Privacy notice
I 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 my registration with the Information Commissioners Office (ICO) to provide you with information about the details I keep about you and your child.
More information can be found at https://ico.org.uk/about-the-ico/what-we-do/register-of-data-controllers/.
Initial enquiry and waiting list
When an enquiry is made I will keep a record of your name, child's name and date of birth, information about your childcare requirements, phone number and/or email. This information will be stored on the Famly platform, my mobile phone and electronically on my computer and in the cloud (Microsoft OneDrive). Any information you share is held until a space can be offered or the start date you have asked for has passed. If you wish to be removed from my waiting list please contact me.
What information do I need to record about you and your child?
I hold information about you and your child to allow me to comply with the Early Years Foundation Stage (EYFS, 2017) and the Childcare Register (2016). Some of the data I process relates to the Early Years Inspection handbook (2016). Most of the information I collect about you and your child is statutory; when information is optional I will let you know that you have a choice whether to share it with me or not.
Developmental records including:
How do I use your data and with whom it is shared?
I am required to ensure the information I collect about you and your child 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 –
Ensuring your data is accurate
Under the GDPR I am required to keep data about you and your child up-to-date and to ensure it is accurate: I will do this regularly. You have the right to access personal data about you and your child and I will share this information with you on request.
How long do I keep your data?
I am required to inform you how long I retain information about you and your child. You will find this information in my GDPR and confidentiality policy which I will share with you before your child starts in my care and further information about document retention will be clarified in the Contract Termination letter which I will give you when your child leaves the setting.
How do I delete your data?
Online deletion - files held in relation to child and 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.
Please see the GDPR and confidentiality Policy for more information.
If a parent wishes for me to delete or destroy any information about their child once they have left the setting I will discuss the information with them and explain which parts can be deleted and which information must be kept in order to comply with my Ofsted registration and insurance requirements.
How you can make a complaint
I am required to inform you about how you can make a complaint relating to a data breach or if you think I am not processing your data inappropriately.
Complaining to Ofsted - Ofsted can be contacted in the following ways: email – [email protected]; phone – 0300 123 1231; address – Piccadilly Gate, Store Street, Manchester M1 2WD.
Please see my Complaints Policy for more information.
Complaining to ICO - if you are concerned about a data breach, you can contact the Information Commissioners Office - https://ico.org.uk/for-organisations/report-a-breach/.
If you have any questions about the handling of your personal data please speak to me.
Updated: March 2024
I 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 my registration with the Information Commissioners Office (ICO) to provide you with information about the details I keep about you and your child.
More information can be found at https://ico.org.uk/about-the-ico/what-we-do/register-of-data-controllers/.
Initial enquiry and waiting list
When an enquiry is made I will keep a record of your name, child's name and date of birth, information about your childcare requirements, phone number and/or email. This information will be stored on the Famly platform, my mobile phone and electronically on my computer and in the cloud (Microsoft OneDrive). Any information you share is held until a space can be offered or the start date you have asked for has passed. If you wish to be removed from my waiting list please contact me.
What information do I need to record about you and your child?
I hold information about you and your child to allow me to comply with the Early Years Foundation Stage (EYFS, 2017) and the Childcare Register (2016). Some of the data I process relates to the Early Years Inspection handbook (2016). Most of the information I collect about you and your child is statutory; when information is optional I will let you know that you have a choice whether to share it with me or not.
Developmental records including:
- Information from you
- Details about your child’s learning and development at home
- A copy of your child’s statutory 2 year progress check
- Observations of your child’s learning
- A statutory 2 year progress check
- Assessments, individual planning and regular progress summaries.
- Personal details required by the statutory frameworks and / or the Local Authority for funding purposes
- Contractual details including attendance registers and fees information.
- 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.
How do I use your data and with whom it is shared?
I am required to ensure the information I collect about you and your child 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 –
- I share information with other settings or agencies involved in your child’s care – I am required to do this by the EYFS (see my Permission Form);
- I am required to share a copy of your child’s 2 year progress check with your health visitor – I am required to do this by the EYFS (see the EYFS for more information);
- I am 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 I might claim for your child (see the Local Authority Privacy Notice for more details).
- I 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 I am required to keep data about you and your child up-to-date and to ensure it is accurate: I will do this regularly. You have the right to access personal data about you and your child and I will share this information with you on request.
How long do I keep your data?
I am required to inform you how long I retain information about you and your child. You will find this information in my GDPR and confidentiality policy which I will share with you before your child starts in my care and further information about document retention will be clarified in the Contract Termination letter which I will give you when your child leaves the setting.
How do I delete your data?
Online deletion - files held in relation to child and 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.
Please see the GDPR and confidentiality Policy for more information.
If a parent wishes for me to delete or destroy any information about their child once they have left the setting I will discuss the information with them and explain which parts can be deleted and which information must be kept in order to comply with my Ofsted registration and insurance requirements.
How you can make a complaint
I am required to inform you about how you can make a complaint relating to a data breach or if you think I am not processing your data inappropriately.
Complaining to Ofsted - Ofsted can be contacted in the following ways: email – [email protected]; phone – 0300 123 1231; address – Piccadilly Gate, Store Street, Manchester M1 2WD.
Please see my Complaints Policy for more information.
Complaining to ICO - if you are concerned about a data breach, you can contact the Information Commissioners Office - https://ico.org.uk/for-organisations/report-a-breach/.
If you have any questions about the handling of your personal data please speak to me.
Updated: March 2024
