At our setting 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 data subjects”

It is a requirement of my registration with the Information Commissioners Office (ICO)* to provide you with the information about the details we keep about you and your child.

*ICO – https://ico.org.uk/about-the-ico/what-we-do/register-of-data-controllers/

This requirement applies to information I collect in relation to:

• Online data processing
• Paper data processing

We will be asking you for personal data about you and your child in order to deliver a childcare service to you.

We must have a legal basis for collecting this data, and there are six lawful bases:

(a) Consent:

The individual has given clear consent for you to process their personal data for a specific purpose.

(b) Contract:

The processing is necessary for a contract you have with the individual, or because they have asked you to take specific steps before entering into a contract.

(c) Legal obligation:

The processing is necessary for you to comply with the law (not including contractual obligations).

(d) Vital interests:

The processing is necessary to protect someone’s life.

(e) Public task:

The processing is necessary for you to perform a task in the public interest or for your official functions, and the task or function has a clear basis in law.

(f) Legitimate interests:

The processing is necessary for your legitimate interests or the legitimate interests of a third party unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests. (This cannot apply if you are a public authority processing data to perform your official tasks.

Where  we require consent, we will provide a way for you to positively make a decision about the information that you make available and how this is shared.

This information will be collected by us as part of the child’s induction to the setting. We will be asking for this data verbally at our initial meeting and recording it on paper forms. We will ask for this information at regular intervals to keep it updated. We will do this by asking you to complete and return a form when/if it is necessary.

Records and Information, we may hold about you and your child:

Personal Details:

• Child’s name
• Child’s date of birth
• Child’s age
• Child’s address
• Parents’ names, addresses, contact numbers
• Who has parental responsibility for the child
• Emergency contact names, and contact number ensuring their permission
• Child’s doctor’s name and contact number
• Health clinic/health visitor
• Child’s NHS number
• Any allergies/medical history/ requirements
• Information about immunisations
• Whether the child has any special educational needs or disabilities
• Ethnic group
• Religion
• Home language
• Child and/or parents’ National Insurance number

Developmental records including:

• Information from you
• Details about your child’s learning and development at home
• A statutory 2-year progress check (plus a copy)
• Observation of your child’s learning
• Assessments, individual planning and regular progress summaries.

We are required to hold and use this personal data in order to comply with the statutory framework of England/Wales, Ofsted, the Department for Education and my local authority early years team. This data will be used to:

• support your child’s development
• monitor and report on your child’s progress
• share information about activities in our setting
• contact named people in an emergency
• share with other professionals in accordance with legislation
• ensure a contract of service is delivered and maintained
• ensure that our setting receives the statutory funding for which it is eligible.

With your permission this data may be, when necessary, shared with:

• Other professionals supporting your child, for example health visitor, pre-school, nursery and/or school.
• The local authority for the purposes of the 2 and 3-year-old funding and any extra funding I might claim for.
• HMRC relating to income and expenses including, if requested, your invoices and payments.

Ensuring your data is accurate

Under the GPDR we are required to keep data about you and your child 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 and we will share this information with you on request.

How long we keep your data

We are required to inform you how long we retain information about you and your child. You will find this information in my Retention policy which will share with you before your child starts in our care.

How we delete your data

Online deletion – files held in relation to your child and their families on computer are deleted when no longer required

Paper deletion – files held in paper format, including photos of children are either given to parents when the child leaves or goes to school or shredded when no longer required. Please see Retention Policy for more information

How you can make a complaint

We are required to inform you 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 – you can contact them in the following ways:

email – enquiries@ofsted.gov.uk

by phone – 03001231231

Complaining to ICO – you can contact the Information Commissioners Officer if you are concerned about a data breach on –

https://ico.org.uk/for-organisations/report-a-breach/

Online and paper data processing

WhatsApp – We use WhatsApp to send you photos of your child. We keep a copy of your mobile phone number in our contacts to allow us to do this.

Text messages – We use a nursery mobile phone provider to send and receive text messages to and from you. We keep a copy of your mobile phone number in our contacts to allow me to do this.

Paper documents relating to you and your family are stored in a locked file. Some documents are in a cupboard accessed only by staff and they are shared with you and your child on request this includes  your child’s “Learning Journey”.

Monthly attendance registers are stored until completed then transferred to the locked file.

Local Authority Funding Forms – parents who are eligible to claim 15 or 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 names and National Insurance numbers and the child’s personal details and characteristics such as ethnic group.

Changes to this Privacy notice

This Privacy Notice is reviewed annually and as required.