General Data Protection Regulation (GDPR)
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.
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.
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.
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 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. It is also mandatory for us as childminders to produce a written report for your child's Two Year check, to share with your health Visitor. (See Two Year Check page).
We will be asking you for personal data about you and your child/ren to deliver a childcare service to you. We must have a legal basis for collecting this data, and there are Six Lawful Bases:
(a) Consent:
The individual has given clear consent for you to process their personal data for a specific purpose.
(b) Contract:
The processing is necessary for a contract you have with the individual, or because they have asked you to take specific steps before entering into a contract.
(c) Legal obligation:
The processing is necessary for you to comply with the law (not including contractual obligations).
(d) Vital interests:
The processing is necessary to protect someone’s life.
(e) Public task:
The processing is necessary for you to perform a task in the public interest or for your official functions, and the task or function has a clear basis in law.
(f) Legitimate interests:
The processing is necessary for your legitimate interests or the legitimate interests of a third party unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests. (This cannot apply if you are a public authority processing data to perform your official tasks.)
(a) Consent:
The individual has given clear consent for you to process their personal data for a specific purpose.
(b) Contract:
The processing is necessary for a contract you have with the individual, or because they have asked you to take specific steps before entering into a contract.
(c) Legal obligation:
The processing is necessary for you to comply with the law (not including contractual obligations).
(d) Vital interests:
The processing is necessary to protect someone’s life.
(e) Public task:
The processing is necessary for you to perform a task in the public interest or for your official functions, and the task or function has a clear basis in law.
(f) Legitimate interests:
The processing is necessary for your legitimate interests or the legitimate interests of a third party unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests. (This cannot apply if you are a public authority processing data to perform your official tasks.)
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.
The information that We require will be:
- Child’s name
- Child’s date of birth
- Child’s age
- Child’s address
- Parents’ names, addresses, contact numbers, including work contacts
- Who has parental responsibility for the child
- Emergency contact names, addresses and contact number
- Home language
The following are classed as “special category data” and we must therefore ensure that we meet one or more of the conditions of Article 9 of GDPR as well as the legal bases above:
- Child’s doctor’s name and contact number
- Health clinic/health visitor
- Child’s NHS number
- Any allergies/medical history/ requirements
- Information about immunisations
- Whether the child has any special educational needs or disabilities
- Ethnic group
- Religion
We are required to hold and use this personal data in order to comply with the statutory framework of England, Ofsted, the Department for Education and my local authority early years team.
It will also include photographs, video, or audio recordings of the child. This data will be used to:
It will also include photographs, video, or audio recordings of the child. This data will be used to:
- support your child’s development
- monitor and report on your child’s progress
- share information about activities in our setting
- contact named people in an emergency
- share with other professionals in accordance with legislation
- ensure a contract of service is delivered and maintained
- ensure that this setting receives the statutory funding for which it is eligible.
This data may be, when necessary, shared with:
- Other professionals supporting your child, for example health visitor, pre-school, nursery, school, other health or education professional
- My local authority through the Free Childcare and Early Education Entitlement headcount and annual Early Years Census (England)
- My local authority for the purposes of funded services that they support
- Ofsted