Happy Bears Early Years Ltd is committed to protecting the privacy and security of children and their families. This privacy notice explains how we collect, use, store and share personal information in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

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What Information We Collect

We may collect and process the following information about you and your child:

• Child’s personal details (name, date of birth, address)

• Parent/carer contact details

• Emergency contact information

• Medical information, allergies and dietary requirements

• Development records, observations and assessments

• Attendance records

• Accident, incident and safeguarding records

• Funding and eligibility information

• SEND or additional needs information

• Photographs and videos (only with separate consent)

• Communication records between parents and the setting

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How We Collect Information

We collect information through:

• Registration and enrolment forms

• Ongoing observations and development records

• Communication with parents/carers

• Our secure online systems:

  • Tapestry (learning journal and parent communication)

  • Impact Early Years (secure safeguarding and incident recording)

• Information shared by external professionals (with consent or where legally required)

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Why We Collect This Information

We use personal data to:

• Provide safe, high‑quality care and education

• Monitor children’s development and progress

• Communicate effectively with parents/carers

• Meet safeguarding and welfare requirements

• Comply with legal and statutory obligations under the EYFS

• Process funding claims and liaise with the local authority

• Support children with SEND or additional needs

• Maintain accurate records for Ofsted and regulatory purposes

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Our Lawful Bases for Processing

Under UK GDPR, we rely on the following lawful bases:

• Legal obligation – safeguarding, EYFS requirements, accident records

• Public task – funded childcare administration

• Contract – providing childcare services to your family

• Vital interests – where a child’s safety or health is at risk

• Consent – for optional items such as photos, videos, or marketing

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How We Store Your Information

We store information securely:

• On password‑protected systems such as Tapestry and Impact Early Years.

• In locked cabinets for paper records

• Access is restricted to authorised staff only

• We use appropriate technical and organisational measures to protect data from loss, misuse or unauthorised access

Both Tapestry and Impact Early Years use secure, encrypted servers and comply with UK GDPR requirements.

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Sharing Information

We only share information when necessary and in line with legal requirements, including with:

• The Local Authority (e.g., funding, safeguarding)

• Ofsted or other regulatory bodies

• Health professionals or external agencies supporting your child

• Safeguarding partners where there is a concern for a child’s welfare

• Other early years settings or schools during transitions (with consent)

We will always seek your consent where appropriate, unless we are legally required to share information without it (e.g., safeguarding concerns).

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How Long We Keep Your Information

We retain records in line with statutory guidance and recommended retention periods. For example:

• Child records: kept for a reasonable period after leaving the setting

• Accident/incident records: kept for the legally required period

• Safeguarding records: retained in line with local safeguarding procedures

• Funding and financial records: kept for audit requirements

A full retention schedule is available on request.

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Your Rights

Under UK GDPR, you have the right to:

• Access your personal data

• Request correction of inaccurate information

• Request deletion of data (where appropriate)

• Object to or restrict processing

• Withdraw consent (where consent is the lawful basis)

• Request a copy of the data we hold

To exercise any of these rights, please contact us.

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Contact Details

If you have any questions about this privacy notice or how your data is handled, please contact:

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Sam – Manager

Email: happybearsearlyyears@outlook.com

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You also have the right to contact the Information Commissioner’s Office (ICO) if you are unhappy with how your data is handled.