(How we use pupil and parent information)
We record, process and keep personal information about you and your child in accordance with Article 6 of the General Data protection Regulation (GDPR, May 2018): ‘the rights of the data subjects’.
It is a requirement of our registration with the Information Commissioners Office (ICO) to provide you with information about the details we keep about you and your child/ren
This requirement applies to information we collect in relation to:
Online data processing
Paper data processing
Records we hold about you and your child/ren
We hold 2 different types of records about you and your child:
Development records including:
Information from you
Details about your child’s learning & development at home
A copy of your child’s statutory 2 year progress check
Observations of your child’s learning
Assessments, individual planning & regular progress summaries
Personal records including:
Personal details required by the statutory frameworks and/or the Local Authority for funding purposes
Contractual details including your contact details and records of your child’s health and care needs
Emergency details including your contact details and records of your child’s health and care needs
Safeguarding and child protection records
Any records required to support your child such as shared information from other agencies and professionals
What information we need about you and your child/ren
We hold information about you and your child/ren to allow us to comply with the Early Years Foundation Stage (EYFS, 2017) and the Childcare register (2016). Some of the data we process relates to the Early Years Inspection Handbook (2016). Most of the information we collect about you and your child is statutory; when information is optional, we will let you know that you have a choice whether to share it with us or not.
What we do with your data and with whom it is shared
We are required to ensure the information we collect about you and your child/ren is treated confidentially and only shared when there is a need for it to be shared, ideally with your permission in advance of sharing, for example –
We share information with other settings or agencies involved in your child’s care – we are required to do this by the EYFS
We are required to share copy of your child’s 2 year progress check with your health visitor – we are required to do this by the EYFS
We are required to share information with my Local Authority for the purposes of the 2,3 and 4 year old funding offer and any extra funding we might claim for your child (see the Local Authority Privacy Notice for more details)
We share information about income and expenses including, when requested, your invoices and payments with HMRC and Tax credits
Ensuring your data is accurate
Under the GDPR we are required to keep data about you and your child/ren up-to-date and to ensure it is accurate: we will do this regularly. You have the right to access personal data about you and your child/ren and we will share this with you on request to our Head Office.
How long we keep your data
We are required to inform you how long we retain information about you and your child/ren. You will find this in our retention policy which we will share with you before your child/ren starts.
How we delete your data
Online deletion – files held in relation to children an their families on the computer are deleted when no longer required
Paper deletion – files held in paper format, including photos of children, are either handed to parents when the child leaves or goes to school or shredded when no longer required.
How you can make a complaint
We are required to inform you about how you can make a complaint relating to a data breach or if you think we are not processing your data appropriately.
Complaining to Ofsted – Ofsted can be contacted in the following ways: email – firstname.lastname@example.org; phone -0300 123 1231
Complaining to ICO – ifyouare concerned about a data breach, you can contact the Information Commissioners Office – https://ico.org.uk
Online data processing
Computer security includes regularly updated antivirus software and secure password protection (regularly changed)
Electronic equipment – we have computers which are used for business purposes.
Information is stored on the computer in protected files.
Email including e-newsletters and e-invoices – we use Google Mail to process emails and our email provider is Gmail. We keep a copy of your email address on our computers to allow us to process emails quickly: we do not gather statistics or monitor any information
Visiting the website and Facebook – when you visit our website to, for example find a sample menu or look up some information Google analytics collects internet log information and details of visitor behaviour patterns: we do not use this information. We use word press to process our website which might collect anonymous information about your activity on the site: we do not use this information.
Our Facebook pages are run by Facebook and you can find their privacy notice at https://www.facebook.com/business/gdpr : we do not use any information that they may collate.
Paper data processing
Paper documents relating to your child/ren are stored in a locked cabinet. Some documentation is retained at our Head Office for periods of time but these are also kept in a locked cabinet. Monthly attendance registers are stored in the office and transferred to Head Office when required to be archived.
Paper data includes:
Your child’s learning and development information
Documents for HMRC if requested
Parent – provider contracts
Admission and permission forms
Safeguarding forms relating to your child’s health and safety including injury forms
Emergency contact details
Local Authority funding forms, EYPP and DAF
Parents who are eligible to claim 15 and 30 hours government funded childcare are required to complete a Local Authority ‘Free Early Education Entitlement Parent Declaration’ form. This form includes identifiers such as parent’s names and National Insurance numbers and the child’s personal details and characteristics such as ethnic group. Our nursery is required by the Local Authority and the Department of Education to share information about you and your child in order to confirm your child/rens eligibility for Early Education Funding (EEA) and to claim Early Years Pupil Premium (EYPP) or Disability Access Funding (DAF).
Changes to this Privacy Notice
The privacy notice is reviewed annually and as required.