Data Protection and Privacy Policy

At SMILE 4 Kids, we respect the privacy of the children attending the club and the privacy of their parents or carers. Our aim is to ensure that all those using and working at SMILE 4 kids can do so with confidence that their personal data is being kept secure.

Our Data Controller Safrina Saran,The Data Controller ensures that the school meets the requirements of the General Data Protection Regulation (GDPR), liaises with statutory bodies when necessary, and responds to any subject access requests.


Within the school, we respect confidentiality in the following ways:

Information that we keep

Children and parents: We hold only the information necessary to provide a childcare service for each child. This includes child registration information, medical information, parent contact information, attendance records, incident and accident records and so forth. Once a child leaves our care we retain only the data required by statutory legislation and industry best practice, for the prescribed or recommended periods of time. Electronic data that is no longer required is deleted and paper records are disposed of securely.

Staff: We keep information about employees to meet HMRC requirements, and to comply with all other areas of employment legislation. We retain the information after a member of staff has left our employment for the recommended period of time, then it is deleted or destroyed as necessary.

Sharing information with third parties

We will only share child information with outside agencies on a need-to-know basis and with consent from parents, except in cases relating to safeguarding children,criminal activity, or if required by legally authorised bodies (e.g. Police, HMRC, etc). If we decide to share information without parental consent, we will record this in the child’s file, clearly stating our reasons. We will only share relevant information that is accurate and up to date. Our primary commitment is to the safety and well-being of the children in our care.Some limited personal information is disclosed to authorised third parties we have engaged to process it, as part of the daily operation of our business, for example to run our payroll and accounts, to process on-line bookings and payments, for debt recovery. Any such third parties comply with the strict data protection regulations of the GDPR.

Subject access requests

  • Parents/carers can ask to see the information and records relating to their child, and/or any information that we keep about themselves.
  • Staff and volunteers can ask to see any information that we keep about them.
  • We will make the requested information available as soon as practicable and will respond to the request within one month at the latest.
  • If our information is found to be incorrect or out of date, we will update it promptly.
  • If any individual about whom we hold data has a complaint about how we have kept their information secure, or how we have responded to a subject access request, they may complain to the Information Commissioner’s Office (ICO)GDPR

  • SMILE 4 kids– Website privacy policy

  • This privacy policy sets out how SMILE 4 kids uses and protects any information that you give SMILE 4 kids when you use this website.
  • SMILE 4 kids is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, you can be assured that it will only be used in accordance with this privacy statement.
  • SMILE 4 kidsmay change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 25.11.18

  • What we collect

    We may collect the following information:

    We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:


    We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.


    We retain your personal data in accordance with our record retention policy. The record retention policy operates on the principle that we keep personal data for no longer than is necessary for the purpose for which we collected it, and in accordance with any requirements that are imposed on us by law. This means that the retention period for your personal data will vary depending on the type of personal data.

    Your Rights

    You have the following rights, in certain circumstances, in relation to your personal data:

    Links to other websites

    Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

    Contact details and social media:


    We comply with the requirements of the General Data Protection Regulation (GDPR),regarding obtaining, storing and using personal data

    Policy adopted by SMILE 4 kids Ltd

    Date adopted ;21 November 2018


    Due for review Nov 2019 by Owner/Manager

    Written in accordance with the Statutory Framework for the Early Years Foundation Stage (2017): Safeguarding and Welfare Requirements: Information and records [3.68 -3.71].

    ©2018 by SMILE 4 kids