Effective date: September 2026

 

Business details

 

Business: Tots & Tails Care
Owner and Data Controller: Naomi Ritchie, sole trader
Website: www.tots-tails.com
Email: naomi@tots-tails.com
ICO registration number: ZC089262

Tots & Tails Care is registered with the Information Commissioner’s Office.

 

1. Introduction

Tots & Tails Care respects your privacy and is committed to handling personal information lawfully, fairly and transparently in accordance with the UK General Data Protection Regulation, the Data Protection Act 2018 and other applicable data-protection legislation.

This Privacy Policy explains what information is collected, why it is used, how it is protected and the rights available to you.

 

2. Who this policy applies to

This policy applies to:

• clients and prospective clients;

• parents and legal guardians;

• children receiving care;

• pet owners;

• emergency contacts and authorised collection contacts;

• website visitors; and

• other people who contact or interact with Tots & Tails Care.

Parents, guardians and clients providing another person’s details should make that person aware that their information has been supplied and direct them to this Privacy Policy where appropriate.

 

3. Information collected

Depending on the service requested, Tots & Tails Care may collect:

• names, addresses, telephone numbers and email addresses;

• booking, attendance and service information;

• payment, transaction and invoice records;

• emergency-contact and authorised-collection details;

• home-access information, key details, alarm instructions or access codes;

• information about children’s routines, needs and preferences;

• information about dogs and other pets, including routines, behaviour, feeding, veterinary and safety information;

• photographs and videos where appropriate permission has been provided;

• messages, correspondence, feedback and complaints;

• accident, incident, medication, safeguarding and care records;

• website information such as IP addresses, device information and cookie preferences; and

• any other information reasonably required to respond to an enquiry or provide services safely.

 

4. Children’s information

Information about children is normally supplied by a parent or legal guardian through registration forms, booking forms, messages or conversations.

A child may also provide information directly during care. Such information will be handled in an age-appropriate manner and only used where relevant to their care, safety or welfare.

Tots & Tails Care does not knowingly use children’s personal information for direct marketing or sell it to third parties.

 

5. Special-category information

Health, disability, allergy, medical and certain care information may be classed as special-category personal data and receives additional protection.

Routine special-category information is generally processed:

• with the explicit consent of the parent, guardian or relevant individual; and

• because the information is necessary to provide safe and appropriate care.

In an emergency, relevant information may be used or shared where necessary to protect someone’s vital interests.

Where safeguarding concerns arise, information may be recorded or shared where this is necessary and permitted or required by law to protect a child or another person from harm.

Consent may be withdrawn, but this will not affect processing already carried out lawfully. If essential care or medical information cannot be processed, Tots & Tails Care may be unable to provide the requested service safely.

 

6. How and why information is used

 

Enquiries and booking requests

Information is used to respond to enquiries, discuss requirements, provide quotations and take steps towards arranging a booking.

Lawful basis: Steps requested before entering into a contract and legitimate interests in managing enquiries and operating the business.

 

Providing and managing services

Information is used to provide childcare, dog care and combined care, manage bookings, communicate with clients and follow agreed care instructions.

Lawful basis: Performance of a contract.

 

Safety, emergencies and safeguarding

Information may be used to protect children, animals, clients and others; respond to accidents or emergencies; maintain appropriate records; and raise safeguarding concerns where necessary.

Lawful basis: Contract, legal obligation, legitimate interests in safety and welfare, and vital interests in an emergency. Special-category information is also processed under an appropriate Article 9 condition, as explained above.

 

Payments, accounting and legal records

Information is used to issue invoices, record payments, maintain accounts, respond to disputes and comply with tax, insurance and other legal requirements.

Lawful basis: Contract, legal obligation and legitimate interests in managing the business and establishing or defending legal claims.

 

Photographs, testimonials and social media

Identifiable photographs, videos or testimonials may be used for agreed purposes, including business social-media accounts or the website, where appropriate permission has been obtained.

Lawful basis: Consent.

Consent can be withdrawn for future use by contacting Tots & Tails Care. Withdrawal will not make earlier authorised use unlawful, although reasonable steps will be taken to remove material under the control of Tots & Tails Care where requested.

 

Website operation and analytics

Technical information may be used to operate, secure and improve the website and understand how it is used.

Lawful basis: Legitimate interests for essential security and operation. Consent is used where required for non-essential cookies or analytics.

 

7. Where information comes from

Information may be collected:

• directly from clients, parents, guardians or pet owners;

• from children during the provision of care;

• through the Tots & Tails Care website;

• through Jotform or Microsoft Forms;

• through email, telephone calls, text messages or WhatsApp Business;

• during consultations, bookings and the provision of services;

• from an emergency contact or another person authorised by the client; and

• automatically through website cookies or similar technologies.

 

8. When information must be provided

Certain information is needed to arrange bookings, meet legal or insurance requirements and provide care safely.

Clients are not legally required to make a general enquiry, but failure to provide essential contact, safety, medical, behavioural or care information may mean that Tots & Tails Care cannot accept or continue a booking.

 

9. Sharing information

Personal information is not sold.

Information may be shared only where necessary with:

• emergency services, medical professionals or veterinary professionals;

• safeguarding bodies, local authorities, the police or other authorities where permitted or required by law;

• insurers, legal advisers, accountants or professional advisers;

• payment and banking providers, including Mettle and Monzo;

• website, form, communication and storage providers, including Wix, Jotform, Microsoft and Google;

• WhatsApp or other communication providers used by the client; and

• another person where the client has authorised the disclosure.

Service providers process information according to their own privacy terms and/or contractual data-protection obligations.

Only information reasonably necessary for the relevant purpose will be shared.

 

10. International transfers

Some technology providers, including Wix, Jotform, Microsoft, Google and WhatsApp, may store or process information outside the United Kingdom.

Where personal information is transferred internationally, Tots & Tails Care will take reasonable steps to ensure that an appropriate transfer mechanism is used. This may include UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to approved contractual clauses or another lawful safeguard.

Further information about a provider’s processing locations and safeguards can be found in that provider’s privacy information.

 

11. Storage and security

Information may be stored using:

• Wix;

• Jotform and Microsoft Forms;

• Microsoft 365 and OneDrive;

• Google Drive and associated Google services;

• email and WhatsApp Business;

• Mettle and Monzo;

• password-protected devices; and

• secure paper or digital records where required.

Reasonable technical and organisational measures are used to protect information. These include access controls, passwords, device security, limiting access to information and using reputable service providers.

No electronic system can be guaranteed to be completely secure, but appropriate steps are taken to reduce the risk of accidental loss, misuse, alteration, disclosure or unauthorised access.

 

12. Retention

Information is kept only for as long as it is reasonably required for the purpose for which it was collected and to meet legal, safeguarding, tax, insurance and dispute-resolution requirements.

The following general retention periods apply:

• Unsuccessful enquiries: normally deleted within 12 months of the last meaningful contact.

• Active client and care information: retained while services are being provided and reviewed when the client relationship ends.

• Home-access codes and instructions: removed when no longer needed for an active or upcoming booking.

• Emergency-contact information: retained while the relevant person remains an active client and removed when no longer required.

• Booking, contract and general client records: may be retained for up to six years after the end of the client relationship where required for accounting, insurance, complaints or legal claims.

• Invoices, payments and accounting records: retained for the period required by HM Revenue & Customs and other applicable financial requirements.

• Accident, incident, medication and safeguarding records: retained for the period required by applicable law, insurers and safeguarding guidance. Records concerning a child may need to be retained for longer because of the child’s age and the time limits that may apply to legal claims.

• Photographs, videos and testimonials: retained while permission remains valid and the material continues to serve the agreed purpose. Published material is reviewed periodically and reasonable removal requests will be considered.

• Information connected with a complaint, safeguarding concern, accident or legal dispute: may be retained for longer where necessary to deal with the matter or establish, exercise or defend legal claims.

Information that is no longer required will be securely deleted, destroyed or anonymised.

 

13. Your data-protection rights

Depending on the circumstances, individuals may have the right to:

• be informed about how their information is used;

• request access to their personal information;

• request correction of inaccurate or incomplete information;

• request deletion of information;

• request restriction of processing;

• object to certain processing;

• receive certain information in a portable format;

• withdraw consent at any time where consent is relied upon; and

• challenge a decision based solely on automated processing.

These rights are not absolute and may be limited in certain circumstances, including where information must be retained for legal, safeguarding or insurance purposes.

Requests should be sent to naomi@tots-tails.com. Tots & Tails Care may need to verify the requester’s identity before responding.

There is normally no charge for exercising these rights. Requests will normally be answered within one month, subject to any lawful extension.

 

14. Automated decision-making

Tots & Tails Care does not use personal information to make decisions based solely on automated processing that produce legal or similarly significant effects.

 

15. Cookies

The website may use cookies and similar technologies for essential operation, security, preferences and analytics.

Strictly necessary cookies may be used without consent where permitted by law. Non-essential cookies or similar technologies will only be used where the appropriate consent has been obtained.

Website visitors should be able to accept, reject or manage non-essential cookies through the website’s cookie controls. Preferences can also be changed through browser settings, although disabling essential cookies may affect website functionality.

More detailed information about the cookies used should be available through the website’s cookie settings or cookie notice.

 

16. Complaints

Anyone concerned about the handling of their personal information should contact Tots & Tails Care first so the concern can be investigated:

 

Email: naomi@tots-tails.com

Individuals also have the right to complain to the Information Commissioner’s Office:

Website: www.ico.org.uk/make-a-complaint
Telephone: 0303 123 1113

 

17. Changes to this policy

This Privacy Policy may be updated when business practices, service providers or legal requirements change.

The effective date at the top of the policy will show when it was last updated. Material changes will be communicated where appropriate.

 

18. Contact

For questions, requests or concerns about personal information, contact:

Naomi Ritchie
Tots & Tails Care
Email: naomi@tots-tails.com
Website: www.tots-tails.com