Privacy Notice for Parents

The person/s responsible for writing this Privacy Notice is:

                                            Styvechale Grange Pre-school
We record, process and keep personal information about you and your child in accordance with Article 6 of the General Data Protection Regulation (GDPR): ‘the rights of the data subjects’. It is a requirement of our registration with the Information Commissioner’s Office (ICO) to provide you with information about the details we keep about you and your child/ren. This requirement applies to information we collect in relation to:
  • Online data processing
  • Paper data processing
We hold two different types of records about you and your child: Developmental Records including:
  • Information from you
  • Details about your child’s learning and development at home
  • A copy of your child’s statutory two year progress check
  • Observations of your child’s learning
  • Tracking of your child’s development, planning and progress summaries
  • Learning journeys
Personal Records include:
  • Personal details required by the statutory framework and/or the Local Authority for funding purposes
  • Contractual details including attendance registers and fees information
  • Emergency details including your contact details and records of your child’s health and care needs
  • Safeguarding and child protection records
  • Any records required to support your child such as shared information from other agencies and professionals
What information we need about you and your child/ren: We hold information about you and your child/ren to allow us to comply with the Early Years Foundation Stage (EYFS). Some of the data we process relates to the Early Years Inspection Handbook. Most of the information we collect about you and your child is statutory; when information is optional we will let you know that you have a choice whether to share it with us or not.
What do we do with your data and with whom is it shared? We are required to ensure the information we collect about you and your child/ren is treated confidentially and only shared when there is a need for it to be shared, ideally with your permission in advance of sharing, for example;
  • We share information with other settings or agencies involved in your child’s care – We are required to do this by the EYFS
  • We are required to share a copy of your child’s two year progress check with your child’s Health Visitor – We are required to do this by the EYFS
  • We are required to share information with the Local Authority for the purposes of the 2,3 and 4 year old funding offer and any extra funding we may claim for your child/ren
  • We share information about income and expenses including, when requested, your invoices and payments with HMRC and Tax Credits.
Ensuring your data is accurate: Under the GDPR we are required to keep data about you and your child/ren up to date and to ensure it is accurate. We will do this regularly. You have the right to access your personal data about you and your child/ren and we will share this information with you on request.
How long we keep your data: We are required to inform you how long we retain information about you and your child/ren. You will find this information in our retention policy which we will share with you before your child/ren start in our care. This policy will be available for you to view at all times.
How we delete your data: Electronic deletion: files held in relation to child/ren and their families will be deleted when no longer required. Paper deletion: files held in paper format including photos of children are either handed to parents when the child leaves or goes to school or shredded when no longer required. Please see the Retention Policy for more information.
How you can make a complaint: We are required to inform you about how you can make a complaint relating to a data breach or if you think we are not processing your data appropriately. Complaining to Ofsted: Ofsted can be contacted in the following ways: Email enquiries@ofsted.gov.uk Phone 0300 123 1231 Address Piccadilly Gate, Store Street, Manchester, M1 2WD Please see my complaints policy for more information.
Electronic Data Processing Electronic equipment: We have a laptop which we use for preschool purposes. Information is stored on the laptop and is accessed through the laptop or Google Drive. There are no personal details stored on the laptop apart from names and email addresses, it us purely used for writing business paperwork. Email and electronic invoices: We use Yahoo mail to process emails. We keep a copy of your email address on the laptop to allow us to process emails and invoices quickly. We do not gather statistics or monitor any information.
Paper Data Processing Paper documents relating to you and your child/ren are stored in a locked cupboard. It is accessible to preschool staff during preschool hours, but not accessible to any unauthorised people. Paper data includes:
  • Your child’s learning and development information
  • Attendance registers
  • Documents for HMRC including invoices
  • Parent-Preschool contracts
  • Permission forms
  • Safeguarding forms relating to your child’s health and safety.
  • Emergency contact details
Please see our data audit for full details.