Parents Privacy Notice
As a Pre-school it is necessary for us to collect personal information about you and your child. Sometimes we have to confirm or share information with other organisations. If we need to do this, we will make it clear to you on the forms you complete. We will inform you before sharing any of yours or your child’s information.
In some cases, a third-party organisation, such as a funding body, may require you to sign an agreement to allow your information to be shared e.g. on a funding form. Please read all paperwork thoroughly before signing, so that you know exactly how your information will be used.
Wembdon Sunshiners Pre-School is registered with the ICO and we manage data in accordance with relevant legislation.
What information do we collect and hold from you?
When you enrol your child, we will collect personal information about you and your child. As children eligible to attend the setting are below school age, we use information collected from parents/guardians as representatives of the children who are unable to make decisions about their own personal information.
The information we collect includes:
How do we collect information?
Information about you and your child will be collected from your registration forms and any documents, forms or paperwork you provide for us. We also collect information verbally from both you and your child and through photographs and videos of your child (with your express consent) for assessing and recording their development and progress.
What is it used for?
When you enrol your child we will provide you with registration forms so we can collect information about you and your child. We use this information to create a file about the child and use other information that you share with us including information given verbally, or via other sources such as on our app. This enables us to build up a picture of your child and what we can do best to care for them and provide a safe and stimulating environment.
We use information about your child to support their learning, monitor and report on their progress, provide appropriate care, and assess the quality of our care, to comply with legislation regarding data sharing and to comply with the requirements of the Early Years Foundation Stage Framework.
We use your information to keep you up to date with your child’s progress, contact you regarding fees and funding and to keep you informed about events and activities within the setting.
Why we collect personal data?
Much of the information you provide about your child is mandatory, but some of it is provided to us on the basis of consent. In order to comply with the General Data Protection Regulations 2018, we will inform you where you have a choice over what information you share with us.
Who we share information with?
If your child attends another setting or moves onto another setting or school, we will share information about the child with those settings/schools. We only share this information with your consent. We also share information with our local authority and the Department for Education (DofE) as part of the funding process and statutory requirement.
How long will it be stored for?
We keep information about your child’s learning and development through their Tapestry file until they move onto school or onto another setting. All paper-based records are deleted within 2 months of your child leaving the setting. Your child’s Famly profile will be moved to “withdrawn children” within the same time frame and their journey and information remains accessible to you under the same password protection as when they were attending. You can view Famly’s Data Protection and Legal Hub online for more information.
We only keep personal information that is necessary and only keep it for the necessary period of time in line with statutory or recommended guidelines for retention. For further information on retention periods, please speak to the Manager.
What are your rights as a data subject?
As a data subject or as a representative of your child as a data subject, you have a number of rights. You have the right:
What is a Subject Access Request SARs and how do I make one?
You have the right to get a copy of the information that is held about you. This is called a Subject Access request (SARs). If you wish to make a SARS, please do so in writing and pass your request to the Manager. Wembdon Sunshiners will follow ICO guidance on timescales and processes on how to respond and will provide you with a copy of your data.
What should I do if I have a complaint about how my information is used?
If you have any concerns or complaints about your data or how it is being used, please speak to the Manager. You can also raise a complaint to the Information Commission. Full contact details are available on the Information Commissioner’s website www.ico.org.uk .
In some cases, a third-party organisation, such as a funding body, may require you to sign an agreement to allow your information to be shared e.g. on a funding form. Please read all paperwork thoroughly before signing, so that you know exactly how your information will be used.
Wembdon Sunshiners Pre-School is registered with the ICO and we manage data in accordance with relevant legislation.
What information do we collect and hold from you?
When you enrol your child, we will collect personal information about you and your child. As children eligible to attend the setting are below school age, we use information collected from parents/guardians as representatives of the children who are unable to make decisions about their own personal information.
The information we collect includes:
- Personal information such as your child’s name, date of birth and address. Your name, address and contact details. Your child’s medical information including doctor’s name and contact details.
- Characteristics such as ethnicity, religion, language and nationality
- Attendance information such as sessions attended and funding forms.
How do we collect information?
Information about you and your child will be collected from your registration forms and any documents, forms or paperwork you provide for us. We also collect information verbally from both you and your child and through photographs and videos of your child (with your express consent) for assessing and recording their development and progress.
What is it used for?
When you enrol your child we will provide you with registration forms so we can collect information about you and your child. We use this information to create a file about the child and use other information that you share with us including information given verbally, or via other sources such as on our app. This enables us to build up a picture of your child and what we can do best to care for them and provide a safe and stimulating environment.
We use information about your child to support their learning, monitor and report on their progress, provide appropriate care, and assess the quality of our care, to comply with legislation regarding data sharing and to comply with the requirements of the Early Years Foundation Stage Framework.
We use your information to keep you up to date with your child’s progress, contact you regarding fees and funding and to keep you informed about events and activities within the setting.
Why we collect personal data?
Much of the information you provide about your child is mandatory, but some of it is provided to us on the basis of consent. In order to comply with the General Data Protection Regulations 2018, we will inform you where you have a choice over what information you share with us.
Who we share information with?
If your child attends another setting or moves onto another setting or school, we will share information about the child with those settings/schools. We only share this information with your consent. We also share information with our local authority and the Department for Education (DofE) as part of the funding process and statutory requirement.
How long will it be stored for?
We keep information about your child’s learning and development through their Tapestry file until they move onto school or onto another setting. All paper-based records are deleted within 2 months of your child leaving the setting. Your child’s Famly profile will be moved to “withdrawn children” within the same time frame and their journey and information remains accessible to you under the same password protection as when they were attending. You can view Famly’s Data Protection and Legal Hub online for more information.
We only keep personal information that is necessary and only keep it for the necessary period of time in line with statutory or recommended guidelines for retention. For further information on retention periods, please speak to the Manager.
What are your rights as a data subject?
As a data subject or as a representative of your child as a data subject, you have a number of rights. You have the right:
- To be informed about what data is collected and how it is used.
- Of access and to obtain a copy of your or your child’s data on request.
- Of rectification to change incorrect or incomplete data.
- To erasure to delete your data, for example when it is no longer required.
- To restrict processing of your data.
- To data portability.
- To object to the processing of your data where the Company is relying on its legitimate interests as the legal ground for processing.
- In relation to automated decision making and profiling, however we do not use any automated decision making or profiling systems at Sunshiners.
- To be notified of a data breach.
What is a Subject Access Request SARs and how do I make one?
You have the right to get a copy of the information that is held about you. This is called a Subject Access request (SARs). If you wish to make a SARS, please do so in writing and pass your request to the Manager. Wembdon Sunshiners will follow ICO guidance on timescales and processes on how to respond and will provide you with a copy of your data.
What should I do if I have a complaint about how my information is used?
If you have any concerns or complaints about your data or how it is being used, please speak to the Manager. You can also raise a complaint to the Information Commission. Full contact details are available on the Information Commissioner’s website www.ico.org.uk .
