In order to provide a professional care service and meet statutory requirements, it is necessary for me to collect and record information about children and their families.
I am registered with the Information Commissioners Office (ICO) as a data controller and acknowledge and agree that any personal data that I handle will be processed in accordance with all applicable data protection laws in force. Currently, the Data Protection Act 1998 applies which will be replaced from 25th May 2018 with the General Data Protection Regulation (GDPR).
The key principles of the GDPR are that personal data is:
This privacy notice informs you about:
I collect this information for the following purposes:
Whilst the majority of information collected is mandatory in order for me to meet the statutory requirements of a registered childcare provider (for example from Ofsted, the Childcare Register and the EYFS), some of it may be provided on a voluntary basis. In order to comply with the General Data Protection Regulation, I will inform you whether you are required to provide certain information or if you have a choice in this. In all circumstances, any information I request is always for the purposes of delivering high quality care and improving outcomes for your child.
Data collection and storage methods:
I use the following methods to collect information and ensure it is stored securely:
Retention period – how long is data stored for?:
Information that has been collected about children and their families will be retained until it is no longer required as evidence for Ofsted, the Childcare Register, EYFS and HMRC or for insurance purposes. In the majority of circumstances this will be no longer than 6 years after the child has left the setting, however to comply with insurance requirements, any information relating to safeguarding and welfare must be retained until a child is 21 years and 3 months old. When a child moves on from the service, normal procedures will include providing families with any additional material, for example photographs and artwork. With permission from parents, any learning and development information can be forwarded on to the child’s future care setting / school / nursery to help support transition.
Any information that is not passed on to parents or forwarded to a future setting and is no longer required will be destroyed. Paper documents will be shredded and any digital information will be securely deleted.
Please refer to my Retention Policy for further information.
Sharing information with parents and carers:
I will share information with parents and carers (and any other named individuals parents have agreed and signed via Data Sharing Agreement) via the following methods:
Verbally – face to face discussions or via telephone
In writing / paper form – letters, forms, contact diaries, learning journals, progress reports
Digitally – Emails, Text Messages, WhatsApp Messages
If there are any methods of communication you would prefer not to be used, please discuss this with me.
Sharing information with others:
Any information given to me, either verbally or in writing, regarding your child or your family will be treated as private and confidential; however certain situations may require me to share details with others. These situations include:
In order to share children’s experiences and achievements with families and with the other children, I like to display photographs of children taking part in activities and examples of their achievements in my setting. Again, I will ask for parental consent for this and will respect your wishes if you would prefer any images or material specifically relating to your child not to be included.
Requesting access to data:
Under data protection legislation, you have the right to request access to information that I hold about you and your child. To make a request for personal information, or if you would like access to your child’s records and learning and development information, please do not hesitate to ask me in person or contact me via email or telephone to make a request.
You also have the right to:
If you have a concern about the way I am collecting or using your personal data, I request that you raise your concern with me in the first instance so that I can work with you to resolve the situation. Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/.
What if data is lost/stolen:
The GDPR requires me to report the loss within 72 hours to the Information Commissioners Office (ICO). So for example if my home is burgled and my computer stolen I will inform both you as parents and the ICO immediately
Changes to Privacy Notice:
This privacy notice will be reviewed regularly and updated as necessary to reflect any changes to data collection or processing methods.
If there is anything in this privacy notice you would like to discuss, please do not hesitate to contact me.
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