Parents Privacy Information


We want everyone who attends Little Orchids to feel confident with how any personal information is used.

We are committed to ensuring that any personal data we hold about you and your child is protected in accordance with data protection laws and is used in line with your expectations.

This privacy notice explains:-

  • What personal data do we collect?
  • Why we collect this information and the legal basis for handling your data
  • Who we share your data with
  • How do we protect your data?
  • How long do we retain your data?
  • Your rights with respect to your data

What personal data do we collect?

We collect personal data about you and your child to provide therapeutic support and intervention that is tailored to meet your child’s individual needs. We also collect information in order to verify your eligibility for a place at Little Orchid’s Children’s Centre.

Personal details that we collect about your child include:

  • your child’s name, date of birth, address. Special Category data including health and medical needs, development needs, and any special educational needs.
  • A copy of your child’s long birth certificate
  • We observe your child’s activities for their Individual Learning Record. This may include photographs and videos which we always obtain Parental consent. You will have the opportunity to withdraw your consent at any time, for images taken by confirming so in writing.
  • We have a legal obligation to process safeguarding related data about your child should we have concerns about their welfare.
  • Where applicable we will obtain health care plans from health professionals. We ask Parents’ permission to do this.

Personal details that we collect about parents include:

  • your name, home address, phone numbers, emergency contact details, and family details/ Carers which you give permission to collect your child.

This information will be collected from you directly in the registration form.


Why we collect this information and the legal basis for handling your data

We use personal data about you and your child in order to provide childcare services and fulfil the contractual arrangement you have entered into. This includes using your data to:

  • to support your child’s wellbeing and development
  • to manage any special educational, health or medical needs of your child whilst at our setting
  • To identify who has Parental responsibility
  • to maintain contact with you about your child’s progress
  • to keep you updated with information about our service
  • contact you in case of an emergency
  • To ensure everyone collecting your child has been authorised by you


Who we share your/your child’s data with

In order for us to deliver support and intervention for children with additional needs we will also share your data as required with the following categories of recipients:

  • Health Professional involved with your child with your permission
  • Social Services – during an inspection
  • WHSCT if there is a complaint about our service. When we receive a complaint it will be stored in a complaint file
  • Our insurance underwriter (if applicable)
  • the setting that your child will be moving on to

We will also share your data if:

  • We are legally required to do so, for example, by law or by a court
  • to enforce or apply the terms and conditions of your contract with us;
  • to protect your child and other children; for example by sharing information with Social Services, Gateway Team or the police if necessary;
  • it is necessary to protect our rights, property or safety

We will never share your data with any other organisation to use for their own purposes.

How do we protect your data?

We protect unauthorised access to your personal data and prevent it from being lost, accidentally destroyed, misused, or disclosed by:

Storing all data in locked cupboards or on password protected computers


How long do we retain your data?

We retain your child’s personal data and Individual Learning Record for up to 1 year after your child leaves our setting. Child protection, Medication records and accident records are kept for longer according to legal requirements.

Printed photos of your child are either shredded or handed to you when your child leaves.

Other photographs taken throughout the year are stored digitally in a password protected computer and are deleted after the Annual Report has been completed the following year. Photographs are never used without your permission.

Each year we review all data stored

Your rights with respect to your data

You have the right to:

  • request access in writing, free of charge, to information that we hold about your child to be provided within 1 month of receiving your request.
  • amend or correct your/your child’s personal data
  • request that we delete or stop processing your/your child’s personal data, for example where the data is no longer necessary for the purposes of processing; and
  • request that we transfer your, and your child’s personal data to a third party

 Automated decision-making

We do not make any decisions about your child based solely on automated decision-making.

It is the responsibility of the parents to ensure that all personal data in regard to themselves and their child is kept up to date.

If you wish to exercise any of the rights above at any time or if you have any questions, comments or concerns about this privacy notice, or how we handle your data please contact us. If you continue to have concerns about the way your data is handled and remain dissatisfied after raising your concern with us, you have the right to complain to the Information Commissioner Office (ICO). The ICO can be contacted at Information Commissioner’s Office- Northern Ireland, 3rd Floor, 14 Cromac Place, Belfast, BT7 2JB or


Changes to this notice

We keep this notice under regular review. You will be notified of any changes where appropriate.

LOCC May 2018