Privacy Policy

Privacy Policy

Effective Date: 30/01/2025

Last Updated: 30/01/2025

1. Introduction

Welcome to Polar Childcare (“we,” “our,” “us”). We are committed to protecting your privacy and ensuring the security of personal data in accordance with UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and safeguarding regulations.

This Privacy Policy explains how we collect, use, disclose, and protect personal data when you visit www.polarchildcare.co.uk (the “Website”) or interact with our services.

By using our Website or services, you acknowledge and agree to the terms outlined in this policy.

2. Information We Collect

We collect personal data to provide high-quality childcare services and ensure compliance with legal and safeguarding obligations.

A. Personal Data You Provide

• General Contact Information: Name, email address, phone number, and postal address when you contact us.

• Service-Related Information: Details about your childcare needs, including child’s name, age, medical conditions, and educational requirements.

• Employment & Recruitment Data: CVs, application forms, qualifications, DBS (Disclosure and Barring Service) details, references, and right-to-work documents.

• Safeguarding Disclosures: Any information related to safeguarding concerns, incidents, or legal obligations.

B. Information We Collect Automatically

When you visit our Website, we may collect:

• Technical Data: IP address, browser type, operating system, and device details.

• Usage Data: Pages visited, time spent on the site, and referral sources.

• Cookies & Analytics: Data collected through cookies (see Section 7).

C. Information from Third Parties

We may receive additional information from:

• Local authorities, social services, and other childcare providers for safeguarding purposes.

• Regulatory bodies such as Ofsted or local safeguarding boards.

• Background check providers (e.g., DBS checks).

3. How We Use Your Information

We process personal data for the following purposes:

Providing childcare services – ensuring children’s safety, welfare, and development.

Legal compliance & safeguarding – meeting regulatory obligations, safeguarding children, and reporting concerns when necessary.

Recruitment & employment processing – evaluating job applications, verifying qualifications, and conducting background checks.

Communication & customer service – responding to inquiries, service requests, and managing parent/carer relationships.

Website functionality & security – maintaining Website performance, preventing fraud, and ensuring cybersecurity.

Marketing & updates – sending newsletters or promotional materials (with your consent).

We will never use your data for automated decision-making or profiling.

4. Legal Basis for Processing Data

Under UK GDPR, we process your personal data based on the following lawful grounds:

Contractual necessity: When data processing is required to provide childcare services.

Legal obligation: To comply with safeguarding laws, Ofsted requirements, and employment regulations.

Legitimate interests: For internal business operations, Website improvement, and service development.

Consent: For marketing communications (you can withdraw consent at any time).

Vital interests: If required to protect a child’s safety or well-being.

5. Data Sharing & Disclosure

We do not sell or rent your personal data. However, we may share information with:

• Local authorities & safeguarding bodies – when required for child protection.

• Regulatory agencies (e.g., Ofsted, Social Services) – to comply with childcare laws.

• Medical professionals – if emergency medical assistance is required.

• Third-party service providers – IT providers, background check agencies, and HR consultants (where necessary).

• Law enforcement agencies – if legally required to do so.

All third parties must comply with strict confidentiality and data protection agreements.

6. How We Protect Your Data

We take data security seriously and implement the following measures:

Encryption: Secure storage and transmission of personal data.

Access Control: Restricted access to sensitive data (only authorized staff can view it).

Regular Audits: Ongoing compliance checks with safeguarding and GDPR laws.

Data Minimization: We only collect and store necessary information.

We do not transfer personal data outside the UK unless adequate safeguards (such as UK-approved Standard Contractual Clauses) are in place.

7. Cookies & Tracking Technologies

We use cookies to enhance your experience. You can manage cookies via your browser settings.

Essential Cookies: Required for website functionality.

Analytical Cookies: Help improve Website performance (Google Analytics).

Marketing Cookies: Used only with consent for promotional purposes.

For full details, see our [Cookie Policy] (if applicable).

8. Data Retention Policy

We retain personal data only as long as necessary, based on the following:

Childcare records: Kept for at least 7 years after a child leaves our care (as per Ofsted regulations).

Employment records: Retained for 6 years after employment ends.

DBS & safeguarding disclosures: Retained for as long as legally required.

Website inquiries: Deleted after 12 months unless further contact is made.

After retention periods expire, data is securely deleted or anonymized.

9. Your Rights Under UK GDPR

You have the following rights regarding your data:

Right to Access: Request a copy of your data.

Right to Rectification: Correct inaccurate or incomplete data.

Right to Erasure: Request deletion of your data (if legally permissible).

Right to Restrict Processing: Limit how we use your data.

Right to Object: Opt out of certain data processing activities.

Right to Data Portability: Request transfer of your data to another provider.

Right to Withdraw Consent: Stop receiving marketing communications.

To exercise these rights, please email us at Hello@polarchildcare.co.uk

If you believe we have mishandled your data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.

10. Third-Party Links

Our Website may contain links to external sites. We are not responsible for the privacy practices of third-party websites. Please review their privacy policies before submitting personal data.

11. Changes to This Privacy Policy

We may update this policy periodically. Any changes will be posted on this page with an updated effective date.

We encourage you to review this Privacy Policy regularly. If significant changes occur, we will notify you via email or Website notice.

12. Contact Information

For any privacy-related inquiries, please contact us:

Polar Childcare Ltd

Email: Hello@polarchildcare.co.uk

Phone: 07960 639201

Address: 284 Whitegate Drive, Blackpool, Lancashire, FY3 9JW