Last updated: November 6, 2025

1. Introduction

CareLoop Family ("we", "our", "us") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your information when you use our childminding management platform.

We are based in the United Kingdom and comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Data Controller

CareLoop Family is the data controller for the personal data we process. You can contact us at:

3. Information We Collect

Personal Information

• Name, email address, phone number
• Address and contact details
• User account information and preferences
• Payment and billing information

Child Information (with parental consent)

• Child's name, date of birth, and basic details
• Attendance records and care notes
• Daily activity logs and journal entries
• Photos and media (with explicit consent)
• Medical and dietary information (if provided)

Technical Information

• IP address, browser type, and device information
• Usage data and platform interactions
• Cookies and similar tracking technologies

4. Legal Basis for Processing

We process your personal data based on the following legal grounds:

• Contract: To provide our childminding management services
• Consent: For photos, marketing communications, and optional features
• Legitimate interests: For platform security, fraud prevention, and service improvement
• Legal obligation: To comply with childcare regulations and legal requirements

5. How We Use Your Information

• Provide and maintain our childminding management platform
• Process payments and manage billing
• Facilitate communication between childminders and parents
• Generate attendance reports and care summaries
• Send important service updates and notifications
• Improve our services and develop new features
• Ensure platform security and prevent fraud
• Comply with legal and regulatory requirements

6. Data Sharing and Disclosure

We may share your information with:

• Authorized childminders and parents: Within the platform for care coordination
• Service providers: Trusted third-party processors for hosting, payment processing, and email services
• Legal authorities: When required by law or to protect safety
• Professional advisors: Lawyers, accountants, and consultants under confidentiality agreements

We never sell your personal data to third parties.

7. International Transfers

We primarily store and process data within the UK and EU. If data is transferred outside the UK/EU, we ensure appropriate safeguards are in place, including adequacy decisions or standard contractual clauses.

8. Data Retention

We retain personal data for:

• Active accounts: Duration of the service relationship
• Child records: As required by childcare regulations (typically 3-21 years depending on the record type)
• Financial records: 7 years for tax and accounting purposes
• Marketing data: Until consent is withdrawn or data becomes outdated

9. Your Rights

Under UK GDPR, you have the right to:

• Access: Request a copy of your personal data
• Rectification: Correct inaccurate or incomplete data
• Erasure: Request deletion of your data (subject to legal requirements)
• Restriction: Limit how we process your data
• Portability: Receive your data in a structured format
• Objection: Object to processing based on legitimate interests
• Withdraw consent: Where processing is based on consent

To exercise these rights, contact us at privacy@careloopfamily.co.uk. We will respond within one month of receiving your request.

10. Security Measures

We implement appropriate technical and organizational measures to protect your data:

• Encryption of data in transit and at rest
• Regular security assessments and updates
• Access controls and user authentication
• Staff training on data protection
• Incident response procedures

11. Children's Privacy

We take special care with children's data. We only process children's personal data with explicit parental consent and for the specific purpose of providing childcare services. Parents can withdraw consent and request deletion of their child's data at any time.

12. Cookies and Tracking

We use cookies and similar technologies to improve your experience. See our Cookie Policy for detailed information.

13. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of significant changes by email or through the platform. Continued use of our services after changes constitutes acceptance.

14. Complaints

If you have concerns about how we handle your data, please contact us first. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO):

15. Contact Us

For any questions about this Privacy Policy or our data practices, please contact us: