General Data Protection Regulation (GDPR) Policy
At Little Acorns we aim to provide a quality, early years and childminding service, complying with legislation. In order to fulfil our responsibilities, we will need to request information from parents about their child and family and we know that some of this will be personal data. Personal data is data that can identify someone, such as their name, address, date of birth etc.
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Some information may also be particularly sensitive such as medical or allergy information, GP’s name, a health visitor’s information or details of possible special needs. Other relevant information, such as religious or cultural information will help us to adapt our provision or meet dietary or food rule needs. Some of this information is deemed to be Special Category Data and needs to meet 1 or more of the conditions in Article 9 in order to comply with GDPR. This will determine how this very special data may need to processed or archived as part of our role. The specific conditions are listed in our Privacy Notice
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We will record some of this information as we talk together during our initial meetings with you, and we will gather it from forms that you complete for us, such as the All About Me form, or a data gathering form. We will be storing some of this information digitally and some in paper form.
At Little Acorns we take families’ privacy seriously, and in accordance with the General Data Protection Regulation (GDPR), we will process any personal data according to the Seven Principles below:
- We must have a lawful reason for collecting personal data; and must do it in a fair and transparent way. We will be clear about what data we are collecting, and why, and how we are storing it.
- We must only use the data for the reason it is initially obtained. This means that we may not use a person’s data to market a product or service to them that is unconnected to the reasons for which they shared the data with us in the first place.
- We must not collect any more data than is necessary. We will only collect the data we need to hold in order to do the job for which we have collected the data.
- We will ensure that the data is accurate; and ask parents to check annually and confirm that the data held is still accurate. We will update data as circumstances change.
- We will not keep data any longer than needed. We must only keep the data for as long as is needed to complete the tasks it was collected for.
- We must protect the personal data. We are responsible for ensuring that we, and anyone else charged with using the data, processes and stores it securely.
- We will be accountable for the data. This means that we will be able to show how we (and anyone working with us) are complying with the law.
We are registered with the Information Commissioner’s Office, (ICO), the UK’s independent authority set up to uphold information rights in the public interest, promoting openness by public bodies and data privacy for individuals.
We also expect parents to keep private and confidential any sensitive information they may accidentally learn about our family; setting or the other children and families attending our setting, unless it is a child protection issue.
We will be asking parents for personal data about themselves and their child/ren to deliver a quality, efficient and safe childcare service (see Privacy Notice). We are required to hold and use this personal data to comply with the statutory framework for the Early Years Foundation Stage, Ofsted, Department for Education and our Local Authority.
We are required to gather evidence of children’s learning through observations and notes to compile learning summaries and to help us to identify Next Steps in children’s development.
Subject access
Parents have the right to inspect records about their child at any time. This will be provided without delay and no later than 20 school days after the request, which should be made in writing.
We will ask parents to regularly check that the data is correct and update it where necessary, and to inform us if their information changes.
Parents have the right to inspect records about their child at any time. This will be provided without delay and no later than 20 school days after the request, which should be made in writing.
We will ask parents to regularly check that the data is correct and update it where necessary, and to inform us if their information changes.
Storage
We will keep all paper-based records about children and their families securely locked away in lockable document boxes or a cupboard.
If we keep records relating to individual children on the computer; externally or cloud storage such as OneDrive, including digital photos or videos, we will obtain parents’ permission. We will store the information securely in a password-protected computer which is not used by other members of the household.
Backup files will be stored on an external hard drive. Firewall and virus protection software are in place.
If in the future we store children’s learning journals using a digital solution we will carry out due diligence to ensure they are compliant with GDPR.
We will keep all paper-based records about children and their families securely locked away in lockable document boxes or a cupboard.
If we keep records relating to individual children on the computer; externally or cloud storage such as OneDrive, including digital photos or videos, we will obtain parents’ permission. We will store the information securely in a password-protected computer which is not used by other members of the household.
Backup files will be stored on an external hard drive. Firewall and virus protection software are in place.
If in the future we store children’s learning journals using a digital solution we will carry out due diligence to ensure they are compliant with GDPR.
Information sharing
We are expected to share information with other childcare providers if a child also attends another setting, or moves to an alternative setting.
We are also required to share information with the Local Authority regarding the childcare and early year’s entitlements such as FEET or FEE numbers.
We will not share any information with anyone without parents’ consent, unless there is a child protection concern.
Ofsted may require access to owner records at any time.
We are expected to share information with other childcare providers if a child also attends another setting, or moves to an alternative setting.
We are also required to share information with the Local Authority regarding the childcare and early year’s entitlements such as FEET or FEE numbers.
We will not share any information with anyone without parents’ consent, unless there is a child protection concern.
Ofsted may require access to owner records at any time.
Record keeping
We record all accidents in an accident book, parents receive copies of these records. We also record medication use and treatment in the same way. We will notify PACEY of any accidents which may result in an insurance claim, e.g. an accident resulting in a doctor or hospital visit. PACEY will log and acknowledge receipt of the correspondence and forward the information to the company providing owner public liability policy to enable a claim number to be allocated.
We will inform Ofsted, the local child protection agency and the Health and Safety Executive of any significant injuries, accidents or deaths as soon as possible.
We record all significant incidents in an incident book and we will share these with parents so that we can work together to resolve any issues.
We will only share information if it is in a child’s best interests to do so. For example, in a medical emergency, we will share medical information with a healthcare professional. If we are worried about a child’s welfare we have a duty of care to follow the Local Safeguarding Children Board procedures and make a referral. Where possible and appropriate we will discuss concerns with you before making a referral.
We record all accidents in an accident book, parents receive copies of these records. We also record medication use and treatment in the same way. We will notify PACEY of any accidents which may result in an insurance claim, e.g. an accident resulting in a doctor or hospital visit. PACEY will log and acknowledge receipt of the correspondence and forward the information to the company providing owner public liability policy to enable a claim number to be allocated.
We will inform Ofsted, the local child protection agency and the Health and Safety Executive of any significant injuries, accidents or deaths as soon as possible.
We record all significant incidents in an incident book and we will share these with parents so that we can work together to resolve any issues.
We will only share information if it is in a child’s best interests to do so. For example, in a medical emergency, we will share medical information with a healthcare professional. If we are worried about a child’s welfare we have a duty of care to follow the Local Safeguarding Children Board procedures and make a referral. Where possible and appropriate we will discuss concerns with you before making a referral.
Safe disposal of data
We are required by law to keep some data for some time after a child has left the setting. We have a review plan in place and ensure that any data is disposed of appropriately and securely. Once deleted from OneDrive it is permanently so.
We are required by law to keep some data for some time after a child has left the setting. We have a review plan in place and ensure that any data is disposed of appropriately and securely. Once deleted from OneDrive it is permanently so.
Suspected breach
If we suspect that data has been accessed unlawfully, we will inform the relevant parties immediately and report to the Information Commissioner’s Office within 72 hours. We will keep a record of any data breach.
If we suspect that data has been accessed unlawfully, we will inform the relevant parties immediately and report to the Information Commissioner’s Office within 72 hours. We will keep a record of any data breach.
Central Record
We also gather and store information about the adults working and living at the address in line with the Early Years Register and the Childcare Register. This is a collection of names, numbers, qualifications, First Aid training details and DBS numbers and renewal dates as part of our central record.
We also gather and store information about the adults working and living at the address in line with the Early Years Register and the Childcare Register. This is a collection of names, numbers, qualifications, First Aid training details and DBS numbers and renewal dates as part of our central record.
Date: May 2018
Signed: AOkane Date: 31.5.18
Signed: MOKane Date: 31.5.18
Signed: AOkane Date: 31.5.18
Signed: MOKane Date: 31.5.18