Last updated: October 2026
This policy explains what personal information Roots and Wings Community Preschool collects, why we need it, who we share it with and how long we keep it. It covers this website and the information we hold about the children and families who attend Preschool. For how our team handles information day to day, see our Data Protection and Confidentiality Policy.
Who we are
Roots and Wings Community Preschool, Duncan Street, Calne SN11 9BX, is the data controller for the information described here. If you have any questions about your information, contact our Management Lead at manager@rootsandwingspreschool.org.uk or on 01249 821 596.
This website
- You can use this website without giving us any personal information. There are no accounts, forms or online payments.
- We don't use cookies, analytics or advertising trackers on this website.
- The website is hosted by Wix. Like any web host, Wix's servers may record technical information such as your IP address and browser type to keep the site running securely.
- Our fonts are loaded from Google Fonts, which means your browser sends your IP address to Google when you visit.
- If you email or phone us from the website, we'll use your details only to reply to you.
- We link to other websites, such as Wiltshire Council, GOV.UK and Ofsted. Their own privacy policies apply when you visit them.
Information about children and families
When your child joins Preschool, we collect:
- your child's name, date of birth, address and the languages spoken at home
- names and contact details for parents, carers and emergency contacts, and who has parental responsibility
- who is and isn't allowed to collect your child
- health information, including allergies, medication, dietary needs, GP and health visitor details, and any special educational needs or disabilities
- information needed to claim funded hours, such as eligibility codes and, for some funding, a parent's National Insurance number
- observations, photos and videos that record your child's learning and development
- attendance records, accident and incident records, and invoices and payments
- any safeguarding records we're required to keep
Why we use it
We use this information to care for your child safely, support their learning and development, keep in touch with you, claim funding and manage fees. The law allows us to do this because:
- it's needed to provide the place you've asked for (our contract with you)
- we have legal duties under the Early Years Foundation Stage, childcare and safeguarding law, and funding rules
- in an emergency, it may be needed to protect your child's life or health
- for some things, such as using photos on our learning journal or social media, we ask for your consent, which you can withdraw at any time
Health and SEND information is special category data. We use it only where needed to keep your child safe and meet their needs, as early years and safeguarding law requires.
Who we share it with
We only share information when we need to, and never sell it. We may share it with:
- Wiltshire Council, to claim and check funded hours and for early years and SEND support
- Ofsted, when required by law
- health visitors, speech and language therapists and other professionals supporting your child, normally with your agreement
- your child's next school or setting when they move on, to help with the transition
- children's social care or the police, where we have a safeguarding concern. In these cases we may not be able to tell you first
- Tapestry, the online learning journal we use to share your child's progress with you
- services that support our work, such as our email and accounts providers
How we keep it safe
Paper records are kept in a locked cupboard. Electronic records are kept in password-protected folders and devices. Only people who need the information can see it, and every team member is trained in keeping information confidential.
How long we keep it
We keep key information about your child for up to three years after they leave Preschool. Some records, such as accident, safeguarding and financial records, must be kept for longer by law. After that, information is securely deleted or destroyed.
Your rights
You have the right to:
- ask for a copy of the information we hold about you or your child
- ask us to correct anything that's wrong
- ask us to delete information, where there's no legal reason for us to keep it
- ask us to limit how we use it, or object to how we use it
- withdraw your consent at any time, where we rely on consent
To use any of these rights, contact us using the details above. We'll respond within one month.
Making a complaint
If you're unhappy with how we've handled your information, please talk to us first. You can also complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or on 0303 123 1113.
Changes to this policy
We'll update this policy if the way we use information changes. The latest version will always be on this page.