Privacy Policy

1. Controller

The controller for this website and the related digital areas is:

SPACEYS Kindergärten GmbH, Greifenhagener Str. 35, 10437 Berlin, Germany

Phone: +49 30 36 46 56 13, email: info@spaceys.de

For privacy questions, please contact the management or administration at info@spaceys.de.

2. General information

We process personal data only where this is necessary for operating the website, communicating with parents, handling registrations, providing the parent portal or managing childcare-related processes.

The legal bases include Art. 6(1)(b) GDPR for pre-contractual and contractual processes, Art. 6(1)(f) GDPR for legitimate interests in secure operation, Art. 6(1)(a) GDPR for consent and Art. 6(1)(c) GDPR for legal obligations.

Where special categories of personal data are involved, for example health information in questionnaires or allergy information, processing takes place only where this is necessary for care, protection and organisation or where explicit consent has been given.

3. Visiting the website

When the website is accessed, technically necessary data is processed so that the page can be displayed and operated securely. This may include IP address, date and time, requested page, browser, operating system and technical access data.

This data is used for technical operation, troubleshooting and website security. We do not use it for advertising analysis.

4. Language, cookies and automatic translation

A cookie may be stored for the German/English language choice so that the selected language remains available on the next visit.

Additional languages can be used via the plus function with Google Translate. A Google service is integrated for this purpose. Google may process technical data, cookies and usage information. The German version of our texts is legally binding.

Technically necessary session cookies may also be used for login areas. We do not use advertising cookies or marketing tracking.

5. Contact

If you contact us by phone, email or linked contact options, we process the data you provide, such as name, email address, phone number and message content.

We use this data to answer your request and handle the communication.

6. Child registration

Interested parents can use the registration form to register one or more children for a place at SPACEYS.

We process parent details, optional second parent details, contact details, address, phone number, email address, child name, date of birth, desired start date, voucher status, voucher number, message and privacy confirmation.

The data is submitted and stored only at the end of the form. The SPACEYS team also receives an email with the registration data so that the request can be processed.

7. Internal parent portal

Parents with an existing account can log in to the protected parent portal.

We process account data, email address, password hash, reset token, login status, SHORTIES/KIDDIES group assignment, family and child data and information on which parent information or galleries have been read or opened.

The parent portal is used for secure communication between SPACEYS and parents and for providing information, appointments, documents and galleries.

8. Documents and uploads

Documents can be provided by SPACEYS and downloaded by parents. Parents can also upload their own documents to SPACEYS.

We process file name, file type, file size, upload time, related account, document title, notes and technical information on opening or downloading.

Documents may include contracts, questionnaires, evidence, images or other records. Depending on the content, they may contain sensitive data.

9. Calendar, parent information and read status

We provide appointments, parent information and organisational notes in the parent portal.

To keep important information traceable, it may be stored whether a parent account has read or archived a message.

Appointments may be visible to all parents, only SHORTIES or only KIDDIES.

10. Galleries and videos

Protected galleries with photos and videos may be provided in the parent portal, for example from events or shared activities.

Galleries are visible only to authorised accounts and may be limited to certain groups.

When gallery ZIP files are downloaded, it may be stored that a download took place on a certain day. This is used for technical limitation and protection against excessive downloads.

11. InfoBot / chat

The InfoBot answers simple questions about SPACEYS, registration, concept and contact.

Inputs are processed in the browser to show a matching prepared answer. The InfoBot does not replace binding advice or confirmation of a place.

Please do not enter sensitive data in the InfoBot. For place requests, please use the registration form or contact us directly.

12. Admin and educator area

Protected internal areas are available for administration, management and educators.

Depending on the role, registrations, parent accounts, appointments, parent information, galleries, documents, templates, standard documents, system data and email settings are managed there.

Access is role-based. Admins have broader rights than educators.

13. Email sending

Emails may be sent for registrations, password links, parent information and document notices.

Email address, name, subject, message text and technical sending data are processed for this purpose.

14. Recipients and service providers

Personal data is shared only where this is necessary for operation, communication, childcare, administration or legal obligations.

Recipients may include hosting providers, email service providers, technical maintenance, tax advisors, authorities or other legally required recipients.

When Google Translate is used, data may be transmitted to Google.

15. Storage period and deletion

We store personal data only as long as necessary for the respective purposes or where statutory retention periods apply.

Registrations, parent accounts, documents, galleries and internal entries can be marked active or inactive.

Deletion and cleanup rules for inactive or no longer required data are prepared in the system. Preview, backup and logging should be used before final deletion.

16. Your rights

Under the GDPR, you have the right of access, rectification, erasure, restriction of processing, data portability and objection.

Where processing is based on consent, you may withdraw that consent at any time with effect for the future.

You also have the right to lodge a complaint with a data protection supervisory authority. In Berlin, this is the Berlin Commissioner for Data Protection and Freedom of Information.

17. Security

We take technical and organisational measures to protect personal data against unauthorised access, loss, alteration or misuse.

This includes protected login areas, role-based access, server-side checks, password hashes and organisational restrictions on data access.

18. Updates

We update this privacy information if functions, service providers, technical processes or legal requirements change.

The current version is available on this page.