Who we are
Our website address is: https://www.peapodselc.co.uk.
Comments
When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.
An anonymised string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service Privacy Policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.
Media
If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.
Cookies
If you leave a comment on our site you may opt in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.
Embedded content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.
Who we share your data with
If you request a password reset, your IP address will be included in the reset email.
How long we retain your data
If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.
For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.
What rights you have over your data
If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.
Where we send your data
Visitor comments may be checked through an automated spam detection service.
Internal operations automation
Peapods Early Learning Centre Ltd (company number 08433574) is responsible for the personal information described in this section. Questions about this information can be sent to info@peapodselc.co.uk.
Peapods uses restricted internal automation to help its owners and other specifically authorised personnel manage nursery operations. This includes a structured WhatsApp workflow and approved assistance with Peapods business email. These systems are not public or customer-facing services.
The WhatsApp workflow is available only to authorised Peapods personnel. It follows a fixed operational process for staffing and ratio monitoring. It may process the authorised user’s name, telephone number, fixed responses, commands and approvals; nursery, site or room information; dates and times; aggregate child and staff counts; operational alerts and outcomes; message identifiers and delivery status; and limited security and audit records.
Customers, parents and members of the public cannot access the WhatsApp workflow. It is not intended to receive customer messages, child names, parent details, medical information, safeguarding information or other case-specific personal data. Authorised users must not submit this information through the WhatsApp workflow.
The approved email workflow may process information contained in Peapods business email. This may include sender and recipient details, email addresses, subject lines, message content, attachments, dates, correspondence history and information required to classify, route or prepare a response. Business email may contain information about parents, children, staff, medical matters or safeguarding matters.
Peapods uses this information to authenticate authorised users, support staffing and ratio operations, route operational alerts, organise approved business correspondence, direct email to the appropriate authorised person, prepare drafts for human review, prevent duplicate or unauthorised actions, and investigate failures or security incidents.
Email content is treated as untrusted information rather than as instructions to the automation. Sensitive email content must follow Peapods’ approved human-only or protected processing route. Where an approved artificial intelligence provider assists with email classification or drafting, only information permitted by the approved workflow may be provided to it.
Automation does not independently send external email or make employment, medical, safeguarding or legal decisions. An authorised person must review the relevant facts, recipients, content and attachments before an external response or other consequential action is taken.
Peapods relies on its legitimate interests in administering its nursery operations securely and efficiently and, where applicable, on compliance with its legal obligations.
Information may be processed by approved WhatsApp, email, cloud-hosting, database, technical-support and artificial intelligence service providers acting for Peapods. Where information is processed outside the United Kingdom, Peapods requires the applicable data-protection safeguards.
Peapods keeps information only for as long as it is required for the approved operational, security or legal purpose. The retention period depends on the type of record and any applicable legal requirements. Information is then deleted or anonymised in accordance with Peapods’ approved retention arrangements.
Peapods does not use these workflows to make decisions based solely on automated processing that have legal or similarly significant effects on individuals.
Access, correction and deletion requests
A person whose information appears in an approved Peapods email workflow may ask Peapods to provide access to it, correct it, restrict its use or delete it. An authorised internal user may make the same requests concerning their account and interaction information from the WhatsApp workflow.
Email info@peapodselc.co.uk with the subject “Data request”.
To help Peapods locate the information, provide only your name, your relationship to Peapods, whether the request concerns email or the internal WhatsApp workflow, the email address or authorised telephone number involved, the approximate date and a short description of the request.
Please do not send identity documents, passwords, child records or copies of messages containing sensitive information unless Peapods specifically asks for proportionate information needed to confirm your identity or authority.
Peapods will respond without undue delay and normally within one month. Peapods may require additional time where legally permitted and will explain this within the initial one-month period.
The right to deletion is not absolute. Peapods may retain information where this is required by law or necessary for the establishment, exercise or defence of legal claims. Peapods will explain if a request cannot be fulfilled in full.
Where required, Peapods will communicate an accepted correction, restriction or deletion request to relevant service providers or other recipients of the information.
