Bee Active Childcare Privacy Policy

Last updated: 1st November 2025

At Bee Active Childcare Ltd, we take your privacy seriously and are committed to protecting your personal information.

This policy explains what data we collect, how we use it, and how we keep it safe — in clear, simple terms.

1. Who we are

Bee Active Childcare Ltd

📍 Mill Hayes Sports Pavilion, Tunstall Road, Knypersley, Stoke-on-Trent, Staffordshire, ST8 7AQ

📞 +44 7389 707232

We are an Ofsted-registered childcare provider delivering early years childcare provision across Staffordshire and Stoke-on-Trent.

Bee Active Childcare Ltd is the data controller for any personal data collected through our website or service enquiries.

2. The information we collect

We may collect and store the following information when you contact us or use our services:

Parent/guardian name, email address, phone number and home address
Child’s name, age, date of birth, and any relevant medical, dietary or safeguarding details
Booking or enquiry details
Payment information (processed securely through trusted third-party systems)
Any messages or correspondence sent via email, forms, or social media
Basic website usage data such as your IP address and cookie preferences

We only collect what we need to provide a safe, high-quality service for children and families.

3. How we use your information

We use the information you provide to:

Manage bookings, invoices and childcare arrangements
Communicate with you about sessions, changes, or emergencies
Keep children safe and comply with Ofsted safeguarding requirements
Maintain accurate records for HMRC and regulatory purposes
Respond to enquiries and feedback
Improve our website, customer experience and internal processes

We don’t sell or share your data for marketing purposes.

4. Our legal basis for processing

We process personal data under these lawful bases:

Contract: to deliver childcare services you have booked
Legal obligation: to meet Ofsted, safeguarding and HMRC requirements
Legitimate interest: to manage our day-to-day operations and improve our services
Consent: when you choose to receive optional updates or communications

5. How we store and protect your data

We use secure, password-protected systems such as Famly, Google Workspace and Xero to store and manage information.

Access is restricted to authorised team members who need it for their role.

We take appropriate security measures to protect personal data against loss, misuse, or unauthorised access, including staff training and routine reviews of our procedures.

6. Sharing your information

We only share data where necessary to deliver our services or meet legal obligations, such as:

With Ofsted or local safeguarding partners if required
With HMRC for financial compliance
With our secure systems providers (e.g. Xero, Google Workspace)
With insurers or legal advisors where required by law

All third-party partners are GDPR-compliant and only process data on our instructions.

7. Cookies

Our website uses small text files known as cookies to make your experience smoother.

Cookies help us:

Understand how people use our site (via anonymous statistics like Google Analytics)
Display embedded content such as maps or social media posts
Remember basic preferences, like whether you’ve seen our cookie notice

You can manage or delete cookies through your browser settings at any time.

By using our website, you consent to cookies being placed on your device in line with this policy.

8. How long we keep data

We keep personal data only for as long as necessary to fulfil our legal and operational responsibilities.

For example:

Child and safeguarding records: kept in line with Ofsted and local authority guidance
Financial records: kept for at least 6 years for HMRC purposes

After these periods, information is securely deleted or anonymised.

9. Your rights

Under the UK General Data Protection Regulation (UK GDPR), you have the right to:

Access a copy of the personal data we hold about you
Request correction or deletion of inaccurate data
Withdraw consent (where processing is based on consent)
Object to or restrict certain types of processing
Lodge a complaint with the Information Commissioner’s Office (ICO)

For more information, visit www.ico.org.uk.

To exercise your rights, please contact our Data Protection Lead at hello@beeactivechildcare.co.uk.

10. Social media

Our Facebook and Instagram pages are public spaces where families can see updates and photos of our activities.

We never post identifying images of children without prior written parental consent.

If you ever wish for a post to be reviewed or removed, please get in touch with us.

11. Updates to this policy

We review our privacy policy regularly and may update it from time to time.

The latest version will always be available on our website, and we’ll note the date of the most recent update at the top of this page.

12. Contact us

If you have any questions about how we handle your data, please contact:

Data Protection Lead