Privacy Policy

Data Controller

For the purposes of UK GDPR, the Data Controller is Stephanie Hewitt trading as Tots and Tails - Brighton

What data we collect

When you use our childcare and pet services, we may collect the following types of personal information:

From parents and guardians (childcare services)

Your full name, home address, phone number(s) and email address.
Your child's full name, date of birth, gender and daily routine preferences.
Health and medical details about your child (e.g. allergies, dietary needs, medications).
Emergency contact information for another trusted adult.
Permissions you provide (e.g. outings, photographs, transport, medication).
Payment details where needed to process bookings.

From pet owners (pet care services)

Your full name, home address, phone number(s) and email address.
Your pet's name, breed, age, gender, and behaviour notes.
Veterinary details, including practice name and contact information.
Health and medical details about your pet (e.g. vaccinations, allergies, medications).
Emergency contact information for another trusted person.
Payment details where needed to process bookings.

From Website Visitors

Information you provide in contact or enquiry forms (e.g. your name, email, phone number and message)
Technical information such as IP address, browsing behaviour and cookies (if we use website analytics).

We only collect the information necessary and relevant to provide safe, high-quality services. Sensitive information (such as medical details) is treated as special category data under data protection law and is handled with extra care.

How We Use Your Data

We use the information you provide to:

For childcare services

Keep your child safe and cared for according to their individual needs.
Follow any health, medical or allergy instructions you have given us.
Contact you (or your chosen emergency contact) if needed during care.
Arrange, confirm and manage your bookings.
Keep accurate records in line with safeguarding and insurance requirements.

For pet care services

Ensure your pet is walked, cared for and kept safe according to your instructions.
Follow any health, medical or behavioural notes you provide.
Contact you (or your chosen emergency contact) if needed during pet care.
Arrange, confirm and manage your bookings.
keep accurate records in line with insurance requirements.

For business and website use

Process payments and maintain financial records for tax and accounting purposes.
Respond to enquiries sent through our website or social media.
Improve our website and services (for example, by using cookies or analytics).
Meet legal and regulatory obligations (such as safeguarding, tax, and insurance).

We will never sell your data or use it for unrelated purposes. Your information is only used to provide a safe, professional and reliable service to you, your children and your pets.

Our Legal Basis for Using Your Data

We rely on the following lawful bases under UK GDPR:

Consent - when you choose to share information with us (for example, providing medical details or permissions).
Contract - where processing is necessary to provide our childcare or pet care services.
Legal Obligation - where we must keep certain records for safeguarding, insurance or tax purposes.
Vital interests - where we need to use information to protect the health and safety of a child or pet in an emergency.

We will never sell your personal data or use it for purposes unrelated to your services.

How We Store Your Data

We take the security of your personal information seriously and make sure it is kept safe at all times.

Digital records (such as booking forms, emails and payment details) are stored on password-protected devices and accounts.
Paper records (such as consent forms or emergency contact details) are kept in locked storage when not in use.
Access to records is limited to the business owner (Stephanie Hewitt, trading as Tots and Tails - Brighton).
Sensitive information, such as medical notes, is only accessed when necessary to provide care.

We only keep your information for as long as it is needed:

Childcare and pet care records - kept for 3 years after care ends in line with insurance requirements.
Financial records - kept for 6 years, as required by HMRC for tax purposes.
Website enquiry forms - kept only until your enquiry has been dealt with, unless they form part of an ongoing booking.

Once records are no longer required, they are securely deleted or destroyed.

Your Rights

Under UK data protection law (UK GDPR), you have the right to:

Access your information - you can ask for a copy of the personal data we hold about you, your child, or your pet.
Correct your information - you can ask us to update or amend details that are inaccurate or incomplete.
Delete your information - you can request that we delete data we hold, where it is no longer necessary or lawful for us to keep it.
Restrict or object to processing - you can ask us to stop using your data in certain ways.
Withdraw consent - where we rely on your consent (e.g. for medical or outing permissions), you can withdraw this at anytime.
Data portability - you can request that we provide your information in a usable format if you want to transfer it elsewhere.
Complain to the ICO - if you are unhappy with how your data has been handled, you have the right to raise a complaint with the Information Commissioner's Office (ICO) at www.ico.org.uk.

If you wish to exercise any of these rights, please contact us directly using the details at the end of this policy.

Contact Details

Tots and Tails

Stephanie Hewitt

totsandtailsbrighton@gmail.com

+44 7418 641814

61 Bridge Street

Kington

HR5 3DJ

United Kiingdom