Privacy Notice

GDPR Privacy Notice 

I record, process and keep personal information about you and your child in accordance with Article 6 of the General Data Protection Regulation (GDRP, May 2018) 'the rights of data the subjects'. 

It is a requirement of my registration with the Information Commissioners Office (ICO)* that I provide you with details of the information I keep about you and your child/children. 

*https://ico.org.uk/about-the-ico/what-we-do/register-of-data-controllers/ 

The requirement applies to information I collect in relation to: 

• Online data processing 
• Paper data processing 

Records about your child/children 

I hold 2 different records about you child. 

Developmental records including: 

• Information from you 

• Details about your child's learning and development at home 
• A statutory two-year progress check 
• Observations of your child's learning 
• Assessments, individual planning and progress summaries 

Personal records including: 

• Personal details required by the statutory framework  
• Contractual details including attendance registers and fees information 
• Emergency details including your contact details and records of your child's health and care needs 
• Safeguarding and child protection records 

• Any records required to support your child such as shared information from other agencies and professionals 

What information I need about you and your children 

I hold information about you and your children to allow me to comply with the Early Years Foundation Stage (EYFS, 2017) and the Childcare Register (2016). Some of the data I process relates to the Early Years Inspection Handbook (2016). Most of the information I collect about you and your child is statutory; when information is optional I will let you know you that you have a choice whether to share it with me or not. 

What I do with your data and whom it is shared 

I am required to ensure that the information I collect about you and your child is treated confidentially and only shared when there is a need for it to be shared, ideally with your permission in advance of sharing e.g.  

• I share information with other settings and agencies involved in your child's care – I am required to do this by the EYFS (Sharing Information Permission Slip) 
• I am required to share a copy of your child's two-year progress check with your child's Health Visitor – I am required to do this by the EYFS (Sharing Information Permission Slip) 
• I share information about income and expenses including, when requested, your invoices and payments with the HMRC and Tax Credits 

Ensuring your data is accurate 

Under the GDPR I am required about you and your child/children up to date and to ensure it is accurate: I will do this regularly. You have the right to access personal data about you and your child/children and I will share this information with you upon request. 

How long I keep your data 

I am required to inform you how long I retain data about you and your child/children. You will find this information in my Retention Policy. Further information about retention will be clarified in the Contract Termination Letter when your child leaves the setting. 

How I delete your data 

• Online deletion - data will be deleted with CCleaner from Piriform. 
• Paper deletion – files held in paper format including photos will be handed to parents/cares when the child begins school or leaves my setting. Any data left with me will be shredded 

Please refer to the Retention Policy for more information. 

How you can make a complaint 

I am required to inform you how you can make a complaint relating to a data breach or if you think I am not processing your data appropriately. 

Complaining to Ofsted – by phone 0300 1231231, by email enquiries@ofsted.gov.uk , by post Picadilly Gate, Store Street, Manchester, M1 2WD. 

Complaining to ICO – by phone 0303 1231113. Further information can be found on their website:https://ico.org.uk/for-organisations/report-a-breach/ 

Online data processing 

I ensure I have up to date virus protection and passwords. 

Electronic equipment 

I use a password protected laptop for childminding purposes, which has antivirus software installed – updated regularly. 

I use Microsoft One Drive to record income and expenses – children are identified by their initials on the spreadsheet.  

My Blog 

I usually have the comment function disabled from my blog posts. If it is possible to comment on post, a name and e-mail address is required. I do not use this information. 

Facebook Page & Instagram 

If you like or comment on the Dotty Ducks Childcare Facebook page or Instagram your name will be displayed. I do not use this information. I may occasionally send a photo via Facebook Messenger from the Dotty Ducks Childcare page. I will only do this if you have given permission, which can be revoked at any time. 

E-mail 

I use Gmail to send and receive emails. I keep your email address on Gmail in order to contact you and send information. 

Mobile Phone 

I keep your contact numbers in my mobile phone in order to contact you. My provider is EE. I use your contact numbers to phone and text you. 

Paper data processing 

Most of the personal data I collect is in paper form.  

• Learning and development information 

• Attendance registers 
• Documents for HMRC – including invoices 
• Permission forms 
• Safeguarding forms relating to your child's health & wellbeing 
• Emergency contact details 

More information is available in my data audit. 

Local Authority funding forms – I do not provide funding so have excluded this from my documents. Should I decided to offered funded places all documents will be updated to reference how data is used & processed. 

Changes to this privacy notice 

This document will be reviewed annual unless changes are required before. 

Document written: 1/4/18 

For review: May 2019 

CB

Dotty Ducks Childcare