Privacy Policy

Last updated: November 2025

Pine Trees Nursery is committed to protecting the privacy and personal data of children, parents/carers, staff, and visitors. This Privacy Policy explains how we collect, use, store, and protect personal information in accordance with the UK GDPR, the Data Protection Act 2018, and relevant Scottish Government guidance for early learning and childcare settings.

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1. Who We Are

Pine Trees Nursery
Address: 1 Ayr Road, Prestwick, KA9 1SX
Email: childcare@pinetrees.co.uk
Telephone: 01292 475372 
We are the “data controller” for the personal data we process.

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2. What Personal Data We Collect

We may collect and process the following categories of personal information:

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For Children

• Name, date of birth, gender

• Address and family contact details

• Health and medical information

• Additional support needs

• Attendance and learning records

• Safeguarding information (where necessary)

• Photographs and video (with consent)

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For Parents/Carers

• Contact information

• Emergency contact details

• Legal guardianship information

• Financial details related to funding or fees

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For Staff and Volunteers

• Employment information

• Qualifications and training records

• PVG/Disclosure Scotland checks

• Emergency contacts

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Website Users

• Cookies and usage data (see Section 11)

• Contact form submissions

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3. How We Collect Personal Data

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We collect personal data:

• Directly from parents/carers during enrolment

• Through daily interactions and developmental observations

• Through forms, emails, telephone calls, learning journals and our website

• From local authorities, health visitors, or other professionals (where relevant)

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4. Why We Use Personal Data (Legal Basis)

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We process personal data for the following reasons:

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To deliver early learning and childcare

• Public task: providing funded ELC

• Contract: managing optional paid services

To safeguard children

• Vital interests

• Legal obligation

To meet regulatory or statutory requirements

• Care Inspectorate, Education Scotland, HMRC, local authority reporting

With consent

• Photographs and video for displays, learning journals, or promotional materials

• Optional activities or services

You may withdraw consent at any time.

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5. How We Use Personal Data

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We use personal information to:

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• Provide safe and effective early years care

• Support children’s development and learning

• Communicate with parents/carers

• Manage enrolment, funding, and staffing

• Maintain records required by law

• Respond to emergencies or safeguarding concerns

• Improve our services and website

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6. Sharing Personal Data

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We only share information when necessary and lawful. This may include sharing with:

• Local authority early years services

• NHS professionals (e.g., health visitors, speech therapists)

• Care Inspectorate

• Police or social work (for safeguarding purposes)

• Information management or IT service providers

• Payment or funding providers

• Staff and practitioners within the centre

We do not sell personal information to third parties.

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7. How Long We Keep Personal Data

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We retain personal data in line with statutory requirements and local authority guidance.
Retention periods include (examples; adapt as needed):

• Children’s personal records: up to 25 years (depending on safeguarding notes)

• Accident/incident reports: 21 years

• Financial records: 6 years

• Staff records: 6 years after employment ends

After this time, data is securely destroyed or anonymised.

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8. How We Keep Personal Data Safe

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We use technical and organisational measures to protect data, including:

• Secure digital systems and encrypted storage

• Password protection and access controls

• Staff training in data protection and safeguarding

• Secure disposal of paper and digital records

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9. Your Data Protection Rights

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Under UK GDPR, you have the right to:

• Access your personal data

• Request correction of inaccurate data

• Request deletion of data (in certain circumstances)

• Restrict or object to processing

• Withdraw consent

• Request data portability

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To exercise any of these rights, contact us at
Childcare@pinetrees.co.uk

You also have the right to complain to the Information Commissioner’s Office (ICO):
https://ico.org.uk/global/contact-us/

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10. Children’s Data

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We are especially committed to protecting the privacy of children.
We only collect information necessary for their care and education, and we ensure all processing is proportionate, secure, and in the child’s best interests.

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11. Cookies and Website Analytics

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Our website may use cookies to:

• Improve site functionality

• Analyse website traffic

• Remember user preferences

You can manage cookie settings through your browser.
A separate Cookie Policy may be provided for more detail.

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12. Changes to This Privacy Policy

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We may update this policy occasionally. Any changes will be posted on our website with an updated revision date.

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13. Contact Us

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If you have any questions about this Privacy Policy or how we handle your data, please contact us:

Data Protection Lead: Fiona Caldow 
Email: admin@pinetrees.co.uk
Address: 1 Ayr Road, Prestwick, KA9 1SX 
Telephone: 01292 475372