The Stables Nursery
Introduction
The Stables Nursery is 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. We are ISO certified (ZA208135)
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.
your name, home and work address, phone numbers, emergency contact details and family contact details.
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.
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 the 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
Ofsted – during an inspection or following a complaint about our service
banking services to process payments.
the Local Authority with regards to funding, special educational support and other support services
the government’s eligibility checker
our setting software management provider, Parenta.
our online leaning journey software provider, Tapestry
the school that your child will be attending
We are legally required to do so, for example, by law, by a court or the Charity Commission;
to enforce or apply the terms and conditions of your contract with us;
to protect your child and other children; for example by sharing information with social care or the police;
it is necessary to protect our/or others rights, property or safety
We transfer the management of the setting, in which case we may disclose your personal data to the prospective buyer so they may continue the service in the same way.
Storing all personal data such as registrations forms, registers, accident forms, medicine forms and support information such as Safeguarding, Special Education Needs and English as an additional language, in a locked cupboard, within the locked and alarmed nursery office.
Storing children’s personal records such as All About Me forms, medical notices and allergy lists, necessary for the staff to refer to at all times, in a locked building which is also alarmed. Such information is sensitively displayed for staff to refer to at all times.
Recording developmental information, photographs and videos on a password protected online system called Tapestry. The web service is hosted on dedicated server in a high security centre. Tapestry are registered with the UK Information Commissioners Office, reference Z1783069.
Recording names, dates of birth, contact details and session details on a password protected administration system called Parenta in order to produce invoices. Only nursery management have access to this system. Parenta use a provider called Rackspace to host their software and databases. Their premises are video surveillance monitored, occupied 24/7 and access to their data centre is strictly controlled. They’re also ISO certified (ISO27001).
Locking funding forms in a drawer within the office, which is also locked and alarmed.
Shredding bank details immediately after processing payments.
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
Where applicable we will obtain child protection plans from social care and health care plans from health professionals.
We will also ask for information about who has parental responsibility for your child and any court orders pertaining to your child.
Personal details that we collect about you include:
This information will be collected from you directly in our registration form.
If you apply for up to 30 hours free childcare, we will also collect:
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:
With your consent, we will also record your child’s activities for their online individual learning journal. This may include photographs and videos. You have the opportunity to withdraw your consent at any time, for images taken by confirming so in writing.
We have a legal obligation to process safeguarding related data about your child should we have concerns about their welfare. 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 we will also share your data as required with the following categories of recipients:
We will also share your data if:
We will never share your data with any other organisation to use for their own purposes
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:
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 maintained by us and handed to you when your child leaves.
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:
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 us. If you continue to have concerns about the way your data is handled and remain dissatisfied after raising your concern with us, 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 ico.org.uk/
Changes to this notice
We keep this notice under regular review. You will be notified of any changes where appropriate.
The Stables Nursery, Margaretting Road, Galleywood, Chelmsford, Essex. CM2 8TS 01245 348159
Data Protection Officers: Avis Richardson & Susan Mann