Privacy Policy
This Privacy Policy explains how EarlyBridge may collect, use, protect and manage personal information provided through this website and during initial enquiries about our services.
1. About this Privacy Policy
EarlyBridge recognises the importance of privacy, particularly where information relates to children, families and developmental support.
This policy explains the types of information that may be collected through the EarlyBridge website, why that information may be needed, how it may be used, and the steps that should be taken to protect it.
The policy is intended to provide clear and accessible information for parents, carers, early-years professionals, partner settings and other visitors to the website.
2. Information we may collect
The information collected will depend on how you interact with EarlyBridge.
Through the website enquiry form, we may ask for basic information such as:
- your name;
- your email address;
- your telephone number, where provided;
- the child's approximate age or age range;
- the nature of your enquiry; and
- any information you choose to include in your message.
Please keep initial enquiries brief
We encourage parents and carers not to send detailed medical records, diagnostic reports, identification documents or other highly sensitive documents through the general website enquiry form.
Where additional information is genuinely required, an appropriate and more secure method of communication should be agreed first.
3. Why we may use your information
Personal information may be used to understand and respond to an enquiry, identify whether the request appears to fall within the scope of EarlyBridge services, and arrange an appropriate next step.
Depending on the nature of the relationship, information may also be used for:
- responding to questions about services;
- arranging an initial discussion or appointment;
- communicating with parents or carers;
- managing service-related correspondence;
- supporting safeguarding responsibilities;
- maintaining appropriate administrative records; and
- meeting applicable legal or professional obligations.
4. Children's information
Information relating to children requires particular care. EarlyBridge's services are concerned with early-years development, which means information about a child may sometimes be relevant to understanding the support being requested.
The general enquiry form is not intended to collect a complete developmental, medical or educational history. Only information that is reasonably necessary for the initial enquiry should be provided.
Where more detailed information is required as part of a service, EarlyBridge should use appropriate procedures for consent, access, secure storage, information sharing and retention.
5. Types of information that may require additional care
Depending on the service being provided, some information may be more sensitive than ordinary contact information. This could potentially include information relating to:
- health or developmental needs;
- special educational needs;
- communication or learning needs;
- safeguarding concerns;
- family circumstances where relevant to support; or
- information provided by other professionals.
Where such information is handled, EarlyBridge should take additional care to ensure that the collection and use is necessary, proportionate and appropriately protected.
6. Lawful and fair use of information
Personal information should only be collected and used where there is an appropriate reason for doing so.
The relevant basis will depend on the circumstances and the nature of the information involved. For example, information may be required in order to respond to a service request, manage an agreed service relationship, meet a legal obligation, protect important interests, or support a legitimate and proportionate business need.
Where consent is the appropriate basis for a particular activity, that consent should be informed and capable of being withdrawn where applicable.
7. How information may be shared
EarlyBridge does not aim to share personal information unnecessarily.
Depending on the circumstances and where appropriate, information may need to be shared with people already involved in supporting a child.
This could include, for example:
- parents or carers;
- nursery practitioners;
- nursery SENCOs;
- health visitors;
- GPs;
- speech and language professionals; or
- other relevant professionals.
Any sharing should have an appropriate purpose and basis, and should take account of confidentiality, consent, safeguarding and applicable legal requirements.
8. Safeguarding and information sharing
Safeguarding responsibilities may sometimes require information to be handled differently from routine service information.
Where there is a genuine safeguarding concern, relevant information may need to be shared with an appropriate professional or authority where permitted or required.
Safeguarding decisions should always be approached carefully, proportionately and in line with relevant procedures.
9. Website enquiries and communication
Information submitted through the website contact form may be used to respond to the person making the enquiry and to understand what type of support is being requested.
Submitting an enquiry does not automatically create a formal service relationship and does not mean that EarlyBridge has accepted responsibility for providing a particular service.
Any next steps, assessment, support programme or service arrangement should be confirmed separately.
10. Data minimisation
EarlyBridge aims to collect only the information that is reasonably needed for a particular purpose.
Parents and carers should not feel that they need to provide every detail of a child's history simply to make an initial enquiry.
Collecting less information at the beginning helps reduce unnecessary exposure of sensitive information and supports a privacy-conscious approach.
11. Data security
Reasonable steps should be taken to protect personal information against accidental loss, inappropriate access, unauthorised disclosure, alteration or misuse.
Security measures may include appropriate account access controls, password protection, secure hosting, restricted access to sensitive records and suitable procedures for handling confidential information.
Access to personal information should be limited to people who genuinely need it for an appropriate purpose.
12. Data retention
Personal information should not be kept indefinitely.
The appropriate retention period will depend on the type of information, why it was collected, whether a service was provided, and any applicable legal, safeguarding or professional requirements.
Information should be reviewed periodically and securely deleted or anonymised when it is no longer reasonably required.
13. Service providers and third parties
A website may rely on third-party providers for services such as website hosting, email delivery, technical support or other operational functions.
Where a third party processes personal information on behalf of EarlyBridge, appropriate consideration should be given to security, confidentiality and data-protection responsibilities.
New technology or service providers should be reviewed before they are introduced where they may affect how personal information is handled.
14. Cookies and browser storage
The EarlyBridge website may use essential browser storage to support basic website functionality, including remembering whether the cookie notice has been acknowledged.
More information is available in the Cookie Policy.
If analytics, advertising or other non-essential tracking technologies are introduced in the future, the relevant privacy and consent information should be updated before those tools are enabled.
15. Your data protection rights
Depending on the circumstances and applicable law, individuals may have rights relating to their personal information.
Access
You may have the right to request information about personal data held about you.
Correction
You may ask for inaccurate or incomplete information to be corrected.
Erasure
In some circumstances, you may ask for personal information to be deleted.
Restriction
In certain circumstances, you may ask for the use of your information to be restricted.
Objection
You may have the right to object to certain types of processing.
Portability
Where applicable, you may have rights relating to receiving or transferring certain information.
The availability of a particular right can depend on the circumstances and the reason the information is being used.
16. Keeping information accurate
EarlyBridge aims to keep relevant personal information accurate and reasonably up to date.
Parents, carers and other individuals are encouraged to notify EarlyBridge if important information provided during an active service relationship changes.
17. International data handling
Where any website, email, hosting or service provider processes information outside the United Kingdom, appropriate consideration should be given to applicable data-protection safeguards.
EarlyBridge should review the relevant arrangements before introducing any provider that materially changes where or how personal information is processed.
18. Complaints or concerns
If you have a concern about how your personal information is being handled, you should contact EarlyBridge in the first instance so the issue can be considered and, where possible, resolved.
Individuals may also have the right to raise a concern with the relevant UK data-protection supervisory authority.
19. Changes to this Privacy Policy
This Privacy Policy may be reviewed and updated as EarlyBridge develops, services change, new technology is introduced or legal and operational requirements change.
Any material updates should be reflected on this page so that visitors can understand the current approach to personal information.
20. Contact EarlyBridge
If you have a question about this Privacy Policy, the use of your information or an existing enquiry, please contact EarlyBridge using the website contact page.
Please avoid sending confidential reports or detailed medical information through the general contact form unless an appropriate method for sharing that information has already been agreed.
Privacy note: this policy describes the intended approach to privacy and information handling for the EarlyBridge website and service. It should be reviewed whenever the service model, technology providers, record-keeping processes or data-protection arrangements change.