PRIVACY NOTICE FOR PUPILS IN EARLY YEARS SETTINGS
Privacy Notice – General Data Protection Regulation (GDPR) May 2018
We, Ide Hill Pre-School, are the Data Controller for the purposes of the General Data Protection Regulation (GDPR) May 2017. We collect information from you and may receive information about you from your previous setting. We hold this personal data and use it to:
- support your teaching and learning;
- monitor and report on your progress;
- provide appropriate pastoral care; and
- assess how well your setting is doing.
This information includes your contact details, attendance information, characteristics, such as ethnic group, special educational needs and any relevant medical information.
We will not give information about you to anyone outside the setting without your consent unless the law and our rules permit it.
We are required by law to pass some of your information to the Local Authority (“LA”), and the Department for Education (“DfE”).
If you want to see a copy of the information we hold and share about you, then please contact Liz Money.
If you require more information about how the LA and/or DfE store and use this data, please go to the following websites:-
- www.kent.gov.uk/about-the-council/contact-us/access-to-information
and - https://www.gov.uk/guidance/data-protection-how-we-collect-and-share-research-data
If you are unable to access these websites, please contact the LA or the DfE as follows:-
Access to Information Co-ordinator
Sessions House
County Road
Maidstone, Kent
ME14 1XQ
Public Communications Unit
Department for Education
Sanctuary Buildings
Great Smith Street
London
SW1P 3BT
Website: www.gov.uk/government/organisations/department-for-education
E-mail: info@dcsf.gsi.gov.uk
Telephone: 0870 000 2288
RECORD KEEPING – PRIVACY NOTICE
We keep two kinds of records on children attending our setting:
Developmental records
- These include observations of children in the setting, photographs and samples of their work and summary developmental reports.
Personal records
- These include registration and admission forms, signed consent forms and correspondence concerning the child or family, reports or minutes from meetings concerning the child from other agencies, an ongoing record of relevant contact with parents and observations by staff on any confidential matter involving the child, such as developmental concerns or child protection matters.
- These confidential records are stored in a lockable file or cabinet and are kept secure by the person in charge in an office or other suitably safe place.
- Parents have access, in accordance with our Client Access to Records policy, to the files and records of their own children but do not have access to information about any other child.
- Staff will not discuss personal information given by parents with other members of staff, except where it affects planning for the child’s needs. Staff induction includes an awareness of the importance of confidentiality in the role of the key person.
Other records
- Issues to do with the employment of staff, whether paid or unpaid, remain confidential to the people directly involved with making personnel decisions.
- Students on Pre-school Learning Alliance or other recognised qualifications and training, when they are observing in the setting, are advised of our confidentiality policy and are required to respect it.
Provider records
- All records are the responsibility of the officers of the management committee who ensure they are kept securely.
- All records are kept in an orderly way in files and filing is kept up to date.
- Financial records are kept up to date for audit purposes.
- Health and safety records are maintained; these include risk assessments, details of checks or inspections and guidance, etc.
- Our Ofsted registration certificate is displayed.
- Our Public Liability insurance certificate is displayed.
- All our employment and staff records are kept securely and confidentially.
This policy was adopted at a meeting of the pre-school held on 17/03/17
This policy was reviewed in June 2018
