Magic Roundabout Nurseries Ltd.

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Magic Roundabout Nurseries Ltd Privacy Notice

 

How we collect, use and protect your personal information

 

First published: 25 May 2018 Last updated: 3 August 2026

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Summary This notice explains what personal information Magic Roundabout Nurseries Ltd (MRN) holds, why we hold it, who we share it with, how long we keep it and what your rights are.

 

• Who we are: Magic Roundabout Nurseries Ltd is the "data controller" for your information. This means we decide how it is used and are responsible for looking after it.

   

• What we hold: only the information we need to care for children, employ our staff, recruit, keep our nurseries safe and run our website.

   

• Who we share it with: only where we need to or the law requires it, for example local authorities, Ofsted, HMRC and the service providers who help us run the nurseries.

   

• How long we keep it: only as long as we need it, in line with our policies.

   

• Your rights: you can ask for a copy of your information, ask us to correct it, and in some cases ask us to delete it or stop using it.

   

• Questions or complaints: contact our Data Protection Officer at info@mrnnursery.co.uk.

   

1. About us Magic Roundabout Nurseries Ltd (MRN, "we", "us" or "the Nursery") is committed to protecting the privacy and security of your personal information. We follow the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

    

• Address: MRN House, Binfield Road, London SW4 6TB

   

• Company registration number: 3417148

   

• ICO registration reference: Z2764363

   

• Data Protection Officer: F. Najabat, info@mrnnursery.co.uk

   

• Telephone: 020 7498 1195

   

1. Who this notice applies to This notice applies to:

    

• Children who attend our nurseries

   

• Parents and carers of those children, and their emergency contacts

   

• Employees of MRN

   

• Job applicants

   

• Visitors to our nurseries, including people recorded on CCTV

   

• Website users This notice does not form part of any contract of employment or contract for services. We may also give you a separate notice at the time we collect particular information from you. Please read and keep this notice so that you know how and why we use your information.

   

1. The information we hold Personal information means any information about a person from which they can be identified. It does not include information where the identity has been removed (anonymous data). Some information is more sensitive and is known as "special category" information, for example information about health or ethnicity. It needs a higher level of protection.

    

Children

 

• Name, date of birth and home address

   

• Dietary requirements and attendance information

   

• Emergency contacts and their contact details

   

• Learning and development records, including observations, planning and assessment records, examples of work and photographs ("Progress Report")

   

• Records such as care plans, early help assessments and speech and language referral forms

   

• Accident and pre-existing injury forms, and records of any reportable death, injury, disease or dangerous occurrence

   

• Photographs and video clips used at the nursery, for example to show children where their belongings are kept, and for general display

   

• Photographs and video clips used for marketing, including on social media, only where a parent or legal guardian has given explicit consent

   

Special category information about children:

 

• Race or ethnicity and spoken language

   

• Health, including medical conditions and health and sickness records

   

• Accident and incident reports, including reports of pre-existing injuries

   

• Incident forms, child protection referral forms, child protection case details and reports

   

Parents and carers

 

• Name, home address, telephone numbers and personal email addresses

   

• National Insurance number and bank account details

   

• Photographs for child collection, home visits, learning journals and, where explicit consent is given, marketing

   

Special category information about parents and carers:

 

• Race or ethnicity and spoken language

   

• Information shared with us for safeguarding purposes, including under the Prevent duty

   

Employees

 

• Name, title, addresses, telephone numbers and personal email addresses

   

• Date of birth, gender, marital status and dependants

   

• Next of kin and emergency contact information

   

• National Insurance number, bank account details, payroll records and tax status

   

• Salary, annual leave, pension and benefits information

   

• Start date, continuous employment date and place of work

   

• Copy of driving licence (where applicable)

   

• Recruitment information, including right to work documents, references, CV, cover letter and application form

   

• Employment records, including job titles, work history, working hours, holidays, training records and professional memberships

   

• Personnel files, including performance, disciplinary and grievance information

   

• Information about your use of our information and communication systems

   

• Records of any reportable death, injury, disease or dangerous occurrence

   

Special category and criminal offence information about employees:

 

• Race or ethnicity, for equal opportunities monitoring

   

• Health, including medical conditions, accidents, sickness records and disability

   

• Absences from work (other than holidays), including statutory parental leave and sick leave

   

• Information about criminal convictions and offences, including Disclosure and Barring Service (DBS) checks (see section 6)

   

Job applicants The information in your application, such as your CV, cover letter, application form, references and right to work documents, and notes from interviews.

 

Visitors Images recorded on CCTV at our nurseries (see section 10), and visitor sign-in records.

 

Website users Information collected by Google Analytics when you visit our website (see section 11).

 

1. How we collect your information

    

• Children and parents: from parents and carers, from the first enquiry, through enrolment and for as long as the child attends. We also receive information from local authorities, schools and health professionals where needed.

   

• Employees and job applicants: from you during the application and recruitment process, sometimes from an employment agency or background check provider, and from third parties such as former employers, credit reference agencies and the DBS. We collect more information during your employment.

   

• Visitors: through our CCTV and visitor records.

   

• Website users: through cookies used by Google Analytics. If you give us details of other people, such as emergency contacts or people who collect your child, please make sure they know you have shared their details with us.

   

1. How we use your information and our legal reasons We only use your personal information when the law allows us to. Our legal reasons ("lawful bases") are:

    

• Contract: where we need it to carry out a contract with you, for example a childcare contract with parents or an employment contract.

   

• Legal obligation: where we need it to comply with the law, for example safeguarding, Ofsted, early years funding, tax and employment law.

   

• Legitimate interests: where it is necessary for our legitimate interests (or those of others), and your interests and rights do not override them, for example keeping our premises safe.

   

• Consent: in limited cases, such as photographs for marketing. You can withdraw consent at any time (see section 13). Less often, we may use your information where we need to protect someone's vital interests, or where it is needed in the public interest or for official purposes.

   

Children

 

• To care for children safely and meet their needs

   

• To record and report on each child's learning and development

   

• To keep safeguarding, complaint and attendance records

   

• To claim early years funding from the local authority

   

• To share information with schools, with parents' consent, when a child moves on to the next stage of education

   

• To share information with the local authority without parents' consent where needed to protect a child, or for funding purposes

   

• To allow Ofsted to review child protection records

   

• To give a Progress Report to a parent so that they can pass it to a school for application or enrolment

   

Parents and carers

 

• To carry out our childcare contract and make sure fees are paid

   

• To contact you, or your child's emergency contact, about your child

   

• To report on your child's attendance

   

• To share information with the local authority for funding purposes, which we do without consent

   

Employees

 

• Making decisions about recruitment, appointment and continued employment

   

• Checking you are legally entitled to work in the UK

   

• Paying you and, where applicable, deducting tax and National Insurance contributions

   

• Providing benefits and enrolling you in a pension under our automatic enrolment duties, and liaising with your pension provider

   

• Managing your contract, performance, pay reviews, promotions, training and development

   

• Gathering evidence for and running grievance and disciplinary processes

   

• Managing sickness absence and checking fitness to work

   

• Dealing with legal disputes, including accidents at work

   

• Complying with health and safety obligations and preventing fraud

   

• Monitoring use of our IT and communication systems, and keeping them secure

   

• Equal opportunities monitoring

   

• Ending our working relationship

   

Job applicants To assess your application, carry out pre-employment checks and decide whether to offer you a job.

 

Visitors and website users To keep our nurseries safe and secure (CCTV) and to understand and improve our website (Google Analytics).

 

Meeting recordings Some meetings held on Microsoft Teams may be recorded or transcribed. You will be told when a recording starts. Recordings and transcripts are kept for a limited time, and some are deleted automatically after a set period.

 

Newsletters We send newsletters to parents and staff with news and information about our nurseries. We do not send marketing material. If you are a parent and would prefer not to receive newsletters, please let us know.

 

If you do not provide information If employees or parents do not provide information when asked, we may not be able to carry out our contract with you, or we may not be able to meet our legal obligations.

 

Using information for a new purpose We will only use your information for the purpose we collected it for, unless we reasonably consider that we need to use it for another reason that is compatible with the original purpose. If we need to use it for an unrelated purpose, we will tell you and explain the legal basis for doing so. We may use your information without your knowledge or consent where the law requires or allows this.

 

1. Sensitive information and criminal records We need extra justification to use special category information. We have an appropriate policy document and safeguards in place, as the law requires. We may use this information:

    

• where we need to carry out our legal obligations or exercise rights in employment law, safeguarding or early years law

   

• where it is needed in the public interest, such as equal opportunities monitoring

   

• in limited cases, with your explicit written consent

   

• less commonly, where it is needed for legal claims, to protect someone's interests when they cannot give consent, or where the information has already been made public

   

Employees

 

• Information about leave, including sickness and family-related leave, to comply with employment and other laws

   

• Information about physical or mental health, or disability, to keep you safe at work, assess fitness to work, make workplace adjustments, manage sickness absence and administer statutory sick pay, statutory maternity pay and pensions

   

• Information about race or ethnicity, for equal opportunities monitoring We do not need your consent to use special category information to meet our legal obligations or exercise rights in employment law. If we ever ask for your consent, we will explain what we need and why. Agreeing is not a condition of your employment.

   

Criminal records We only use information about criminal convictions where the law allows. Because of the nature of our work with young children, we carry out Disclosure and Barring Service (DBS) checks on employees. We record the date and number of the check and the body that carried it out. We may also be told about criminal convictions directly by you during your employment.

 

1. Who we share your information with We only share your information where the law requires it, where it is needed to run our contract or working relationship with you, or where we have another legitimate interest.

    

Organisations we share information with

 

• Local authorities: for early years funding, monitoring (for example equal opportunities and uptake of funded hours) and child protection. To check eligibility for funded childcare, the local authority may check information with HMRC.

   

• Ofsted and other regulators: to show we comply with the rules and keep children safe

   

• Schools: to support a child's move to school, sharing information about their progress, development and interests

   

• HMRC: for tax and National Insurance

   

• Disclosure and Barring Service (DBS): for safer recruitment checks

   

• The police and other bodies: where the law requires it, or to protect someone from harm

   

• Future employers: if you leave, we may give a reference to a future employer when asked

   

Service providers who work on our behalf

 

• Famly: our nursery management and parent app, used to record children's learning, development and attendance, and to communicate with parents. Famly's privacy policy: https://www.famly.co/terms/privacy-policy

   

• Payroll provider: to pay employees

   

• Pension provider: to enrol employees in a pension and manage contributions

   

• HR software provider: to store and manage employee records

   

• Occupational health providers: to assess fitness to work and advise on workplace adjustments

   

• Insurers: for insurance cover and claims

   

• Legal and professional advisers: for advice and to deal with legal claims

   

• IT providers, such as Microsoft 365, and Google Analytics for our website Our service providers must keep your information secure and may only use it for the purposes we set and in line with our instructions. They may not use it for their own purposes.

   

Other companies in our group We may share your information with other companies in our group to carry out our contract with you, for example for payroll, grant funding and pension contributions.

 

If the business is sold or restructured If the business is sold or restructured, we will share anonymised information where possible before the sale is completed. After that, we will share your personal information with the other parties only as far as the terms of the sale require.

 

1. Transferring information outside the UK Some of the services we use, such as Microsoft 365, may store or access your personal information outside the UK, including in the European Economic Area and the United States. When this happens, we make sure your information is protected by a safeguard allowed under UK data protection law, such as a UK adequacy decision (including the UK-US Data Bridge) or the ICO's approved International Data Transfer Agreement or Addendum. You can ask our Data Protection Officer for more information.

    

2. How we keep your information safe We have measures in place to protect your information, including restricted access, staff training and secure systems. If a data breach happens, we will deal with it in line with our policies.

    

3. CCTV We use CCTV at our nurseries to help keep children, staff and visitors safe, to protect our premises, and to support safeguarding. Signs are displayed where CCTV is in use. Footage may be shared with the police, Ofsted, the local authority or our insurers where this is necessary or required by law. Footage is kept only for as long as necessary and is then securely deleted. For further information, please see MRN's Data Retention Policy, which sets out our CCTV policies and procedures and is available on request from Head Office.

    

4. Our website and social media When you visit our website, we use Google Analytics to help us understand how visitors use the site, for example which pages are visited and for how long. Google Analytics uses cookies to collect information such as the type of device and browser you use, your approximate location and how you found our website. This information does not tell us who you are, and we use it only to improve our website. Google may process this information outside the UK, with appropriate safeguards in place. You can refuse or delete cookies through your browser settings. Google's privacy policy is available at https://policies.google.com/privacy. Our website may link to other websites. We are not responsible for their privacy practices. If you contact us through social media, such as Facebook, Instagram or LinkedIn, the platform's own privacy policy also applies.

    

5. How long we keep your information We only keep your information for as long as we need it for the purposes we collected it for, including any legal, accounting or reporting requirements. We keep your information in line with MRN's Safeguarding, Confidentiality and Data Retention Policies, which set out how long we keep different types of information and are available on request from Head Office. When deciding how long to keep information, we consider how much there is, how sensitive it is, the risk of harm if it were misused, why we hold it and the legal requirements.

    

• Job applicants: if you are not successful, we keep your application information for 6 months after the recruitment decision, and then securely delete it.

   

• CCTV: see section 10. When you are no longer an employee, or a child or parent using our services, we will keep and then securely destroy your information in line with the relevant MRN policies. We may anonymise information so that it can no longer be linked to you, and then use it without telling you.

   

1. Your rights Under data protection law you have the right to:

    

• Access: ask for a copy of the personal information we hold about you (a "subject access request")

   

• Correction: ask us to correct information that is wrong or incomplete

   

• Erasure: ask us to delete your information where there is no good reason for us to keep using it

   

• Restriction: ask us to pause using your information, for example while we check it is accurate

   

• Objection: object to us using your information where we rely on legitimate interests, or for direct marketing

   

• Transfer: ask us to send your information to another organisation

   

• Withdraw consent: where we rely on your consent, you can withdraw it at any time. We will then stop using your information for that purpose, unless we have another lawful reason to continue. Some rights only apply in certain circumstances. We will not make decisions about you based solely on automated processing. Children have rights over their own information. For young children, these rights are usually exercised by a parent or carer on their behalf.

   

How to make a request Contact our Data Protection Officer in writing at info@mrnnursery.co.uk. You will not usually have to pay a fee. We may ask you to confirm your identity before we act on your request, so that your information is not given to anyone who has no right to it. We will respond within one month.

 

Keeping your information up to date Please tell us if your personal information changes, so that the information we hold is accurate.

 

1. Complaints If you are unhappy with how we have used your personal information, please tell us first so that we can try to put it right. You can complain to our Data Protection Officer, F. Najabat, by email at info@mrnnursery.co.uk or by post to MRN House, Binfield Road, London SW4 6TB. We will acknowledge your complaint within 30 days and deal with it as quickly as we can. If you are still unhappy, you have the right to complain to the Information Commissioner's Office (ICO): http://ico.org.uk/make-a-complaint, telephone 0303 123 1113.

    

2. Changes to this notice We may update this notice at any time. When we make significant changes, we will publish the updated notice on our website and, where appropriate, give you a copy. The date at the front shows when it was last updated. If you have any questions about this notice, please contact Head Office at info@mrnnursery.co.uk or on 020 7498 1195. This notice is available in large print or other formats on request.