Privacy Policy

K & S Angels Day Nursery Privacy Notice

(How we use parents/carers and children’s information)

Introduction:

We are committed to ensuring that any personal data we hold about you and your child is protected in accordance with data protection laws and is used in line with your expectations.

This privacy notice explains what personal data we collect, why we collect it, how we use it and how we protect it.

We are registered with the Information Commissioner’s Office (ICO). 

The categories of children’s information that we collect, hold and share include: 

• personal information (such as name, address, date of birth) 
• characteristics (such as ethnicity, language, nationality, country of birth, early years pupil premium eligibility)
• dietary requirements  
• attendance information (such as sessions attended, number of absences and absence reasons) 
• observations and assessment information and tracking of progress 
• photographs and video clips of the child to signpost children to where their belongings are stored in the nursery and also for general display purposes
• medical information 
• funding information and details
• information on special educational needs and disabilities (including if accessing Disability Living Allowance and entitled the Disability Access Fund) 
• referrals to other relevant services 
• Records relating to individual children e.g. care plans, common assessment frameworks, speech and language referral forms
• relevant documentation for child protection and safeguarding concerns 
• birth certificates 
• details of any accidents / incidents / existing injuries
• We also collect, hold and share some information on the children’s parents/guardians: 
• personal information (names, address, contact numbers and emails) 
• national insurance numbers
• bank account details 
• proof of identity 
• we also ask for emergency contact details from parents at registration. 

Why we collect and use this information 

We use the children’s and parents’ data to: 

• support their learning and development, to enable staff to plan suitable activities to extend their knowledge and skills
• to ensure children’s health, safety and wellbeing 
• monitor and report on their progress 
• provide appropriate behavioural and emotional support as required 
• assess the quality of our services as a childcare provider 
• comply with the law regarding data sharing (GDPR) 
• meet the requirements of the early years foundation stage (EYFS) and Ofsted
• to process nursery fees
• to ensure children are eligible for funding 

How do we protect your data?

We protect unauthorised access to your personal data and prevent it from being lost, accidentally destroyed, misused, or disclosed by:

• All data stored in paper format will be kept in a safe location where only those who are authorised to access it, can. This may include being locked away in a filing cabinet. 
• Personal data held within software systems will be securely protected with individual logins, which will only be given to those who need to access the data.

The lawful basis on which we use this information 

We collect and use pupil information under the Statutory Framework for the Early Years Foundation Stage (given legal force by the Childcare Act 2006), The Limitation Act 1980. By completing and signing the nursery registration form you are giving consent for us to process yours and your child’s personal data for the specific purposes of being part of the nursery setting. The processing of the information you have provided about yourself and your child is necessary for the contract you have completed in the registration form. We have a legal obligation to process the information provided to comply with the law. 

Collecting children’s information 

While the majority of children’s information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with the GDPR, we will inform you whether you are required to provide certain children’s information to us or if you have a choice in this. 

Storing children’s data 

We hold children’s personal data until they reach 21 (24 for child protection records) years after a child has left the setting. Medication records and accident records are kept for longer according to legal requirements. 

Learning and development record for the children are stored for up to three months after the child has left the setting, then removed from electronic storage. Parents are able to download or print this themselves at any point up until this time.

Records relating to individual children (e.g. Care plans and Speech and Language referral form will be passed on to the child’s next school or setting. Copies will be kept at the nursery for a minimum of 3 years).

Accidents and pre-existing injuries – Records are kept for 24 years.

In some instances (child protection, or other support service referrals) we are obliged to keep your data for longer if it is necessary to comply with legal requirements (see our Record Keeping policy).

Who we share children’s information with 

We routinely share children’s information with: 

• Department for Education (DfE) 
• Schools that the children attend after leaving our provision
• Our local authority 
• Ofsted 
• Health Visitors 
• Social Workers 
• Inclusion teams, SEN panels, funding etc 
• Local Children’s safeguarding boards / LADO 
• Other providers that children attend 
• Multi agency professionals working with individual children e.g. speech and language therapists
• Area special education needs co-ordinators (SENCO’s) 

Why we share children’s information 

We do not share information about children with anyone without consent unless the law unless we are obliged to as part of a lawful process/investigation.

We share children’s data with the DfE on a statutory basis. We are required to submit data to our local authority for them to submit as part of the annual early years census in January. 

Data collection requirements 

To be granted access to children’s information, organisations must comply with strict terms and conditions covering the confidentiality and handling of the data, security arrangements and retention and use of the data. 

Requesting access to your personal data 

Under data protection legislation, parents and children have the right to request access to information about them that we hold. To make a request for your personal information, or be given access to your child’s early years record, contact our Data Protection Officer at: info@kandsangelsdaynursery.co.uk

You also have the right to: 

• object to processing of personal data that is likely to cause, or is causing, damage or distress 
• prevent processing for the purpose of direct marketing 
• in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed 
• claim compensation for damages caused by a breach of the Data Protection Regulations. 

If you have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance. Alternatively, you can contact the ICO. 

Contact 

If you would like to discuss anything in this privacy notice, please contact our Data Protection Officer:

Telephone number: 0208 286 2323

Email: info@kandsangelsdaynursery.co.uk