Data collection, GDPR & Privacy

Privacy Notice / General Data Protection Regulation (GDPR)

As a Pre-school, we are an organisation that requires us to keep data and records on children, families and staff in order to successfully operate our business. These records include examples such as application forms and data, registers, accident records etc.

In order to conform to the current Data Protection Act and the enhanced standards of the GDPR, as of the 25th May 2018 we must ensure that everyone clearly understands the data that we hold for your child/family and your individual rights regarding this information.

The table below lists all of the data that will be asked of you, it states when we shall need the data, and how long the data is kept.

What data is required?

When is this data required?

How long is this data kept?

Child’s name, date of birth, address.

Parent’s/carer’s name, address, telephone number(s), email address.

On our application form for a place at Pre-school

This data will be destroyed should you no longer want the place at Pre-school. Or if you accept the offer of a place at Pre-school then this data will be transferred to your child’s data file.

In addition to the above information, at the time of your child starting their place at Pre-school we shall ask for the following information:

Gender, Religion, Ethnic Origin, Home language of child.

Full name of any other adult(s) who have parental responsibility and the right to legal contact.

Names and ages of any other children in their family.

Name, address and telephone numbers for an alternative emergency contact for your child.

Names of person(s) who will usually be responsible for bringing/collecting your child.

Name, address and telephone number of the G.P. of your child.

National Health Service Number of your child.

Details of any medical issues including allergies of your child.

Details of immunisations of your child.

Any dietary requirements of your child.

At the time of the child starting their place at Pre-school.

Until three academic years after your child leaves Pre-school.

In addition to the above information, at the time that your child qualifies for funding we shall ask for the following information:

Proof of your child’s date of birth, (sight of their original Birth Certificate or Passport)

SEN code (Special Educational Needs code) if appropriate.

Are you in receipt of DLA (Disability Living Allowance)?

Parent/carer 1 – name, date of birth, National Insurance no.

Parent/carer 2 – name, date of birth, National Insurance no.

Details of any other childcare settings or providers that will be caring for your child.

At the time your child qualifies for funding.

Until three academic years after your child leaves Pre-school.

Records kept throughout your child’s time at Pre-school include:

County funding records

At the time of application for funding.

Until three years after your child leaves Pre-school

Daily attendance registers.

Accident records.

Child protection records

Throughout their attendance.

Until your child is 21 years old, or until your child is 24 years old if it relates to child protection.

Finance records

Copies of invoices issued to you, and paid by you, and the corresponding bank statements.

Throughout your child’s attendance

Until seven years after your child leaves Pre-school.

This document will remain on our website, www.stmaryspreschool.northchurch.com for viewing.

Upon application for a place at Pre-school we shall ask parents and carers to refer to this document and give us consent to the processing of the data listed above. The data we ask for is necessary for the Pre-school to complete our duties and remain compliant to our responsibilities. All data will be handled with integrity and confidentiality. Data is not shared with any third parties, unless we feel there is significant risk of harm to a child, in which case we follow our safeguarding children procedures. If a child with SEN (Special Educational Needs) requires record sharing with other professional parties, then permission will be sought from the parents beforehand.

If any of the data we hold changes or becomes invalid, then we ask that parents/carers inform us as soon as possible.

Our Lead Practitioner for Data Protection is our Manager, Lisa Burkett.

Parents and carers may ask to see the data we hold for them, without charge. This is called a Subject Access Request (SAR) and the maximum legal timescale for the Pre-school to comply with a SAR is one month.

St Mary’s Pre-school (Northchurch) Ltd is registered with the Information Commissioner’s Office (ICO) which is the UK’s independent body set up to uphold information rights.