1. Who we are

Discovery Experience Ltd (“we”, “us”) provides the Discovery Experience nursery management app and this website. Our registered office is 1 Discovery Lane, London N5 1AA. Company number: [to be added]. ICO registration number: [to be added].

For questions about this policy or your data, email privacy@discoveryexperience.example or write to our Data Protection Lead at the address above.

2. Our role: controller and processor

Nurseries’ data. When a nursery uses our app, the nursery is the controller of the information it records about children, families and staff, and we act as its processor. We only use that information to provide the service under a written data processing agreement. Parents and staff should contact their nursery first about their information.

Our own data. We are the controller for information about our customers’ contacts, website visitors, demo bookings and enquiries.

3. Information we collect

• Website enquiries and demo bookings: name, nursery name, role, email, phone, preferred times and anything you tell us.
• Customer accounts: contact and billing details for the people who manage a nursery’s subscription.
• App data processed for nurseries: for example children’s names, dates of birth, attendance, care logs, observations, health and medication details, accident records, safeguarding records, family contact details, staff records and invoices.
• Technical data: device and browser type, sign-in times and security logs.

4. How we use information and our lawful bases

• To reply to enquiries and arrange demos: legitimate interests.
• To provide and support the app under our contract with a nursery: contract, and as processor on the nursery’s instructions.
• To keep the service secure, prevent misuse and keep audit trails: legitimate interests and legal obligation.
• To send product news to customers who have agreed: consent, which you can withdraw at any time.

Special category data, such as health information and safeguarding records, is processed only on the nursery’s instructions and under the conditions set out in UK GDPR Article 9 and the Data Protection Act 2018, for example for safeguarding children and providing health or social care.

5. Children’s information

We take extra care with information about children. Access inside each nursery is limited by role-based permissions, safeguarding records are restricted to designated staff, and our platform team cannot view children’s records. We never sell personal data or use it for advertising.

6. Who we share information with

We use carefully chosen suppliers (sub-processors) for hosting, email delivery and payments, under contracts that protect your data. A current list is available on request. We may share information where the law requires it, for example with the police or a court.

7. International transfers

We aim to store data in the UK. Where a supplier processes data outside the UK, we use approved safeguards such as the UK International Data Transfer Agreement.

8. How long we keep information

Enquiry and demo information is kept for up to 24 months. App data is kept for as long as the nursery’s contract lasts and then returned or deleted on the nursery’s instructions, subject to legal retention periods that the nursery is responsible for setting (for example for accident and safeguarding records).

9. Your rights

You have rights to access, correct, delete, restrict or object to the use of your information, and to data portability. Where we rely on consent you can withdraw it. To use your rights, contact us or, for app data, your nursery. You can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.

10. Cookies

See our cookie policy.

11. Changes to this policy

We will post any changes on this page and, if they are significant, tell our customers by email.

1. About these terms

These terms apply to the Discovery Experience app and website provided by Discovery Experience Ltd, 1 Discovery Lane, London N5 1AA (“we”). By creating an account or using the service, the nursery (“you”) agrees to them. Staff and parents use the app under their nursery’s account.

2. The service

We provide a web-based nursery management app, including registers, observations, a parent app, safeguarding and incident records, medication, admissions, invoicing, stock, policies and reports. We may improve features over time and will tell you about significant changes.

3. Accounts and access

• You are responsible for who you give access to, their roles and permissions, and keeping sign-in details secure.
• Tell us straight away if you think an account has been misused.
• We may suspend access to protect the service or other customers, and will tell you why.

4. Plans, fees and payment

• Plans are billed monthly in advance. Prices exclude VAT unless stated.
• Each plan has limits on children and staff. You can upgrade at any time; downgrades take effect when your usage fits the new plan.
• If a payment is more than 30 days late, we may pause the service after giving notice.

5. Your data

You own your data. We process it as your processor under our data processing agreement, which forms part of these terms. You are responsible for having a lawful basis for the information you record and for meeting your own obligations, including under the EYFS statutory framework and safeguarding guidance.

6. Acceptable use

You must not use the service unlawfully, upload harmful code, try to access other nurseries’ data, or use the service in a way that could harm children or other users.

7. Availability and support

We aim for the service to be available at all times, apart from planned maintenance, which we will try to schedule outside nursery hours. Support is available by email and phone during our opening hours.

8. Liability

Nothing in these terms limits liability for death or personal injury caused by negligence, fraud, or anything that cannot be limited by law. Otherwise, our total liability in any 12-month period is limited to the fees you paid in that period. We are not liable for indirect losses. The app supports, but does not replace, your professional judgement, policies and statutory duties.

9. Ending the contract

You can cancel at the end of any monthly billing period. We can end the contract with 30 days’ notice, or straight away if you seriously breach these terms. On ending, you can export your data for 30 days, after which we delete it unless the law requires us to keep it.

10. General

These terms are governed by the law of England and Wales, and the courts of England and Wales have jurisdiction. If any part is found unenforceable, the rest still applies.

1. What cookies are

Cookies and similar technologies (such as browser storage) are small files saved on your device.

2. What we use

• Strictly necessary: to keep you signed in to the app, remember your settings such as dark mode, and keep the service secure. These do not need consent.
• Analytics (optional): if we add them, we will ask for your consent first and use privacy-friendly tools.

We do not use advertising cookies.

3. Managing cookies

You can clear cookies and site data in your browser settings at any time. Blocking necessary cookies may stop the app working properly.

1. Separate spaces for every nursery

Each nursery’s information is kept in its own space. Staff and parents only ever see their own nursery, and our platform team sees counts and limited staff details, never children’s records.

2. Permissions for every role

Owners decide what each role can see and do, from registers to safeguarding. Search and reports follow the same rules, and staff must sign in for the day before they can change records.

3. Safeguarding records

Concerns, allegations and whistleblowing records are restricted to designated safeguarding leads and managers. Referrals to LADO and other agencies are recorded with dates, times and who logged them.

4. Sign-in and audit trails

Everyone signs in with their own account. Platform staff use two-step verification, and sensitive changes ask for a password and a reason. Important actions are logged.

5. Hosting and encryption

Data should be encrypted in transit and at rest, hosted in the UK, and backed up daily. [Add your hosting provider and certifications.]

6. Reporting a security issue

Email security@discoveryexperience.example. We will respond within one working day.

1. Our commitment

We want everyone to be able to use Discovery Experience, including people who use screen readers, keyboard navigation, zoom or reduced motion settings. We aim to meet the Web Content Accessibility Guidelines (WCAG) 2.2 at level AA.

2. What we do

• Clear language and large, easy-to-tap buttons
• Light and dark modes, and animations that switch off when you prefer reduced motion
• Keyboard shortcuts, including / to search
• Text alternatives for images

3. Feedback

If you find something hard to use, email hello@discoveryexperience.example or call 020 7946 0000 and we will help.