Policies and Procedures

 

PRIVACY NOTICE FOR PARENTS/GUARDIANS – Willow House Childcare

Version	1.0
Date of review	April 2021
Owner	Willow House Childcare
Related GDPR Articles	12, 13, 14
Related Documents	Data Protection Policy Data Subject Access Request Procedure Data Retention Policy Parent Consent Form

 

Willow House Childcare Head Office
Address: Shaldon, Newtownpark Avenue, Blackrock, Co. Dublin
Contact details of your service: info@willowhousechildcare.ie , 087 494 4211

1. Opening Statement
   We respect your privacy and your rights to control your personal data and your child’s personal data. We will be clear about what data we collect and why we collect it. This privacy statement explains the personal information we collect from you, why we collect it, how we will use it and how we protect it. The reference to personal data in this privacy notice applies to the personal data of you and your child.

Willow House Childcare collects personal data about you and your child in order to provide a care and education service to your child. By registering your child for our services at Willow House Childcare you agree to the use of your personal information as described in this Statement.

Willow House Childcare is a Controller of the personal data you (the data subject) provide us. We collect the following types of personal data from you, about you and your child:

• Personal Data: your child’s name, date of birth, your address, contact details of adults authorised to collect your child, PPS number and social welfare status. Add in further data that you collect here.
• Sensitive Personal Data: health and medical needs of your child, race, ethnic origin, religion, biometrics (where used for ID purposes).

2. Why We Collect Your Personal Data?
   We use the personal data you share with us in the child record form, so we can communicate with you, to provide care and education for your child and for the purposes of administration Add in additional uses of data here relevant to your service.

We will also ask for information about who has parental responsibility for your child and any court orders pertaining to this. We will also request information on adults authorised to collect your child. This is required to ensure the safety of your child while they are attending Willow House Childcare.

Sensitive personal data includes medical information/instructions about your child, this would be required in case of emergency or if medication needs to be administered. Sensitive personal data also includes religious beliefs, we collect this information so we can respect religious festivals, days and events.

3. Sharing & Disclosure
   We strive to keep yours and your child’s personal data safe and only share it when necessary. We recognise that parents have a right to know that the information they share with Willow House Childcare is maintained confidentially. We only disclose your information as authorised in this Statement. We do not rent or sell your Personal Information to anyone. We may share your personal information with the third parties listed below.

Who We May Share Your Personal Information With:

• Department of Children & Youth Affairs (DCYA)
• Pobal PIP System & Pobal Compliance Officers
• An Garda Síochána
• Tusla Early Years Inspectorate
• Health & Safety Authority
• National Employment Rights Authority
• The Revenue Commissioners
• Tusla – Child and Family Agency

Optional

• Kidd Insurance
• Early Childhood Ireland
• Little Vista/other childcare management software
• County Childcare Committee

Group Services Only: We may also share your personal data with our parent company/central administration for purposes consistent with this Privacy Policy.

Protection of Willow House Childcare & others and Disclosures for Law Enforcement
Under certain circumstances Willow House Childcare may be required to disclose your Personal Information in response to valid requests by public authorities to meet law enforcement requirements.

4. What we do with your data?
   Your personal data is stored and processed in Willow House Childcare located at Willow House Childcare, Newtownpark Avenue. Your personal data may also be held of site at name of location (e.g. storage facility)

5. How long we keep your personal data?

We are required to keep records relating to your child for a period of 2 years after your child has left our service. There may be a circumstance where data relating to your child is required to be held for a longer period of time. This will be outlined to you. In the event of an accident/incident personal data relating to your child will be held on file until your child is 21 years of age. After this period, your personal data will be irreversibly destroyed.

6. What are your rights? We use appropriate technical, organisational and administrative security measures to protect all personal data we hold in our records and keep it secure. Unfortunately, no organisation can guarantee complete security.

Right of Access

Individuals have the right to access their personal data and supplementary information. Please use the Subject Access Request Form and contact the General Manager at info@willowhousechildcare.ie

or in writing at

Willow House Childcare Head Office

Shaldon

Newtownpark Avenue

Blackrock

Co. Dublin.

 

We will acknowledge your request and respond to you within 1 month.

Right to Rectification

Please advise the service of any changes in your or your child’s personal information, as soon as possible. Should you believe that any personal data we hold on you is incomplete or incorrect complete, you have the ability to request to see this information and have it rectified.

Right to Erasure

In certain circumstances, data subjects have the right to erasure of their data. Please contact the General Manager at info@willowhousechildcare.ie or in writing at

Willow House Childcare Head Office

Shaldon

Newtownpark Avenue

Blackrock

Co. Dublin.

 

We will acknowledge your request and respond to you within 1 month. This is not an absolute right and only applies in certain circumstances.

Right to Restrict Processing

Individuals have the right to request the restriction or suppression of their personal data. data. Please contact General Manager at info@willowhousechildcare.ie or in writing at

Willow House Childcare Head Office

Shaldon

Newtownpark Avenue

Blackrock

Co. Dublin.

 

We will acknowledge your request and respond to you within 1 month. This is not an absolute right and only applies in certain circumstances.

Right to Object
You have the right to object and be removed from any direct marketing emails

Right to be Informed
This privacy policy explains what information we need to collect and how we use it.

Right to Portability

Data subjects can ask that their personal data be transferred to them or a third party in machine readable format (Word, PDF, etc.). However, such requests can only be fulfilled if the data in question is: 1) provided by the data subject to the service, 2) is processed automatically and 3) is processed based on consent or fulfilment of a contract. An example of this would be if a parent wanted their child’s file sent to a new service.

In the event, that you wish to complain about how we have handled your personal data, please contact the General Manager of Willow House Childcare at info@willowhousechildcare.ie or in writing at:

Willow House Childcare Head Office

Shaldon

Newtownpark Avenue

Blackrock

Co. Dublin.

 

The General Manager will then investigate your complaint and work with you to resolve the matter.

If you still feel that your personal data has not been handled appropriately according to the law, you can contact Irish Data Protection Authority and file a complaint with them.

Effective Date: September 8, 2025

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1. Who We Are

Willow House Childcare is a childcare provider operating multiple centres in Dublin and Wicklow, Ireland. This Privacy Policy applies to all visitors and users of our website:
🌐 https://willowhousenewtownpk.ie

For all data protection and privacy matters, please contact:
📧 webmaster@willowhousechildcare.ie

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2. What Personal Data We Collect

When you use our enquiry forms or contact us through the website, we may collect the following information:

• Parent/guardian full name

• Email address

• Phone number

• Child’s name

• Child’s date of birth

• Preferred centre location

• Any additional details you include in your message

We do not knowingly collect data directly from children through our website.

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3. How We Collect Data

We collect personal information through:

• Online forms submitted via our website (using Gravity Forms)

• A copy of your submission is sent to enquiries@willowhousechildcare.ie for internal processing

• You will receive an automatic confirmation email from no-reply@willowhousechildcare.ie to acknowledge receipt. This address is not monitored.

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4. How and Where We Store Your Data

• Submitted data is stored in our secure WordPress website database

• A copy is emailed to enquiries@willowhousechildcare.ie

• Enquiry data may be securely copied to a password-protected Dropbox spreadsheet accessed only by relevant Willow House staff

We do not share personal data with any third parties.
We do not sell, rent, or disclose your data for marketing purposes.

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5. Why We Collect Your Data (Legal Basis)

Under the General Data Protection Regulation (GDPR), we rely on the following legal bases:

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6. How We Use Your Data

We use your information to:

• Respond to your enquiry

• Provide you with details about our childcare services

• Process and manage admissions enquiries

• Maintain internal records

• Analyse visitor traffic on our website (non-personally identifiable data)

We do not use your data for automated decision-making or profiling.

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7. Data Retention

We keep personal data only as long as necessary:

• If your enquiry does not result in enrolment, we may delete your data after 12 months

• If you proceed with enrolment, we will retain necessary information in accordance with Irish childcare regulations

You may request deletion of your data at any time (see Section 9).

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8. Cookies and Analytics

We use cookies and Google Analytics to understand how users interact with our website.

Cookies collect anonymous data such as:

• Browser type

• Device type

• Pages visited

• Time spent on each page

To manage cookies, you can adjust your browser settings. For full details, please see our Cookie Policy.

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9. Your Rights Under GDPR

You have the right to:

• Access the personal data we hold about you

• Correct inaccurate or incomplete data

• Request deletion of your data

• Restrict processing under certain conditions

• Object to processing where appropriate

• Request data portability (receive your data in a usable format)

To exercise any of these rights, contact:
📧 webmaster@willowhousechildcare.ie

We aim to respond within 30 days.

You also have the right to lodge a complaint with Ireland’s Data Protection Commission (DPC) at www.dataprotection.ie.

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10. Data Security

We take data protection seriously. Measures include:

• SSL encryption on our website

• Secure WordPress admin access

• Encrypted Dropbox storage

• Internal access limited to authorised staff

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11. Children’s Data

We do not knowingly collect personal information from children under 13 through our website. If you believe your child has submitted personal data online, please contact us immediately at webmaster@willowhousechildcare.ie and we will remove the data promptly.

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12. Changes to This Policy

We may update this Privacy Policy as needed. Changes will be posted on this page with an updated “Effective Date.” We recommend reviewing this policy regularly.

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13. Contact Us

📧 Privacy & Data Protection: webmaster@willowhousechildcare.ie
📧 General Enquiries: enquiries@willowhousechildcare.ie
⚠️ Please do not reply to no-reply@willowhousechildcare.ie — this address is not monitored.