Privacy notice

Last updated: 30th October 2026 

1. Who We Are

Flourishing Together is West London's Lead Early Years Stronger Practice Hub, funded by the Department for Education (DfE) as part of the national Early Years Stronger Practice Hubs programme and the government's Best Start in Life strategy. 

We support early years settings and practitioners across: 

• Hillingdon 

• Hounslow 

• Ealing 

• Richmond 

• Kingston 

• Sutton 

Our work includes sharing evidence-informed practice, delivering professional development, connecting practitioners and supporting settings to strengthen outcomes for young children. 

This Privacy Notice explains how we collect, use, store and protect personal information when you engage with Flourishing Together. 

Who is responsible for your information? 

Flourishing Together's local activities are delivered by McMillan Nursery School, which acts as the Data Controller for personal information processed through the Hub. 

As part of the national Early Years Stronger Practice Hubs programme, some information may also be processed by the Department for Education (DfE) under separate arrangements. Further information can be found in the Early Years Stronger Practice Hubs Privacy Statement. 

Where relevant, this notice should be read alongside the DfE notice, as the two documents explain different aspects of how personal information may be used. 

2. Information We Collect

Depending on how you engage with us, we may collect: 

• Your name, job title and organisation or early years setting. 

• Your work email address, telephone number and professional contact details. 

• Your Local Authority area and, where appropriate, setting information such as an Ofsted registration number. 

• Information relating to event bookings, webinars, training sessions and professional development activities. 

• Enquiries, requests for support, communications and feedback. 

• Information about your setting's priorities, professional development needs and engagement with Hub activities. 

• Newsletter subscriptions and communication preferences. 

• Photographs, video recordings and audio recordings where these are used for agreed educational, learning or promotional purposes. 

• Information provided through case studies, testimonials, interviews or other contributions. 

We only collect information that is relevant and necessary for the purpose for which it is being used. 

3. How We Use Your Information

We may use your information to: 

• Manage registrations for events, training, webinars and professional development opportunities. 

• Respond to enquiries and requests for support. 

• Communicate information about Hub activities, resources and opportunities. 

• Send newsletters, updates and invitations where appropriate. 

• Coordinate networks, collaborative projects and targeted support. 

• Understand the needs of the early years sector and improve our offer. 

• Monitor, evaluate and report on the reach and impact of our activities. 

• Share examples of learning and practice through approved case studies, testimonials, photographs and videos. 

• Promote Flourishing Together's work, events, resources and professional development opportunities. 

• Meet legal, safeguarding, contractual and funding requirements. 

Where possible, information used for reporting and evaluation purposes will be anonymised or aggregated so that individuals cannot be identified. 

4. Our Lawful Basis for Processing

We process personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. 

Different activities may rely on different lawful bases. These may include: 

• Public Task – where processing is necessary to carry out activities in the public interest. 

• Legitimate Interests – where processing is necessary for our legitimate organisational purposes, while protecting individuals' rights and freedoms. 

• Contract – where processing is necessary to administer an agreement or provide a service you have requested. 

• Consent – where explicit permission is required, such as for certain photographs, recordings, testimonials or case studies. 

Where we rely on consent, we will explain clearly: 

• what information is being collected; 

• how it will be used; 

• how long it may be retained; and 

• how consent can be withdrawn. 

Participation in optional promotional activities will not be a condition of receiving support, training or services from the Hub. 

5. Photography, Video Recordings and Case Studies

We may take photographs, record video or audio, or create case studies to communicate the work of Flourishing Together and share learning across the early years community. 

This may include: 

• Hub staff, advisers and practitioners. 

• Early years activities and learning environments. 

• Interviews and testimonials. 

• Examples of effective practice. 

• Case studies highlighting experiences, approaches and learning from settings.  

Photographs, recordings and case studies may be used across: 

• Our website. 

• Social media channels. 

• Digital newsletters. 

• Training materials. 

• Presentations. 

• Printed publications and promotional materials.  

Children's Images and Recordings 

We take particular care when working with children. 

Before photographing or filming identifiable children, we will follow appropriate safeguarding, consent and data protection procedures, including obtaining parent or guardian permission where required. 

We will avoid using children's names or other identifying information alongside images unless this has been specifically authorised and is appropriate for the intended purpose. 

Where applicable, permission from the setting and permission from parents or guardians will be treated as separate requirements. 

Storage and Security 

Photographs, videos and recordings are stored securely using approved systems, including authorised work devices and the Hub's secure Microsoft SharePoint environment. 

Access is limited to authorised personnel who require access for their role. 

Use and Sharing 

Images and recordings will only be used for the purposes explained when permission is requested. 

Local promotional photographs, videos and case studies are managed separately from information collected for national programme reporting and will not be shared for additional purposes without appropriate consideration and, where necessary, further consent. 

Please note that once content is published online, it may be copied, downloaded or shared by third parties. While we can remove content from channels we control, we cannot guarantee the removal of copies held elsewhere. 

6. Who We Share Information With

We only share personal information where there is a lawful and appropriate reason to do so. 

Depending on the activity, information may be shared with: 

• The Department for Education and its appointed delivery partners where required for programme administration, monitoring or evaluation. 

• Local Authorities where appropriate to coordinate support or communicate relevant opportunities. 

• Other Early Years Stronger Practice Hubs when jointly delivering events, networks or training. 

• Organisations commissioned to support Hub delivery. 

• Approved service providers supporting activities such as event registration, communications, website hosting, IT support and secure data storage. 

• Regulatory, safeguarding or law enforcement authorities where disclosure is required by law or necessary to protect individuals. 

We use Microsoft 365 services, including Outlook, Teams, Forms, SharePoint and Power Automate, to administer events, registrations, communications and secure data storage. 

We only share the information necessary for the relevant purpose and apply appropriate safeguards to protect personal information. 

7. Newsletters and Communications

If you subscribe to our mailing list, we may send information about: 

• Training and professional development opportunities. 

• Events, webinars and network meetings. 

• Resources and evidence-informed practice. 

• Relevant funding opportunities. 

• Hub news, updates and activities. 

You can unsubscribe from marketing communications at any time using the unsubscribe link provided in our emails or by contacting us directly. 

Please note that opting out of marketing communications does not prevent us from sending essential administrative information relating to an event, booking or service you have requested. 

8. Website Usage Information

When you visit our website, we may automatically collect limited technical information, including: 

• IP address. 

• Browser type. 

• Device information. 

• Website pages visited. 

This information helps us understand how our website is used, improve performance and enhance user experience. 

Where cookies or analytics tools are used, additional information will be provided through our Cookie Notice. 

9. How Long We Keep Information

We retain personal information only for as long as necessary for the purpose for which it was collected and in accordance with legal, contractual, funding and organisational requirements. 

Retention periods may vary depending on the type of information involved, including: 

• Contact details. 

• Event registrations. 

• Newsletter subscriptions. 

• Consent records. 

• Photographs and recordings. 

• Published promotional materials. 

When information is no longer required, it will be securely deleted or anonymised. 

10. International Transfers

Some of our approved systems and service providers may process information outside the United Kingdom. 

Where this occurs, we will ensure appropriate safeguards are in place in accordance with UK data protection law to protect personal information. 

11. Keeping Information Secure

We take appropriate technical and organisational measures to protect personal information from unauthorised access, loss, misuse, alteration or disclosure. 

These measures include: 

• Secure devices and systems. 

• Restricted access permissions. 

• Approved storage platforms. 

• Security monitoring and controls. 

• Procedures for secure deletion of information. 

Access is limited to authorised individuals who require information to carry out their responsibilities. 

12. Your Rights

Under UK data protection law, you may have the right to: 

• Be informed about how your information is used. 

• Request access to information we hold about you. 

• Request correction of inaccurate or incomplete information. 

• Request deletion of information in certain circumstances. 

• Request restriction of processing in certain circumstances. 

• Object to particular types of processing. 

• Request transfer of information where data portability applies. 

• Withdraw consent where consent is the basis for processing. 

These rights are subject to certain legal exemptions and conditions. 

13. Contact Us

If you have any questions about this Privacy Notice, how we use personal information, or wish to exercise your rights, please contact: 

Flourishing Together West London Early Years Stronger Practice Hub 
Data Controller: McMillan Nursery School 
Contact: Shabana Aslam-Mahmood 
Email: hello@flourishingtogethersph.org.uk 

14. Complaints

If you have concerns about how we have handled your personal information, please contact us first so that we can investigate and resolve the issue. 

You also have the right to complain to the Information Commissioner's Office (ICO). 

Website: https://ico.org.uk/ 
Telephone: 0303 123 1113 

Where your concern relates to information processed by the Department for Education as part of the national Stronger Practice Hubs programme, you may also follow the complaints process outlined in the DfE Privacy Statement. 

15. Changes to This Privacy Notice

We may update this Privacy Notice from time to time to reflect changes to our services, systems, legal requirements or organisational responsibilities. 

The most recent version will always be available on our website. We encourage visitors to review this notice periodically to stay informed about how personal information is used and protected. 

Last updated: 30th October 2026

contact us: hello@flourishingtogethersph.org.uk