Privacy policy
At Polton All Stars Day Care we look after children, and that means we hold information about them and about you. This explains what we hold, why, who sees it, and what you can ask us to do about it. We handle it in line with UK GDPR and UK data protection law.
We are the data controller, which means we decide what is collected and what happens to it.
Last updated: 1 October 2026
1. What we collect
About your child. Name, date of birth, address, and attendance.
Special category information. Medical and health needs, allergies, dietary requirements, any special educational need or disability, immunisation details, and the observations we make of their learning and development. This is the most sensitive information we hold and we treat it that way.
About you. Name, address, phone numbers, email, your relationship to your child, emergency contacts, and who is allowed to collect them.
Funding information. Where you claim funded hours, your National Insurance number and your eligibility code, because the local authority requires them to pay the funding.
Photographs and observations. Recorded through EYWorks, the secure app we use to share your child's day with you.
If you contact us through this website. Your name, phone number, email and anything you choose to tell us, so we can reply.
If you apply for a job with us. Your name, email, phone number and your CV.
2. What we use it for
To care for your child safely. To meet the Early Years Foundation Stage requirements and our safeguarding duties. To keep you up to date with their day. To agree who may collect them. To claim any funded hours you are entitled to. To invoice you. And to reply when you get in touch.
3. Our lawful basis
Legal obligation — the records the EYFS and our safeguarding duties require us to keep.
Contract — to provide the place you have agreed with us.
Consent — for anything optional, such as photographs used publicly. You can withdraw it at any time and it will not affect your child's place.
Vital interests — in an emergency, to protect someone's life.
4. Who we share it with
We do not sell your information, or your child's, to anyone. Ever.
We share it only where we have to. EYWorks, which holds your child's records on our behalf under a written agreement. Ofsted, for inspection or where they require it. The local authority, for funded places and for special educational needs support. Safeguarding partners — social care and the police — where we have a duty to raise a concern about a child's welfare; we do not need your consent for that, and there are times we may not be able to tell you we have done it. Health professionals, where there is a medical need. Your child's next school, on transition, so they settle well. Shopify, which hosts this website and passes on what you send through our forms.
5. Photographs
Photographs and observations taken for your child's own records are part of our normal care.
Photographs used anywhere public — this website, printed materials, social media — are only ever used with your written consent. You can withdraw that at any time and we will take them down.
6. How we keep it safe, and how long
Paper records are locked away and seen only by staff who need them. Electronic records are on password-protected systems. Every member of our team is DBS-checked and trained in safeguarding and in data protection, and sees only what they need to do their job.
We keep information only as long as we need it. Some periods are set by law rather than by us — safeguarding records, accident records and some attendance records must be kept for fixed statutory periods, sometimes years after a child has left. When we no longer need something, we destroy it securely.
7. Your rights
You can ask us to show you what we hold, correct anything wrong, delete anything we are not required to keep, stop or limit what we do with it, withdraw consent you have given, or pass your child's development records on to their next setting or school.
Ask and we will not charge you, and we will reply within one month.
There are limits: we cannot delete what the law requires us to keep, and we cannot share safeguarding information in a way that would put a child at risk.
8. This website
Our website is hosted by Shopify and uses cookies. You are asked for your choice when you first visit and you can turn down anything that is not essential. Some pages include an embedded map from another company, which may set its own cookies.
9. Getting in touch, and complaining
Ask us anything about this. Speak to us first if something has gone wrong — we would much rather put it right.
Email: Admin@poltonallstarsdaycare.co.uk
Phone: 01642 609888
Address: Polton All Stars Day Care, Unit 10 Hamilton House Business Park, Sotherby Road, Middlesbrough TS3 8BT
You can also complain to the Information Commissioner's Office, the UK regulator: ico.org.uk/make-a-complaint or 0303 123 1113.
10. Changes
If we change this we will update the date at the top, and tell you where the change matters.