PRIVACY & DATA PROTECTION POLICY FOR PARENTS/CARERS/LEGAL GUARDIANS
The WonderWorks Group Ltd is committed to protecting your privacy. This policy explains how we use any information you give to us and the ways in which we safeguard your privacy. We ask you to read this document carefully. As regulations and best practices evolve, we may update this policy from time to time. Please check back periodically to ensure you are familiar with the latest version.
Compliance with UK GDPR and Data Protection Acts 1998 & 2018
We treat any personal information you provide (which includes any data from which you can be identified, such as your name, address, email address, etc.) in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and, where still relevant, the Data Protection Act 1998.
Under these regulations, we have a legal duty to protect any information we collect and process about you. We will continue to ensure any amendments to this policy remain in full compliance with applicable legislation.
How We Collect Information About You and Your Child
We collect information in the following ways:
• When you apply for, enquire about, or are offered, a place at The WonderWorks.
• When you apply for, or are offered, a funded place.
• When you join a waiting list.
• When you notify us of a change in personal circumstances (e.g. name change or change of address).
• When we are required to work with other organisations (e.g. local authorities) who may share relevant data with us.
How We Use Your Personal Information
We use your data based on the following legal bases: contract, legal obligation, and consent (as applicable).
1. Administration
Legal basis: Contract and Legal Obligation
This applies to past, current and prospective children and their parents/carers/legal guardians. We use this information to:
• Provide childcare services.
• Process fee payments.
• Contact you in case of emergency.
• Cater for any medical needs.
• Fulfil our obligations under Nursery Education Funding requirements.
Types of data collected:
• Personal details of your child.
• Payment details.
• Family contact information.
• Medical and allergy information.
• Ethnicity data (required by local councils and relevant for grant/funding applications).
2. Provision of Education
Legal basis: Contract and Legal Obligation
To ensure your child’s development needs are met:
• We record and use education and training details.
3. Keeping You Informed
Legal basis: Consent
We use your email address to:
• Update you about news, events, schedule changes, and newsletters.
You can opt out of these communications at any time by contacting us or using the unsubscribe link in emails.
How Long We Keep Your Information
We are required to retain certain information, including registers, medication records and accident reports, for at least 3 years after a child leaves The WonderWorks. Some records may need to be kept longer in accordance with:
• The Early Years Foundation Stage Welfare Requirements (Childcare Act 2006)
• The Limitation Act 1980 / The Statute of Limitations (Amendment) Act 1991
Who We Share Your Information With
We only share data when necessary and in accordance with UK GDPR principles.
We may share information with:
• Voucher scheme operators, if you choose to pay using childcare vouchers. Legal basis: Contract.
• Local authorities, for Nursery Education Funding. Legal basis: Legal Obligation.
• Schools, government departments, police or enforcement agencies, when legally required. Legal basis: Legal Obligation.
• Emergency services, in case of a medical emergency involving your child. Legal basis: Vital Interests.
• Marketing communications, only with your explicit consent.
We never sell or trade your data.
Where We Store Personal Data
The following systems are in use, and their privacy statements and policies can be found below.
We use secure third-party systems for data processing. These include:
• Dropbox: Used for cloud-based document storage. Dropbox terms of service state:
“When you use our Services, you provide us with things like your files, content, messages, contacts and so on (“Your Stuff”). Your Stuff is yours. These Terms do not give us any rights to Your Stuff except for the limited rights that enable us to offer the Services.”
Dropbox uses encrypted storage and data protection practices.
Dropbox privacy policy can be found here.
• Squarespace: Hosting platform for our website. Squarespace uses secure encrypted connections and storage.
Squarespace privacy policy can be found here.
• SurveyMonkey: Used for feedback and surveys. SurveyMonkey applies encryption, secure access, and GDPR-compliant processing.
SurveyMonkey privacy policy can be found here.
• Famly: Our nursery management system, used to store necessary operational and personal data. Famly uses secure servers, encryption, and other data protection practices.
Additional information on data security and protection at Famly can be found here.
• Hertfordshire EY funding portal: We input families‘ data here to submit funding claims for childcare. Their privacy notice can be found here.
International Data Transfers
Personal data processed via third-party services may be stored on servers outside the United Kingdom. We ensure any international transfers comply with UK GDPR and are supported by appropriate legal safeguards.
Your Rights
You have the right to:
• Access the personal data we hold about you.
• Request correction of inaccurate information.
• Request deletion of data where we no longer need it, unless we are required to retain it by law.
• Restrict processing or object to certain uses of your data.
• Withdraw consent at any time, where processing is based on consent.
To exercise these rights, contact: jane@thewonderworks.co.uk
Your Control Over Data Usage
You can control how your information is used by:
• Informing us if your contact preferences change.
• Opting out of marketing communications at any time by emailing leavesden@thewonderworks.co.uk
• Requesting we stop processing your data where there is no overriding legal obligation.
• Reviewing this privacy policy to understand how and why data is used.
Cookie Policy
Our website uses cookies and similar technologies.
Essential Cookies: Functional cookies are always used to allow Squarespace to securely serve the site.
Analytics and Performance Cookies: Used only with your consent (via the cookie banner) to track site traffic, activity and usage trends. Learn more at Squarespace’s Cookie Policy.
Contact
For questions about this policy or your data rights, please contact: jane@thewonderworks.co.uk
Last updated: July 2025