kiddleydivey limited – privacy statement

Who we are.

Kiddleydivey Limited and its franchises throughout England and Wales specialise in providing music based activities to young children in nursery, school, party and community settings and, to adults in care, healthcare, learning disability and community settings. Our business works through a network of trained licensed teams and franchisees operating within their own territories and, working to the business model, vision and ethics of Kiddleydivey which was established in 1996 and which became incorporated as a limited company in 1999.

Kiddleydivey Limited, its licensed operators and franchisees are committed to ensuring that when we handle and process personal information, that we do so because we have a ‘legitimate interest’ in handling and processing personal data – in line with the European Union General Data Protection Regulations 2018 (GDPR), the Data Protection Act 1998 and other relevant legislation.

Your rights

You have the right to request access to the personal data we hold, have it rectified or erased and to be informed as to how long we will hold the information

You have the right to withdraw any consent that you have provided at any time and, you have the right to withdraw your consent for us to hold your personal information for direct marketing

To exercise your right, you need simply to notify Kiddleydivey Limited, a relevant franchisee or licensee of your wish in writing and we will process your request.

We will ask you to verify your identity. If we are unable to comply with your request, we will notify you together with the reason why.

If we hold personal information on you and, you are agreeable to us doing so, we would ask you to assist us by ensuring that your personal data is up to date.

When do we collect your personal data?

We collect and process personal data through a variety of contacts with our service users and clients. Those contacts might be directly with staff and officers at Kiddleydivey Limited or, through our licensed team members, franchisees, contractors and employees and associates working with the Kiddleydivey group.

The sources of information include, but are not exclusive to, personal contact and discussion, phone calls, email, social media, our website through email, social media, phone.

Information may be obtained during contacts through correspondence which may be for a number of reasons including advertising our products and services; entering an agreement to receive our products and services; making an agreement as a parent, carer, guardian, power of attorney, nursey or school group manager or nursing or care home manager or other authority so that our products and services may be supplied and delivered to another person; or you may be a supplier with whom we wish to interact with for the purpose of developing and maintaining our business.

When providing personal data to Kiddleydivey Limited, its officers, licensed team members, franchisees, contractors, and associates, it is your responsibility to ensure that you have obtained consent from individuals for us to collect and process their data.

What data do we collect and process?

We may collect information such as the name, title, job role, company name, telephone or mobile contact number, email address and postal address of those we are in dialogue with, or with whom we have an agreement with, to supply or receive products and services

Working with young children in our groups, we may collect and process the name, date of birth, gender and address of the young people we work with in our open community class and party settings. We may retain and process the name and gender of each young person we work with in our nursery, school and pre-school groups. We may collect the name, the signature of, the contact details (including the telephone number, mobile phone number, email address and postal address) of parents, carers, guardians and responsible adults of each young person we work with in our open community class and party settings. We may retain and process the address of the nursery, school or pre-school of each young person we work with, together with contact details (including telephone, mobile phone, email address and postal address for the pre-school, school or nursery client contact.

Working with adults, we may collect and process the name, gender, and contact details (including telephone, mobile phone, email address and postal address) of the adults we work with in our open community class and party settings. We may retain and process the name and gender of adult we work with in care and care home settings. We may collect (if relevant) the name, the signature of, the contact details (including the telephone number, mobile phone number, email address and postal address) of parents, carers, guardians and responsible adults of each adult we work with in our open community class and party settings. We may retain and process the address of the care and care home setting that each adult we work with is in when we deliver our products and services to them, together with contact details (including telephone, mobile phone, email address and postal address for the care home or care setting we deliver our products and services in.

How long do we keep your data?

Kiddleydivey are committed to using your data for legitimate purposes only. Due to legal, contractual and audit reasons, we may keep data for as long as the law requires it and, for as long as is reasonable and for no longer.

For example, personal details of a client contact may be retained and processed in an invoice and this would be required to be retained in accordance with HM Revenue and Customs requirements for several years for audit. in the event that we recorded an incident occurring in one of our sessions, we would be legally required to record that incident and the details of who was involved, and retain that information for a several years against future enquiry.

How we use and share your personal data

Kiddleydivey will use your data legitimately.

We may record the provision of contracted products and services to, and from others. We may use, record and share information with our teams, employees, contractors, and Kiddleydivey Head Office for the purpose of administrating, recording and delivering our contracted products and services and monitoring and auditing each of our franchisees, licensed operators, employees, contractors and associates delivery of Kiddleydivey products and services.

This enables us to review and monitor our services, our quality of supply, our supplier chain, our training requirements, our franchisees and licensed operators conformity to our exacting standards and allows us to continuously improve our products and services for clients.

From time to time, Kiddleydivey refresh and renew their marketing materials and advertising literature. In doing so we like to use video and images of our products and services being received by young people and adults in a fun setting where the benefits of our products and services can be seen. We may, for example, use this material on our website, in social media, in advertising literature and marketing brochures. We will only use personal data in this way where express written informed consent has been obtained from the person whose personal information is being shared, or where that person is unable to give informed consent (perhaps either through age or underlying condition), then the express written informed consent of the person’s parent, guardian, carer, or other responsible person. It is your responsibility to ensure that if you are giving express written informed consent on behalf of another person that you have the lawful authority to provide that information. If you are in any doubt whatsoever, you should not give consent without obtaining formal legal advice.

Other than for legitimate marketing and business promotion purposes as outlined above – following express, informed written consent, Kiddleydivey will not share your personal information with anyone other than the individual, the client, parent, guardian, carer or other responsible person (as relevant), or the supplier who supplied us the information, our employees, trusted contractors and licensed operators, franchisees and we will only share information with 3rd parties as required by law.

How we process and protect your personal data.

Kiddleydivey Limited have systems and procedures in place to protect your information from unauthorised access.

Each franchisee, licensed operator, employee, contractor, and associate is responsible for the security of all personal data that they retain and process. When not actively using the information, they will retain all personal data that is recorded on paper, or in a form of written documentation under lock and key in a secure location.

Electronic data stored on devices such as a desktop computer, laptop, Ipad or SMART phone will be stored in such a way as to be secure at all times with all devices being password protected

No unauthorised access to personal data howsoever stored and used will be permitted.

Each franchisee and licensed operator is required to share basic details of care, care home, nursery, school and pre-school settings they deliver products and services to, and where those products and services have been terminated with Kiddleydivey head office. Information shared may include the client contact name, contact details including the telephone or mobile phone number, email and postal address and address at which products and services have been provided. Except in exceptional circumstances, no personal data on service users of the care setting/client contact in such settings will be shared with Kiddleydivey head office. Exceptions to this might be where an incident occurs to a young person or adult in one of our sessions. In such a situation full details of the incident and details of those involved or affected, including witnesses will be recorded and shared with Kiddleydivey head office so that the incident may be properly managed, investigated and acted upon.

Data and Barring Service requirement for prospective franchisees, licensed operators, employees, and contractors

For the protection of young people. In delivering products and services to young people, we are required by law to ensure that all of our officers, franchisees, licensed operators, employees and contractors who are engaged with young people are not barred from doing so by reason of previous criminal conviction or formal entry onto a barred persons list. In applying to be engaged by Kiddleydivey Limited, its franchisees or licensed operators, you accept that you will be sharing with us personal data about yourself and that we will, through Kiddleydivey Limited make the necessary enquiries for an enhanced check with the Disclosure and Barring Service (DBS). The results of those enquiries will be shared between the DBS and Kiddleydivey Limited, its officers and employees, and where relevant, the initiating franchisee or licensed operator. The results of any enquiry will disclose from the DBS whether or not there is an entry which will preclude an offer of a franchise, employment or contracting services from Kiddleydivey Limited, its franchisees or licensed operators. A record of those enquiries will be retained on the online secure access portal Kiddleydivey Limited use to submit requests to the DBS.

For the protection of adults. In delivering products and services to adults, we are required by law to ensure that all of our officers, franchisees, licensed operators, employees and contractors who are engaged with adults are a fit and proper person. In working with the elderly, there is currently no legal requirement for Kiddleydivey Limited, its officers, employees, contractors, franchisees or licensed operators to be checked with the DBS. This is because at no time are any of the Kiddleydivey team acting in a capacity which requires such a check to be made. Some care settings require that those providing products and services to their clients must have a basic DBS check completed. A basic DBS check is something that an individual person can apply for on their own behalf. Kiddleydivey Limited are not permitted by law to make such an application on behalf of another or, to make an enhanced DBS application in respect of working with adults. It will for each franchisee, licensed operator, employee or contractor working in adult settings to make their own application if they wish to do so and to share it with whomsoever they wish.

Kiddleydivey Limited, to protect the brand, the interests of the company, its franchisees and service users reserves the right not to extend a franchise, licence to operate, offer of employment or contracted service to operate Kiddleydivey products and services to any person who makes application to be considered to offer products and services to the elderly and who refuses to share the results of the basic DBS with the relevant franchisee, licensee or Kiddleydivey Limited officer.

Challenges to this policy should be made to Kiddleydivey Limited

Dated 28th May 2018