not tell us when important information changes, we may not be able to provide the child with appropriate and safe care. For example, we may be unable to follow an up-to-date care or medication plan, avoid a new allergen, make a necessary reasonable adjustment, provide suitable SEND support or follow the correct collection arrangements.

Out-of-date contact or authority information may also mean that we cannot contact you or the correct emergency contact promptly if the child is ill, injured or involved in an emergency. It could also result in information being sent to the wrong person or the child being released, or not released, to someone based on inaccurate collection instructions.

Where information changes, please tell the child’s nursery or contact us at customerservices@leyf.org.uk as soon as possible. We may ask for supporting information where this is needed to verify the change, protect the child or meet our legal responsibilities.

WHAT RIGHTS DO YOU HAVE OVER THE PERSONAL INFORMATION YOU HAVE PROVIDED AND HOW CAN YOU COMPLAIN?

Can you complain?

If you are unhappy with the way we have used the personal information you have provided, please contact us first so that we can look into your concern and try to put things right.

We have a complaints policy that explains how we handle complaints about data protection issues. You can send your complaint to us at complaints@leyf.org.uk

When we receive your complaint, we will look into it and may need to review the information we hold about you. We may also contact you if we need more information.

We will keep you updated while we look into your complaint. We will respond to your complaint without undue delay and, in any event, within 30 days of receiving it. If we need more time, we will let you know and explain why. When we respond, we will explain the outcome of our investigation, what we have done to look into your complaint and any steps we have taken, or will take, to address your concerns.

If you are not happy with our response, or you do not want to contact us first, you also have the right to complain to the Information Commission, which is the UK regulator for data protection.

You can visit the IC website for more information about how to complain: Make a complaint | ICO.

Do you have any other rights?

You have rights over your personal information under the law. We have summarised these rights below. If you would like to learn more about them, you can visit the Information Commission’s website at: For the public | ICO.

  • Right to access: You can ask us what personal information we hold about you or the child and request a copy of it.

  • Right to correction: If you think any of the personal information we hold about you or the child is wrong or incomplete, you can ask us to correct it.

  • Right to object: You can ask us to stop using your personal information for direct marketing, including any profiling related to direct marketing. You can also ask us to stop using your personal information in certain situations where we have explained that we have legitimate interests for using it. You may also have a right to object where we use personal information to carry out a task in the public interest.

  • Right to erasure: You can ask us to delete yours or the child’s personal information in some situations. For example:

    1. where we no longer need it;

    2. you gave us permission to use it and then change your mind;

    3. you think we should not be using it and we cannot show that we have a good reason to continue;

    4. we have used it in a way that is not allowed by law; or

    5. the law says that we must delete it.

Sometimes we may not be able to delete personal information because we are required by law to keep it, need it for safeguarding or regulatory purposes, or have another valid reason to retain it. If this applies, we will explain why.

  • Right to limit how we use your information: You can ask us to limit how we use your personal information or the child’s in some cases. For example:

    1. while we check whether information you believe is inaccurate is correct;

    2. where you think we are using it unlawfully but do not want us to delete it;

    3. where you need us to keep it for a legal claim even though we no longer need it for our original purpose;

    4. while we consider an objection you have made to our legitimate interests.

  • Right to move your personal information: You can ask us to transfer certain personal information to you or another organisation, but only where we hold it electronically, use it on the basis of your consent or a contract with you, and the processing is carried out by automated means.

  • Right to withdraw your consent: Where our use of yours or the child’s personal information is based on your permission, you can withdraw your consent at any time by contacting us at dataprotection@leyf.org.uk. This will not affect anything we did before you withdrew your consent.

The legal reason we rely on for using the personal information you have provided can affect which rights apply. You can learn more about your rights on the Information Commission’s website.

Where a request relates to a child’s personal information, a person with parental responsibility may be able to exercise the child’s rights on their behalf. However, these rights belong to the child. As the child develops sufficient understanding, they may be able to exercise their rights themselves. Before sharing, correcting or otherwise changing information, we will consider the child’s age and understanding, best interests, safeguarding and confidentiality, the authority of the person making the request, and the rights of other people whose information may be included.

If you would like us to help you exercise any of these rights, please contact us at dataprotection@leyf.org.uk

Links within our website to other websites, such as Facebook, X (formerly Twitter), Instagram, and YouTube are not covered by this privacy notice.

You should read the privacy information on those websites to understand how they use personal information.

CHANGES TO THIS PRIVACY NOTICE

We might change this privacy notice sometimes. If we make small changes, we will post these on our website, but if the change will have a big impact on you or the way we use the personal information you have provided, we will email you to tell you about the changes.

This privacy notice was last updated on 04/11/2026