Our Privacy Policy

1. Who We Are

The Little Shipmates Group Ltd (“we”, “our”, “us”) is committed to protecting and respecting your privacy.

For the purposes of UK data protection law (UK GDPR and the Data Protection Act 2018), The Little Shipmates Group Ltd is the data controller of the personal data described in this policy.

Contact details: Email: hr@littleshipmates.com Telephone: 02380 840527 (opt 3)

Registered address: Little Shipmates 'The Bridge', Ashford Crescent, Hythe, Southampton, SO45 6ET

If you have any questions about this Privacy Policy or wish to exercise your data protection rights, please contact us using the details above.

2. Scope of This Policy

This Privacy Policy explains how we collect, use, store and protect personal data when you:

• Visit our website

• Submit an enquiry form

• Register interest in a nursery place

• Contact us by email or telephone

• Interact with embedded content on our website

For information about how we process personal data relating to enrolled children, parents and employees, please refer to our full Privacy Notice available upon request.

3. Personal Data We Collect

3.1 Information You Provide Directly

We may collect:

• Name

• Email address

• Telephone number

• Home address

• Child’s name and date of birth

• Funding eligibility information

• Any information included in enquiry forms or correspondence

3.2 Information Collected Automatically

When you visit our website, we may automatically collect:

• IP address

• Browser type and version

• Device type

• Operating system

• Pages visited

• Date and time of visit

• Referring website

• Interaction data

This information is collected using cookies and similar technologies (see Cookie Policy).

4. How We Use Your Personal Data

We will only process your personal data where we have a lawful basis under UK GDPR.

4.1 Responding to Enquiries

To contact you regarding nursery places, visits, availability and services.

Lawful basis: Legitimate interests / Steps prior to entering into a contract.

4.2 Providing Nursery Services

If you proceed with registration, we process information to:

• Manage admissions

• Administer funding

• Communicate about your child’s place

• Meet safeguarding and regulatory obligations

Lawful basis: Contract / Legal obligation.

4.3 Legal and Regulatory Compliance

To comply with:

• Safeguarding requirements

• Ofsted obligations

• Local authority funding requirements

• Health & safety legislation

Lawful basis: Legal obligation.

4.4 Website Improvement & Analytics

To analyse website performance and improve user experience.

Lawful basis: Legitimate interests (and consent where required for cookies).

4.5 Marketing Communications

We may send information about open days or updates where:

• You have requested information, or

• You have provided consent

You can withdraw consent at any time.

Lawful basis: Consent / Legitimate interests.

5. Special Category Data

We may process sensitive data (such as health information relating to a child) where:

• Explicit consent has been provided; or

• It is necessary to comply with legal safeguarding obligations.

We apply additional safeguards to such data.

6. Automated Decision-Making

We do not make decisions about individuals based solely on automated processing that produce legal or similarly significant effects.

Analytics data is used only in aggregated form to improve website performance.

7. Sharing Your Personal Data

We may share personal data with:

• Local Authorities (funding and compliance)

• Ofsted and regulatory bodies

• Schools (with parental consent for transitions)

• Professional advisers (legal, accounting)

• IT and website service providers

We do not sell personal data.

8. Website Hosting & Third-Party Processors

Our website is hosted by Squarespace, which processes personal data on our behalf as a data processor.

Squarespace may store data on secure servers located outside the UK.

Where personal data is transferred internationally, we ensure appropriate safeguards are in place, including standard contractual clauses or equivalent lawful mechanisms.

For more information, please see Squarespace’s Privacy Policy.

9. Embedded Content & Third-Party Links

Our website may include:

• Social media links

• Embedded video content

• Third-party tools

These services may collect data independently and set their own cookies. We are not responsible for their privacy practices and encourage you to review their policies.

10. Data Retention

We retain personal data only as long as necessary:

• Enquiry form submissions: typically up to 12–24 months

• Registration records: in accordance with statutory and safeguarding requirements

• Funding records: as required by local authority guidelines

• Analytics data: as determined by Squarespace or relevant tool settings

When no longer required, data is securely deleted or anonymised.

11. Data Security

We implement appropriate technical and organisational measures to protect personal data against:

• Unauthorised access

• Loss

• Disclosure

• Alteration

Access to personal data is restricted to authorised individuals only.

12. Your Data Protection Rights

Under UK GDPR, you have the right to:

• Access your personal data

• Correct inaccurate data

• Request erasure

• Restrict processing

• Object to processing

• Data portability

• Withdraw consent (where applicable)

To exercise these rights, contact us using the details above.

You also have the right to complain to the Information Commissioner’s Office (ICO):

Website: https://ico.org.uk/concerns/

Telephone: 0303 123 1113

13. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website.