Our Privacy Policy

Updated May 2018

Small Wonders is an activity of LifeSpring Church and operates for the benefit of the whole community.

With the introduction of the General Data Protection Regulation in May 2018 we have assessed the way in which your personal data is held, to ensure that all personal data collected and stored is handled securely, sensitively and in a manner, which reflects the lawful basis for storing personal data.

We collect, hold and process personal information as part of the general running of Small Wonders Stay and Play Group. We will hold your information for as long as it is necessary and useful for the legitimate interest of you and your child/children. This we appropriate as from the time you register your interest in Small Wonders until either you choose not to accept the place offered or the point at which you leave. This will be for one of the following reasons:

  • that you can no longer attend
  • you have not attended Small Wonders for 3 consecutive weeks
  • that your child is moving onto full time school

After which your personal data will be securely removed and cleared from Small Wonders files. Photo consent forms will be kept securely for 5 years from the time you cease attending Small Wonders, refer to photo consent information below.

If you have any queries about this privacy policy or how we use your personal information, please contact Small Wonders Stay and Play Group, LifeSpring Centre, 34, Clifton Street, Wolverhampton, WV3 0QT, you can reach us by email at info@oursmallwonders.com

The Privacy Policy relates to your use of the Services that Small Wonders offers and outlines:

  1. What personal information you give Small Wonders
  2. How we use your personal information
  3. Who we may share your personal information with
  4. How your personal information is stored
  5. How long we keep your personal information
  6. What choices you have in relation to your personal information

 

 

Privacy Policy

 

1) Personal Information you give Small Wonders

 

We have previously or will collect personal information when you register your interest in being added to the waiting list and then upon arrival on your first day of enrolment. It is necessary to fill in the registration and photo consent form for your legitimate interest of having a place at Small Wonders.

The registration form includes:

  • Your name and address
  • Your phone number
  • Your email address
  • Child/children’s names
  • Your relationship to child/children
  • Date of birth

We may also store ‘special categories’ of sensitive personal information that you give us, for example: information regarding you or your child’s health or wellbeing.

2) How we use your Personal Information

 

Our legal basis for using your information:

The law only allows use of your personal information in limited circumstances:

Where it is necessary for your legitimate interest, the GDPR states that a charity may use legitimate interests to process personal information relating to those who have regular contact with the charity to administer contact as and when necessary.  We consider that this is the most appropriate legal basis for Small Wonders Stay and Play Group, we will only contact you as and when you would reasonably expect in order to provide you with excellent service.  We have put safeguards into place to ensure that your personal information is protected and that your fundamental rights and freedoms are not overridden, we will regularly review how your information is held and processed.

How we use your information for administration purposes:

 

  • To inform you when a place becomes available
  • To inform you that your attendance has been less than the required amount to keep a place
  • To keep a record of your attendance at Small Wonders
  • To register you and your child/children in and out the building for your safety
  • To celebrate your and your child/children’s birthday
  • To inform you of any changes to the normal term time Small Wonders opening times (e.g a snow day)
  • To organise and administrate rotas
  • To provide you with support that you have requested and or we consider would be helpful to you
  • To inform you of any changes that would impact you and your children attending and participating in the activities of Small Wonders

We may also use legitimate interests to send out informative information relating directly to Small Wonders and its activities.

Where you have consented to us using your personal information:

 

Your consent is required with regards to images of your child being taken and published.

Small Wonders does not allow any photography or videoing to take place apart from through the internal photography, this is of utmost importance to ensure the safety and protection of all children who attend Small Wonders.

At your first session of Small Wonders you will have or will fill in a consent form with regards to you and your child’s image being taken and published, in several different forms. The photography is for your legitimate interest and at any point you have the right to inform us if you would like to change your consent, you can do this through emailing us at info@oursmallwonders.com or speaking to the staff at Small Wonders and completing a new consent form.

The consent form will only be kept for Small Wonders activities and for your legitimate interest purposes. Your consent form will be securely deleted after 5 years from when you and your child/children leave Small Wonders.

Please be aware that by giving consent for images to be uploaded to our Facebook page (Small Wonders Stay and Play Group) they will remain on Facebook, other than when they are required to be removed for the protection of individual interests and legal obligations.

Where we need to comply with a Legal Obligation

Examples of how we may use your information to fulfil a legal obligation

  • Keeping records for gift aid purposes
  • To prevent and detect fraud
  • To protect children and vulnerable adults
  • To get your feedback on the service provided

3) Who we may share your information with?

We will not disclose your personal information to third parties without your consent; unless it is required by law, or in the interest of you or your child/children’s welfare.

4) How your personal information is stored

The security of your personal information is important to us. All personal information you provide to us is held and processed with appropriate measures in place to ensure that all information is collected, stored and handled securely.

Some information you provide to us is stored on secure servers, this includes registration information, birthdays, photo consent and rotas.

Servers used include:

 

5) How long we keep your personal information

We will hold your information for as long as it is necessary and useful for the legitimate interest of you and your child/children. This we appropriate as from the time you register your interest in Small Wonders until either you choose not to accept the place offered or the point at which you leave. This will be for one of the following reasons:

  • that you can no longer attend
  • you have not attended Small Wonders for 3 consecutive weeks
  • that your child is moving onto full time school

After which your information will be securely removed and deleted from Small Wonders files, photo consent forms will be kept in the time frame of 7 years.

6) What choices you have in relation to your personal information

Access to information

You have the right to access personal information that we hold about you. If you wish to receive a copy of the information that we hold, please contact admin at info@oursmallwonders.com or write to us at the address above. In order to safeguard your child/children, we will only disclose information when it is verified that those requesting the information have legal rights to access it.

 

Changing or deleting your information

You can ask us at any time to change, amend or delete the information that we hold with regards to you and your child/children. You can request Small Wonders to cease holding your personal information at any time by contacting the admin team.

Please note that all processing of your personal data will cease once you have made a request for your personal information to be withdrawn, other than where it is required by law, but this will not affect any personal data that has already been processed prior to this point. By withdrawing consent, we will be unable to inform you of any changes to the availability of your place at Small Wonders and your place will be withdrawn under the normal circumstances of not attending Small Wonders for 3 consecutive weeks. It is deemed your legitimate interest for us hold and process your information for the duration of your participation in the activities of Small Wonders Stay and Play Group.

 

Complaints

To exercise all relevant rights and queries please contact us at info@oursmallwonders.com

You can contact the Information Commissioners Office using the following:

Website: www.ico.org.uk  By phone: 0303 1231113   Address: ICO, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Changes to our Privacy Policy

We review our Privacy Policy on a frequent basis to check that it accurately reflects Small Wonders and how we most appropriately collect, process and hold your information.

 

How to Contact us

We welcome questions, comments and requests regarding this Privacy Policy which can be sent to info@oursmallwonders.com