Privacy and Cookies Policy
Effective Date: 12/11/20251. Who are we?
1.1 We are Oak Farm Pre School. For privacy queries, you can contact us at manager@oakfarmpreschool.org.uk. Other contact details are on our website.
2. What's the purpose of this policy?
2.1 It tells you what to expect when we collect your personal information. Please only use our service if you are completely happy with this policy.
2.2 Generally, the policy covers only information provided to us.
3. Might the policy change?
3.1 Yes. We will give you notice of the new version by posting it on our service and communicating it otherwise if appropriate.
4. What do we collect?
4.1 Information that you upload to our service or otherwise give us, such as:
your name and contact details;
other information you provide when you register with us or later, such as personal information included in documents that you provide to our service, e.g.
registration / criminal record / training certs and ID documents;
details about any transactions on our service;
information that you include in messages sent via our service and/or in communications with us.
4.2 Automated information such as the internet protocol (IP) address used to connect your device to the internet, connection information such as browser type and version, information about your device including device-type and device identifier, operating system and platform, mobile network data, a unique reference number linked to the data you enter on our system, login details, the site from which you arrived at our service, details of your activity with date / time stamps including pages you visited and your searches / transactions.
5. What's our reason / legal basis for collecting the information?
5.1 Because it's necessary to take steps at your request to enter into a contract with you and/or to perform such a contract. This applies to initial enquiries and to account, contact and transaction details as well as to profiles, reviews and other information that you display on, or send via, our service.
5.2 Because it's in our ‘legitimate interests’, e.g., sending you marketing communications about our similar products/services, managing and improving our service including tracking usage patterns and preventing or detecting fraud or abuse. This applies to information such as contact details and automated usage data. We may also use your contact information to carry out customer satisfaction surveys.
5.3 Because you've specifically agreed on our service (e.g., by ticking a consent box). This may apply to contact or other information that you give or specifically agree to use using for certain kinds of marketing. You can withdraw permission at any time as explained on our service or by emailing us at the above email address.
5.4 Because it's necessary to comply with legal or regulatory obligations.
6. What about cookies?
6.1 We and/or third parties use cookies and other tracking technologies on our website. A cookie is an identifier (a small file of letters and numbers) that is sent to your computer. Our website's functionality will be limited if you configure your browser to reject cookies.
6.2 Cookies are widely used to make websites work, or work more efficiently, as well as to provide information to the website owner or others. Session cookies are temporary cookies that remain in the cookie file of your browser only until your browser is closed. They allow websites to link your actions during a browser session. Persistent cookies stay in the cookie file of your browser for longer (how long will depend on the lifetime of the specific cookie). For further information on cookies, including how to use your browser to block them and how to delete cookies already stored on your device, visit: www.allaboutcookies.org.
6.3 Companies which provide us with a service also place cookies. Some of these cookies (e.g. from Google) may involve certain information, such as your IP address and web address of the page you're visiting, being sent to the company concerned. Below is a summary of the kinds of cookies used together with details about who places them and where you can go to get more information and to opt out (where possible):
Analytics cookies: These kinds of cookies recognise and count the number of website visitors as well as providing other information about the visit such as duration, route through the website and where the visitor came from. This information helps us to improve the way our website works, for example by making sure users find what they need easily. These cookies are provided by:
Google Analytics (‘GA’). More information:
Google's overview of GA data practices and safeguarding
how to specifically opt out from GA cookies
Google's use of its partners' data
7. How long do we keep it?
7.1 Until our contract with you has ended or your account has been inactive for at least 12 months (for documents uploaded by providers such as criminal record checks and ID documents) or for six years (other personal information) or you contact us by email or via our web contact form and ask us to delete your personal information.
7.2 We may hold on to some of your information for longer (typically up to six years) if reasonably needed for legal, regulatory or tax reasons, deal with disputes, prevent fraud or abuse and/or enforce our terms and conditions.
7.3 We will keep your information which we use only for newsletters or other marketing until you tell us to stop sending you such messages.
7.4 We will generally keep automated browsing information for up to 14 months.
7.5 Even if our contract/relationship with you is over, we may continue to display reviews posted by you until you ask us to remove them.
8. What happens to your payment details?
8.1 These go direct to our payment partners. We do not receive such information except as stated above. To ensure your details are not being used without consent, our payment partners may send your personal information to relevant third parties including credit reference and fraud prevention agencies, who may keep a record of that information.
9. What rights do you have?
9.1 If the legal requirements are met: To ask us for access to your personal information, to rectify it if there are mistakes, to delete it or restrict its use in certain circumstances or to ‘data portability’ or to withdraw any consent you've given (e.g., marketing).
9.2 You may also have the right to object to use of your personal information in certain circumstances.
9.3 If you have a complaint about how we are dealing with your personal information, please contact us. If you are not happy with our response or think we are not handling your personal information in accordance with the law, you can contact the Information Commissioner's Office (ICO).
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