Arcadia is a division of UOE Accommodation Ltd, a wholly owned subsidiary of The University of Edinburgh.

This privacy policy explains how we use any personal information we collect about you and your child from when you apply for a nursery place for your child and after your child has left Arcadia.

Topics:

  • What information do we collect?
  • How do we use the information?
  • Access to your information and its correction
  • How long we keep your personal data
  • Marketing information
  • Cookies
  • Our partners
  • Changes to our privacy policy
  • How to contact us

What information do we collect?

We collect information about you and your child when you send us the following:

  • join us form
  • application form
  • admissions form
  • contract
  • care plan
  • photographs

As legally required by The Care Inspectorate, we must ask you to update your personal data information every six months.

Website usage information is collected using cookies; see the Cookies section below for more information

How do we use the information?

Arcadia use this information for the following reasons

  • to record information relating to the child and parents in order to provide a contracted place at the Arcadia nursery by match your needs and that of your child closely
  • To contact the parent in relation to child welfare/sickness and ensure we provide the best possible care and education for your child.
  • to contact the parent in relation to payment of nursery fees or other financial support
  • to notify parents of any changes to fees or nursery opening hours
  • photographs are used as part of educational observation and assist in the tracking of a child’s learning and development
  • Photographs are also displayed only within the Arcadia nursery to display the children’s learning as well as activity within the nursery. We do not publish the photograph of any child on the Arcadia website

We are using information about you and your child because

  • you have given your permission to process data for the provision of your child’s education (consent)
  • you have signed a contract with Arcadia relating to the provision of specific educational services (contract)
  • we fall under the standards, and hence statutory inspection requirements of the Care Inspectorate (legal obligation)
  • the processing and retention of data to protect the interests of the parent and /or child (public interest)

We also use this information to help provide the education for your child, with the following partners

  • Showcase Computer Systems Ltd, who provide our nursery management software – Kindersoft. Details of the Kindersoft policy in relation to GDPR and personal data can be found at http://www.kindersoft.co.uk/pages/gdpr.aspx
  • Learning Journals Ltd, who provide our on-line educational records for the children in our care. Authorised nursery staff and the parent/parents of the individual child can only access information. Details of Learning Journals personal data policy can be found at https://www.learningjournals.co.uk/data-protection-policy/
  • Arcadia uses an external company (Gecko Agency Ltd https://www.wearegecko.co.uk/) that provides us with hosted website services but which does not store personal data. Arcadia remains responsible for the information and will ensure it is kept securely.

Access to your information and correction

You have the right to request a copy of the information that we hold about you and your child. If you would like a copy of some or all of the information, then please e-mail us at info.arcadia@ed.ac.uk  or write to us at the following address

The Nursery Manager

Arcadia Nursery

Max Born Crescent

Edinburgh

EH9 3BF

We want to make sure that the personal information that we hold is accurate and up to date. You can ask us to correct or remove information you think is inaccurate.

How long we keep your personal data

We are required by law to keep your personal data for time scales as outlined below:

Accident forms

5 years

Application form

5 years from date of application

Admissions form

5 years from date of application

Contract

10 years after the child leaves the nursery

Care Plan

10 years after the child leaves the nursery

Join us form

6 months from the enquiry date

Learning Journals

Archived 1 month after child leaves the nursery

Photographs

Until the child leaves the nursery

Medication forms

10 years after the child leaves the nursery

Transition reports to school

10 years after the child leaves the nursery

Marketing information

We do not use any of your personal data for marketing purposes and we do not use profiling or automated analysis in our decision-making processes.

Cookies

Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to complied statistical reports on website activity.

We will not attempt to find out the identity of those visiting the website.

For further information about cookies in general visit http://www.aboutcookies.org.uk/

You can set your web browser not to accept cookies and the above website tells you how to remove cookies from your browser. However, in a few cases some of our website features may not function as a result.

Our partners

We work with other parties to provide both education and to meet statutory requirements.

These include but are not limited to

  • Showcase Computer Systems Ltd (Kindersoft)
  • Learning Journals Ltd (Learning Journals)
  • Care Inspectorate
  • The City of Edinburgh Council
  • Children’s Services
  • NHS Healthcare workers
  • Her Majesty’s Inspector of Education

Changes to our privacy policy

We keep our privacy policy under regular review and we will place any updates on this web page.

This privacy policy was last updated on 1st May 2018.

How to contact us

Please contact us if you have any questions about our privacy policy or information we hold about you

The Nursery Manager

Arcadia Nursery

Max Born Crescent

Edinburgh

EH9 3BF