What is GDPR & what does it mean for me?


GDPR – General data protection regulation

Sam Williams is our General Data Protection Regulation Officer working on behalf of Choochoos.

Choochoos are committed to ensuring that any personal data held by us about you, your family and your child is protected in accordance with data protection laws (GDPR 2018) and is used in line with your expectations.

This privacy notice explains what personal data we collect, why we collect it, how we use it and how we protect it.

We have the information listed in our parent pack and hold it during the time your child spends at our setting. This information we feel is fair to provide good levels of care for your child, adapting and tailoring to meet their needs as best as possible. We also collect information in order to verify your eligibility for free childcare as applicable. We provide a copy of the KCC data privacy policy notice with your initial funding form.



What is the GDPR officers role?

The GDPR Officer role includes:

  • Creating and keeping the GDPR spreadsheet up to date.
  • Ensuring GDPR is followed throughout Choochoos, reflecting on our policies, procedures and practices.
  • Contributing at staff meetings any changes staff need to be aware of.

If you have any questions about GDPR, contact our GDPR protection officer by email on


Sam W

Personal information that we collect about your child

Personal information/details about your child that we collect (some only if applicable), includes:

  • Your child’s name.
  • Date of birth.
  • Address.
  • Health and medical needs.
  • Accident/incident records.
  • Development needs and special educational needs.
  • Birth certificate and/or passport number.
  • Where applicable Choochoos will obtain child protection plans from social care, including photos if necessary.
  • Health care plans from health professionals.
  • Details of whom has parental responsibility and we will ask for any court orders pertaining to you or your child


Personal information that we collect about you

Personal information/details that we collect about you, will include:

  • Your name.
  • Address.
  • Phone numbers.
  • Emergency contact details.
  • Family details including family photos.
  • Your national insurance number.
  • Tax free child care code.
  • 30 hours free code.

This information will be collected from you on either our registration form, parent pack and/or the early years funding form.



What is a ‘cookie’? When you enter a site online, your computer will automatically be issued with a cookie. Cookies are text files that identify your computer to our server. Cookies in themselves do not contain any personal identifying information about a visitor or their location. They just identify the computer used. Many sites do this whenever a user visits their site in order to track traffic flows and patterns of behaviour of site visitors.

You can see a schedule of the cookies we use below:

Cookie Name Expiration Time Description
_ga 2 years Used to distinguish users
_gid 24 hours Used to distinguish users
_gat 1 minute Used to throttle request rate. If Google Analytics is deployed via Google Tag Manager, this cookie will be named _dc_gtm_<property-id>
_dc_gtm_<property-id> 90 days Contains campaign related information for the user. If you have linked your Google Analytics and AdWords accounts, AdWords website conversion tags will read this cookie unless you opt-out.


Other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.


Social media policy & usage

We adopt a social media policy to ensure our business and our staff conduct themselves accordingly online. While we may have official profiles on social media platforms, users are advised to verify authenticity of such profiles before engaging with or sharing information with such profiles. We will never ask for user passwords or personal details on social media platforms. Users are advised to conduct themselves appropriately when engaging with us on social media.

There may be instances where our website features social sharing buttons, which help share web content directly from web pages to the respective social media platforms. You use social sharing buttons at your own discretion and accept that doing so may publish content to your social media profile feed or page.


Changes to this policy

Choochoos Day Nursery may update this privacy policy by posting a new version. You should check this page occasionally to ensure you are familiar with any changes. This policy was effective from 21st May 2018.