Last updated: December 2025

Introduction

This Privacy Policy explains how we collect, use, and protect your personal information when you use the Parent Portal to complete your Early Years Funding application.

What information we collect

When you complete the funding application, we collect:

• Parent/Guardian information: Name, address, email, phone number, National Insurance number, relationship to child
• Child information: Name, date of birth, address, NHS number, ethnicity, language, any special educational needs or disabilities
• Funding information: Type of funding, hours requested, 30-hour eligibility code (if applicable)
• Digital signature: Your electronic signature confirming the application
• Technical information: IP address, browser type, device information (for security and fraud prevention)

Why we collect this information

We collect this information to:

• Process your child's Early Years Funding application
• Verify eligibility for funded childcare hours
• Submit claims to the local authority on behalf of the nursery
• Comply with government requirements for funded childcare
• Contact you about your application status
• Maintain security and prevent fraud

Legal basis for processing

We process your personal data based on:

• Contract: To provide funded childcare services as agreed with the nursery
• Legal obligation: To comply with Early Years funding regulations and local authority requirements
• Consent: Where you have given explicit consent, such as for optional data sharing

Who we share your information with

Your information may be shared with:

• The nursery/childcare provider named in your application
• The local authority for funding claims and eligibility verification
• The Department for Education (for statistical and monitoring purposes)
• HMRC (for 30-hour code verification, if applicable)

How long we keep your information

We retain your funding application data for 7 years after the end of the funding period, as required for audit purposes. After this period, the data is securely deleted.

Your rights

Under data protection law, you have rights including:

• Right of access: You can ask for a copy of your personal information
• Right to rectification: You can ask us to correct inaccurate information
• Right to erasure: You can ask us to delete your information (subject to legal requirements)
• Right to restrict processing: You can ask us to limit how we use your information
• Right to data portability: You can ask for your data in a portable format

Data security

We take the security of your personal information seriously. We use encryption, secure servers, and access controls to protect your data. All data transmissions are encrypted using SSL/TLS technology.

Contact us

If you have any questions about this Privacy Policy or wish to exercise your data protection rights, please contact the nursery that invited you to complete your funding application. They can direct you to the appropriate data protection contact.

Complaints

If you are unhappy with how we have handled your personal information, you have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.