Privacy Policy
Last Updated: August 2026
Please read the key information below to understand how Hearth Childcare collects and protects your family's information.
This page summarises the main points of the full Privacy Policy.
View the Full Privacy Policy (PDF)
Who is responsible for your information?
Hearth Childcare is operated by Holly Muse, trading as Hearth Childcare.
For questions about your information, contact:
What information do I collect?
I collect information needed to provide safe and appropriate childcare.
This may include parent/guardian contact details, emergency contacts, booking information and relevant information about your child, such as routines, allergies, dietary requirements, health or additional needs.
I aim to collect only information that is relevant and necessary for your child's care.
How do I use your information?
I use information to:
-
Provide safe and personalised childcare
-
Manage bookings and payments
-
Communicate with parents/guardians
-
Respond to emergencies
-
Meet safeguarding and legal responsibilities
Different lawful bases may apply depending on how information is used, including contract, legal obligation, legitimate interests, vital interests and consent.
Children's Health Information
Health, allergy, medication and additional-needs information may be special category data.
I may need this information to provide safe care and respond appropriately in an emergency.
Hearth Childcare does not routinely administer medication such as Calpol or ibuprofen.
Who may I share information with?
I do not sell or rent personal information.
Where necessary, relevant information may be shared with service providers such as Wix and payment providers, professional advisers, HMRC or relevant authorities, and emergency, healthcare or safeguarding professionals.
Only information that is relevant and necessary will be shared.
Photographs
Photographs may be taken to provide parents with appropriate updates about their child's day.
Identifiable photographs will only be used publicly, including on the Hearth Childcare website, Facebook or advertising, with appropriate permission.
How do I protect your information?
I take strict technical and organizational steps to protect your data, and I am fully registered with the Information Commissioner’s Office (ICO). This includes holding information on secure cloud databases protected by active Two-Step Verification (2FA), utilizing encrypted personal devices with biometric locks, and ensuring I am the sole administrator with access to your family's records.
Information is only kept for as long as reasonably necessary, taking account of applicable legal, tax, safeguarding and other requirements.
Data Storage, Security, and Retention
Where data is stored: Personal information collected via website forms, enquiries, and bookings is securely processed and stored within Wix databases, protected by active Two-Step Verification (2FA). Payments are handled securely through your connected payment provider, meaning full card details are never stored by Hearth Childcare. Administrative access is strictly restricted to the sole business owner.
How long data is kept (Retention):
Hearth Childcare retains personal data only for as long as necessary to fulfill the purposes it was collected for, including providing childcare, meeting legal and accounting obligations, and satisfying insurance requirements:
-
Childcare & Operational Records: General care, attendance, and contact records are typically retained for up to 3 years after the child has finished their placement with Hearth.
-
Accidents, Medical, & Safeguarding Records: Records relating to significant incidents, specialized medical care, or safeguarding are retained until the child reaches the age of 21 or 25, in alignment with legal limitation periods for civil claims.
-
Financial & Accounting Records: Transaction summaries, invoices, and payment statuses processed via your payment provider are retained for a minimum of 5 years to comply with HMRC tax requirements.
-
Unsuccessful Enquiries: Contact details and form submissions from prospective families who do not proceed with a booking are securely deleted after 12 months.
Deletion Protocol:
Once retention periods expire, physical records are securely shredded and digital files, emails, and database entries are permanently deleted.
Children's Information
Children's information is collected only where it is relevant to their care, safety, wellbeing, legal requirements, emergencies or safeguarding.
I will consider the child's best interests when handling their information.
Marketing
Hearth Childcare may promote its services through its website, social media, Google Business Profile and the voluntary Hearth Parent Community on WhatsApp.
Joining the Parent Community does not give permission for your child's information to be used for marketing.
Your Rights
Depending on the circumstances, you may have rights to access, correct, delete, restrict or object to certain uses of your information, and to withdraw consent where consent is the lawful basis.
Questions or Complaints
If you have any questions or concerns about how Hearth Childcare handles your or your child's information, please contact me first:
I will do my best to answer your questions and resolve any concerns.
If you remain concerned, you can also contact the Information Commissioner's Office (ICO).
Full Privacy Policy
The information above is a summary. The full Privacy Policy contains the complete details about how your information is collected, used, stored, shared and retained.
Hearth Childcare – Contact Us
Email: hearthchildcare@gmail.com
Last updated: August 2026
Next review: January 2027 (Yearly)