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Privacy Notice

Website Privacy

This Privacy Notice tells you about My Learning Journey ("MLJ") a collaboration between nursery practitioners and web developers with a shared passion for improving child and worker experience in nurseries within Scotland and beyond, with our registered office at: 

32 Innewan Gardens, Bankfoot, Perth, PH1 4AL

"we" or "us" or "our" means MLJ;
"you" or "your" means a party that visits and/ or uses the Website.

"Website" means the whole or any part of the website controlled or operated by MLJ and located at or any other MLJ controlled domain name (such as the website, or sites that we are contractually in partnership with to provide a service on our behalf. This website is currently operated by Inspire IT Services Ltd (SC346614).  

We take your privacy seriously and we ask that you read this privacy notice carefully, as it contains important information about:

  • The personal information we might collect about you
  • What we might do with your personal information
  • Who your personal information might be shared with


Who we are

My Learning Journey is a collaboration between nursery practitioners and web developers with a shared passion for improving child and worker experience in the nurseries in Scotland and beyond. Our directors have been working together for over 5 years and decided to embark together on the adventure of developing the 'My Learning Journey' system.  

MLJ is registered as a data controller with the Information Commissioner's Office (ICO) for the United Kingdom. Our registration number is: SC346614.

As the data controller of the personal information we collect from you, we are responsible for how we collect, store and use your personal information.  It means we have to comply with data protection laws, i.e. The Data Protection Act 2018 (DPA2018) and the General Data Protection Regulation (GDPR).

'Personal information' is anything which enables us to identify you in some way: 

  • your name, your date of birth, your ‘phone number, your image etc.  

In addition to ‘Personal Information’ there is 'Special Category'  (sensitive) personal information that concerns your:

  • racial or ethnic origin, political opinions, religious beliefs, sexual life, physical or mental health, trade union activities or details of any criminal offences.

You may be asked to provide personal information through the Website. If you provide any personal information to us, we shall at all times comply with the DPA2018 and the GDPR.


When we collect information

When you visit our website, we collect personal information when you:

  • Book a 'Free Demo' with us
  • Complete our online 'Contact Us' form;
  • Create, or use, a 'Login for Parents', log in to that account, and provide any information to us through our website;
  • Create, or use, a 'Login for Nurseries', log in to that account, and provide any information to us through our website; 
  • Submit an email to us using one of the email addresses featured on our websites

We don't want there to be any surprises or worries for you and we will not use your personal data for any purpose that you wouldn't reasonably expect under the circumstances.


We may also collect information about you via the use of Cookies.  
A cookie is a small text file that is placed on to your computer (or other access device) when you visit our website.  We use cookie files for analytics purposes to gather statistical information on your use of our website. The information we obtain from our use of cookies will not usually contain your personal information. Although we may obtain information about your computer or other access device, such as your IP address, your browser and / or other internet log information, this will not usually identify you personally.

The table below provides more information about the cookies we use and why:

Name of Cookie


Purpose of Cookie

Google Analytics

Google Inc.

Google Analytics is a web analytics service that sets cookies in order to allow us to evaluate and report on the use of our website. It is widely used across the web and all data is anonymised meaning the cookies carry no personally identifiable information. It provides us with information about how you used our website e.g. how long you stayed on the website, the average number of pages viewed and also tells us how many visitors we have had.

If you do not want to accept cookies, you can change your browser settings so that cookies are not accepted. If you do this, please be aware that you may lose some of the functionality of this website.


MLJ may send surveys to ascertain either Parent or Nursery Staff feedback regarding our service(s). Consent is not required to undertake this activity under data protection law. Completion of any survey is purely voluntary. Any information provided can be anonymous, unless you choose to provide your name or other personal information. If you do, we will only use it for the purpose of further clarification or feedback and will delete it in line with our data retention periods.


We will never use your personal details for any other reason other than the reasons stated. We won’t sell or pass them on to a third party for marketing or commercial reasons. We will only contact you to promote our work, our events or any other promotional activity if we have your consent to do so.


We will only use your / your child’s image/video on our website and social media if you have given us consent. If you no longer wish your image/video to be used*, please contact:

My Learning Journey Division
Inspire Digital
Lawgrove Place
Inspire House
Almond Studios

01738 700006

* Please be aware, that in the event you decide to withdraw or revoke consent, we will remove your image/video from our websites and/or our own online publications. We will NOT be able to remove your details from already printed and/or distributed materials. Equally, we will not be able to remove your details from other Social Media channels over which we have no control.


Why we use this information

We use such personal information to:

  • Provide you with the service(s) that you have requested from us;
  • Providing and managing your account;
  • Communicate with you, including in response to any of your enquiries;
  • Improve our services and respond to changing needs;
  • Handle and resolve complaints made by / against you; and
  • Keep the personal information that we hold about you accurate and up-to-date (if you have provided any new or updated personal information to us via the website); and
  • Supplying you with emails that you have opted into (you may unsubscribe or opt-out at any time by clicking on the 'unsubscribe' link at the bottom of each email)

We may not be able to provide the above services to you if you do not provide us with sufficient personal information to allow us to do so. 

If you make a request for further information, on or through the Website, the data submitted by you as part of such request will only be retained by us as long as necessary in order to respond to your query.


Our legal bases for processing your personal information

Data protection laws require us to have a legal reason for collecting, storing and using your personal information.

In some circumstances, we may rely on your consent as the legal basis.  

By providing us with your personal information, personal information relating to your child(ren) and sensitive personal information (relating to your child's health, religious or other beliefs) or the personal information and sensitive personal information of a family member or other person it relates to, via our website, you:

  • Consent to it being used by us as described within the 'when we collect information' section above.

You have the right to withdraw your consent to us storing and using your and/or their personal information and sensitive personal information by contacting us, unless you have entered into a contract with us.
Once you have withdrawn your consent, we will no longer use your personal information and sensitive personal information for the purpose(s) set out within the 'when we collect information' section of this notice, which you originally agreed to, unless we have another legal reason for doing so.

Our other legal reasons for holding and using your personal information are:

  • (As a Data Processor and Controller) contractual you and us, you and nurseries and nurseries and us;
  • Legal obligations which apply to us as an organisational entity;
  • Protection of your (or your child's(ren's) vital interests; and
  • Our legitimate interests –in handling and using your personal information, including sharing it with our service providers ('who we share it with'), for the purposes described within the 'when we collect information' section of this notice. – unless such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.


Who we share it with

We may share your personal information with the following organisations for the purposes described within the 'when we collect information' section of this notice:

  • Participating nurseries who contract us to provide a service to you;
  • Partner organisations we are authorised or required by our Data Controllers to share data with for analysis and/or auditing purposes;
  • organisations providing advice and support; and
  • In certain circumstances, we may be legally required to share certain data, which may include your personal data, for example, where we are involved in legal proceedings, where we are complying with legal requirements, a court order, or a governmental authority / Government(s) where required (Scottish and UK).
  • We sometimes receive external funding and/or grants to facilitate the services described above, expenditure has to be justified and some statistical reporting might also be required by our funders and/or local councils – this will usually be anonymised so you can't be identified from it;
  • We may expand or reduce our business and this may involve the sale and/or the transfer of control of all, or part of, our business. Any personal data that you have provided will, where it is relevant to any part of our business that is being transferred, be transferred along with that part and the new owner or newly controlling party will, under the terms of this privacy notice, be permitted to use that data only for the same purposes for which it was originally collected by us.


How long do we keep it

We will only keep your personal information for as long as we need to for the purpose(s) described within the 'when we collect information' section of this notice, including meeting any legal, accounting, reporting or regulatory requirements.  

More information is contained in our data retention policy, which is available upon request. Details follow later within this privacy notice.


How we keep it secure

The security of your personal information is of paramount importance to us and we use appropriate technical and organisational measures to safeguard your personal information.
However, while we will use reasonable efforts to safeguard your personal information, the use of the Internet is not entirely secure and, for this reason, we cannot guarantee the security of any personal information that is transferred by or to you via the Internet. 
Where we have given you (or where you have chosen) a password which enables you to access certain parts of our website, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.
We also cannot guarantee the security of personal information shared with us via social media. We will NOT share personal information via social media. If you have any concerns about the security of your personal information, please contact us for more information.


The Website may include links to other websites that are not owned or controlled by us.  This privacy notice does not cover the links to third party websites located on the website or websites accessed through any such links and any use of such website by you is at your own risk.

Personal information you provide about somebody else

We understand that there may be situations where you provide us with personal information about somebody else.  In those situations, you confirm that:

  • You are the parent and/or guardian of the other individual;
  • There is a 'power of attorney' agreement in place;
  • You have informed the other individual of our identity and the contents of this notice, including the purposes for which we will use that individual's personal information described within the 'when we collect information' section of this notice; and
  • The other individual has explicitly consented to our use of that individual's personal information for the purposes described within the 'when we collect information' section of this notice.

This notice will apply to our collection, handling and use of the other individual's personal information in the same manner that it applies to your own personal information.

Feedback and complaints

We welcome your feedback on how we store and use your personal information, and this can be sent to our data protection / compliance manager:

My Learning Journey Division, Inspire Digital, Lawgrove Place, Inspire House, Almond Studios, Perth, PH1 3XQ

01738 700006 

Your Rights

You have rights in relation to your personal data and you can ask MLJ to:

  • Provide a copy of your personal data;
  • Correct any mistakes within your personal data;
  • In certain situations; Delete / Erase your personal data;
  • In certain circumstances; Restrict processing of your personal data,  i.e. if you contest the accuracy of the data;
  • In certain situations; Provide you with a copy of the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party, and

You can object:

At any time to your personal data being processed for direct marketing (including profiling);
In other situations, to our continued processing of your personal data,  e.g. processing carried out for the purpose of our legitimate interests.
If you would like to exercise any of these rights, or if you have any concerns about how your personal data is being processed, please contact us and we will do our best to address your concerns.
Your objection (or withdrawal of consent) may mean we cannot perform the services you have requested of us or you may not be able to use the services we offer. We will advise you where this is the case. In certain circumstances even if you withdraw your consent, we may still be able to process your personal information if:

  • required or permitted by law
  • for the purpose of exercising or defending our legal rights
  • meeting our legal and/or any regulatory obligations

Please contact us if you wish to make any of the above requests.  When you make a request, we may ask you for specific information to help us confirm your identity as we are required to take reasonable steps to confirms requesters identities.  You will not normally need to pay a fee when you make any of the above requests, but we may charge a reasonable fee or refuse to comply if your request for access is clearly unfounded or excessive.
You also have the right to complain to the Information Commissioner's Office (ICO), the UK regulator for data protection where you believe any alleged infringement of data protection laws occurred. We would, however, appreciate the chance to deal with your concerns before you approach the Information Commissioner so please contact us in the first instance. 
If you still believe that we have not handled your personal data properly or have not complied with your rights, you can complain to the Information Commissioner.   Contact details are available at:

Updates to this notice

We may update this notice at any time, and you should check occasionally to ensure you are aware of the most recent version that will apply each time you access our website. If we make any significant changes, we will publish a separate banner notice on our website, so this is clear to all visitors.