Laurel Way Playgroup’s Privacy Notice
Data Protection Officer: Susan Farber/Audrey Ngwira
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.
What personal data do we collect?
We collect personal data about you and your child to provide care and learning that is tailored to meet your child’s individual needs. We also collect information in order to verify your eligibility for free childcare as applicable.
Personal details that we collect about your child include:
• your child’s name, date of birth, address, health and medical needs, development needs, and any special educational needs
We will also ask for information about who has parental responsibility for your child
Personal details that we collect about you include:
• your name, home address, phone numbers, emergency contact details, and family details and your email address.
This information will be collected from you directly on the registration form.
If you apply for up to 30 hours free childcare, we will also collect:
• your national insurance number or unique taxpayer reference (UTR), if you’re self-employed. We may also collect information regarding benefits and family credits that you are in receipt of.
Why we collect this information and the legal basis for handling your data
We use personal data about you and your child in order to provide childcare services and fulfil the contractual arrangement you have entered into. This includes using your data to:
• contact you in case of an emergency
• to support your child’s wellbeing and development
• to manage any special educational, health or medical needs of your child whilst at our setting
• to carry out regular assessment of your child’s progress and to identify any areas of concern
• to maintain contact with you about your child’s progress and respond to any questions you may have
• to process your claim for up to 30 hours free childcare (only where applicable)
• to keep you updated with information about our service
• to support parental involvement by emailing information about activities, newsletters
• we have a termly contact list which we use for group informative emails.
With your consent, we will also record your child’s activities for their individual learning record. This may include photographs and videos. You will have the opportunity to withdraw your consent at any time, for images taken by confirming so in writing.
We also have a legal obligation to transfer records and certain information about your child to the school that your child will be attending (see Transfer of Records policy).
Who we share your data with
In order for us to deliver childcare services will also share your data as required with the following categories of recipients:
Ofsted – during an inspection or following a complaint about [my/our] service
banking services to process chip and pin and/or direct debit payments (as applicable)
the Local Authority (where you claim up to 30 hours free childcare as applicable)
the government’s eligibility checker (as above)
our insurance underwriter (if applicable)
the school that your child will be attending
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 locked cupboard.
How long do we retain your data?
We retain your child’s personal data for up to 3 years after your child no longer uses our setting, or until our next Ofsted inspection after your child leaves our setting. Medication records and accident records are kept for longer according to legal requirements. Your child’s learning and development records are shared your child’s next school (Tapestry) and all photos are handed to you when your child leaves on a memory stick. Photos are then deleted from our system.
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 Children’s and Provider Records policies).
Your rights with respect to your data
You have the right to:
• request access, amend or correct your/your child’s personal data
• request that we delete or stop processing your/your child’s personal data, for example where the data is no longer necessary for the purposes of processing; and
• request that we transfer your, and your child’s personal data to another person
If you wish to exercise any of these rights at any time or if you have any questions, comments or concerns about this privacy notice, or how we handle your data please contact Susan Farber.
If you have concerns about the way your data is handled and remain dissatisfied after raising your concern with me, you have the right to complain to the Information Commissioner Office (ICO). The ICO can be contacted at Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF or https://ico.org.uk
Changes to this notice
We keep this notice under regular review. You will be notified of any changes where appropriate.