Privacy Notice


Dear Parents


We would like to tell you about how we protect yours and your child’s information.


Why we collect and process yours and your child’s personal information:

When your child starts their place with us, we collect information that is necessary in order to keep them safe and to ensure that they learn and achieve their very best.  We may even have had to collect information in order to be able to respond to an initial enquiry.


All companies must have a lawful basis for collecting and processing personal information, which is often referred to as ‘data’.  Our setting’s lawful basis for collecting and processing of personal data is: ‘legal obligation’.


Statutory Framework for the Early Years Foundation Stage (EYFS):

The EYFS is a set of legal requirements that childcare providers must meet to remain registered on the Early Years Register with Ofsted.  This forms the basis for selecting ‘legal obligation’ as our lawful basis for collecting and processing personal information.


What types of personal information we collect about you and your child:


  • Contact information, such as: your home address, contact number(s), email address
  • View parent’s personal documents (but not keep): national insurance number, passport, funding document, benefits document
  • View child’s personal documents (but not keep): birth certificate (information relating to ‘parental responsibility’, funding document, passport, immunization documents, residency orders
  • Child’s health information: GP name and address, Health Visitor and contact details, name and contact details of any health professionals involved. Name and contact details of any professionals working to support the family
  • Sensitive information: any information that we must be made aware of by law, for example, if the child is subject to a care plan


If you ever want a private word, we’re here…

You can find out what information we need to know at any time by talking to whichever member of staff that you feel most comfortable talking to.  Simply ask to speak to them in private.  We have provision to ensure that there is always an area to speak with parents in private and we do this all of the time so it is never unusual.  Your child will be assigned a key worker and you will have an in-depth induction followed by a robust settling in phase, so you’ll always feel well-supported.


Our setting implements a Data Protection Policy that promotes the principles of the General Data Protection Regulation in line with the Data Protection Act 2018.  We promote the principles in the following ways:


  • Lawfulness, purposefulness and transparency:  we will always be clear, open and honest with you from the start about how and why we need to use collect and process yours and your child’s personal information
  • Purpose limitation:  we will only use yours and your child’s personal information for the purposes that it was intended for only and only use it for a new purpose if the reason for doing so is compatible with the original purpose
  • Data minimisation: We will only collect personal information that is necessary
  • Accuracy:  all personal information will be accurate and will be kept up-to-date
  • Storage limitation:  all personal information is stored and retained in accordance with security policies and legal requirements relating to the retention of documents
  • Integrity and confidentiality – security:  the security of yours and your child’s confidential and sensitive information is very important and we have robust policies, procedures and systems in place to ensure it’s security  
  • Accountability: we are proactive and take full responsibility for ensuring that yours and your child’s personal information is treated with the strictest of security and confidentiality at all times


We would like to make you aware of your rights as individuals whose information we collect and process:


  • Right to be informed – we will inform you of the information we collect, why we collect it, how we use it and what we do to keep it safe
  • Right of access – you have the right to access the information we collect and process
  • Right of rectification – we will make sure that the information keep is up-to-date and you can request that information is updated/amended
  • Right to erasure – you have the right to be forgotten
  • Right to restrict processing – you have the right to restrict what we do with the information that we collect
  • Right to data portability – you have the right to opt to allow individuals to obtain and reuse your personal information for their own purposes across different services
  • Rights related to automated decision making including profiling – you have the right to make a solely automated decision, meaning without any human involvement (this process would not be appropriate when making decisions involving children’s care as the EYFS requires us to consult with parents on a one-to-one ongoing basis)


The right to object:

You have the right to object to the collection and processing of yours and/or your child’s personal information at any point.  We will make you aware of this at the earliest possible point, which will be before you start to complete your child’s induction.   


Providing expressed consent for a child:

EYFS aged children are those aged from birth to the September following their 5th birthday.  The person with ‘parental responsibility’ will legally provide consent for a child.  The person with ‘parental responsibility’ is, by law those people named on the child’s birth certificate. 


The process for exercising individual rights:

At any time you can request, either in person or in writing, to the manager, Angela West (please hand to me in person or via your child’s key worker).  I will respond to your request within one month.  It will not cost you anything.  You may incur an admin fee if unreasonable subsequent requests for the same information is requested.


If you’d like to know more about the GDPR you can visit the Information Commissioner’s Office’s ICO’s website where there is a guidance publication:


Updated: September 2020

To be reviewed: September 2021

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