Impact Early Years™

Effective Date: Wednesday 13th May 2026

Introduction

Welcome to Impact Early Years™ (“we”, “our”, or “us”). This Privacy Policy explains how we collect, use, store, and protect personal information when you visit our website and use the Impact Early Years™ platform.

Impact Early Years™ is designed to reduce paperwork, simplify processes, and support early years settings in maintaining high standards of care, education, safeguarding, and compliance. Whether managing a single setting or multiple locations, the platform helps teams stay organised while keeping important information secure.

We understand the responsibility that comes with handling sensitive information, particularly where children and safeguarding are concerned. Protecting personal data and maintaining confidentiality is extremely important to us.

By using our website or platform, you agree to the terms of this Privacy Policy.

1. Information We Collect

A. Information Collected Through Our Website

When you visit our website, we may collect the following information:

Personal Information

When you contact us, book a discovery call, complete a form, or subscribe to updates, we may collect:

  • Your name
  • Email address
  • Telephone number
  • The name and address of your early years setting

Cookies and Analytics

We use cookies and similar technologies to improve website functionality, understand how visitors use our website, and enhance user experience.

Device and Technical Information

When browsing our website, we may collect:

  • IP address
  • Browser type
  • Device information
  • Pages visited and usage activity

This information helps us analyse website performance, improve security, and better understand visitor trends.

B. Information Stored Within the Platform

The Impact Early Years™ platform may store information relating to staff members, children, parents or carers, safeguarding records, and operational compliance.

Some information stored within the platform may be considered sensitive or special category data under UK data protection legislation.

Staff Information

This may include:

  • Names and contact details
  • Dates of birth
  • Home addresses
  • Employment details and job roles
  • DBS information
  • Qualifications and training certificates
  • Supervision and return-to-work records
  • Emergency contact details
  • Notes and uploaded documents relevant to employment or compliance

Child Information

This may include:

  • Child and parent/carer contact information
  • Attendance records
  • Dietary or medical information
  • SEND, EAL, EYPP, and DAF information
  • Developmental learning journeys
  • Progress Check at Two records
  • Information relating to safeguarding, vulnerabilities, or barriers to learning
  • Cause for Concern logs
  • Uploaded documents and supporting records
  • Account and Usage Information

We may also collect:

  • User account details and login information
  • Platform usage information and activity logs
  • Preferences and interactions within the platform
  • Customer support enquiries and technical support records

Billing Information

Where subscriptions or payments are processed by a third-party provider, payment information is handled securely by that provider. We do not store full payment card details but may receive confirmation of payment or subscription status.

2. How We Use Information

Information collected through the website and platform is used to:

  • Provide and manage user accounts
  • Support safeguarding and child welfare
  • Manage staff records and compliance
  • Record qualifications, training, and supervision
  • Track children’s development and progress
  • Maintain operational and attendance records
  • Provide technical support and resolve issues
  • Analyse platform performance and improve services
  • Respond to enquiries and customer support requests
  • Send service-related communications and updates
  • Send marketing communications where consent has been provided
  • Meet legal, safeguarding, and regulatory responsibilities

Impact Early Years™ only accesses information where necessary to provide support, maintain the service, investigate technical issues, or resolve problems raised by a setting.

3. Access to Information

Access to information within the platform is restricted to authorised users within each setting.

Members of the Impact Early Years™ support team may occasionally need limited access to information in order to:

  • Investigate technical issues
  • Provide customer support
  • Resolve system problems
  • Maintain platform functionality and security

Any access is controlled, restricted, and only carried out where necessary. We do not access records unnecessarily, and all information is treated confidentially.

4. Email Notifications and Communications

To help protect confidential information, email notifications sent by Impact Early Years™ are intentionally limited.

Emails are generally used only to notify users that they need to log in to the platform to review information or complete an action. Sensitive or confidential information is not normally included within email notifications.

This approach helps ensure that personal, safeguarding, and confidential information remains securely stored within the platform and can only be accessed through password-protected user accounts.

Where users have opted in, we may also send newsletters, product updates, or marketing communications. Users can unsubscribe from marketing emails at any time.

5. Data Sharing and Third Parties

We do not sell personal data.

However, we may share information with trusted third parties where necessary, including:

  • Service Providers
  • Third-party providers who support:
  • Website hosting
  • Platform hosting
  • Analytics services
  • Email communications
  • Customer support systems
  • Technical infrastructure and security
  • Payment Providers

Where subscriptions or purchases are processed externally, payment providers manage payment information under their own privacy policies.

Legal and Regulatory Requirements

We may disclose information where required to:

  • Comply with legal obligations
  • Respond to lawful requests
  • Protect our legal rights
  • Safeguard children or vulnerable individuals
  • Prevent fraud, misuse, or security threats

6. Data Security

We take data security seriously and use a range of technical and organisational measures to help protect information stored within the platform.

These measures may include:

  • Secure hosting environments
  • Encrypted connections
  • Password-protected accounts
  • Role-based permissions
  • System monitoring and audit logs
  • Regular software and security updates

While we work hard to protect information, no online service can guarantee absolute security at all times.

7. Your Rights

Depending on your location and applicable data protection laws, you may have rights to:

  • Request access to personal data
  • Request correction of inaccurate information
  • Request deletion of personal data where appropriate
  • Restrict or object to certain processing activities
  • Withdraw consent for marketing communications
  • Request a copy of information held about you
  • Manage cookie preferences through browser settings
  • Requests relating to personal data can be made using the contact details below.

8. Data Retention

We retain information only for as long as necessary to:

  • Provide the platform and services
  • Meet legal, safeguarding, and regulatory obligations
  • Resolve disputes and enforce agreements
  • Maintain secure backup and audit records
  • When information is no longer required, it will be securely deleted or anonymised where appropriate, this is done either upon request or 3 months after a cancelled subscription.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, legal requirements, or platform functionality.

The latest version will always be available on our website, and continued use of the website or platform confirms acceptance of any updates.

10. Contact Us

If you have any questions about this Privacy Policy or how information is handled, please contact us:

Impact Early Years™

7 Tollgate Estates, Awbridge, Hampshire, SO51 0HE

Email: admin@impactearlyyears.com

Telephone: 01794 400102