Barn Lodge Childcare

Privacy Notice 

The General Data Protection Regulation (GDPR, May 2018) is a new EU legislation that replaces the Data Protection Act. It is a wide-reaching legislation that aims to keep all data secure.

I record, process and keep personal information about you and your child in accordance with Acticle 6 of the General Data Protection Regulation: ‘the rights of the data subjects’.
It is a requirement of my registration with the Information Commissioners Office (ICO) to provide you with information about the details I keep about you and your child/ren

This requirement applies to information I collect in relation to 
- Online data processing
- Paper data processing

Records I hold about you and your child/ren 
- I hold two different types of records about you and your child:

Developmental records including:
- Information from you
- Details about your childs learning and development at home and in the setting
- A copy of your childs statutory 2 year progress check
- Observations of your child’s learning
- Assessments, individual planning and regular progress summaries.

Personal records including
-Personal details requirements by the statutory frameworks and / or the Local Authority for funding purposes.
- Contractual details including attendance registers and fees information
- Emergency details including your contact details and records of your childs 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 I do with your data and with whom it is shared
I am required to ensure the information I collect about you and your child/ren is treated confidentially and only shared when there is a need for it to be Shared, ideally with your permission in advance of sharing, for example
- I share information with other settings or agencies involved in your child’s care- I am required to do this by the EYFS 
- I am required to share a copy of your child’s 2 year progress check with your Health visitor 
- I am required to share information with my Local Authority for the purpose of the 2,3 and 4 year old funding offer and any extra funding I might claim for your child
- I share information about income and expenses including, when requested, your invoices and payments with HMRC and Tax Credits.

Ensuring your data is accurate
Under the GDPR I am required to keep data about you and your child/ren up-to-date and ensure it is accurate; I will do this regularly. You have the right to access your personal data and I will share this information with you on request.

How long I keep your data
I am required to inform you how long I retain information about you and your child/ren. You will find this information in my Retention Policy (at barnlodgechildcare.co.uk) I will also clarify this in the Contract Termination Letter which I will give to you when your child leaves our setting.

How I delete your data
Online deletion - I do not keep any online files containing personal data. I keep Telephone contacts and email address on my Phone and Tablet. These will be deleted once no longer required.
Paper deletion- Files held in paper format, including photos of the children, are either handed to parents when the child leaves or goes to school or shredded when no longer required. ( Please see the Retention Policy for more information)

How you can make a complaint
I am required to inform you about 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 0300 123 1231 or enquiries@ofsted.gov.uk
Complaining to ICO https://ico.org.uk/for-organisations/report-a-breach/.

Online data processing
Computers, laptops and tablet security includes regular updated antivirus software and secure password protection.
Electronic equipment- I use a computer, iPad  and iPhone for business purposes.
Our website- I use vista print to run my website. Vistaprint may collect anonymous information about visitor behaviour patterns. I do not use this information.
Emails- I use yahoo mail to receive and send emails. I keep copies of your email address on all my electronic devices.
Social media- I use Facebook, messenger and whats app to communicate with parents and show activities/photos from our day. 
an posts from visitors/parents is done at there own risk. I do not share posts on any other page other than Barn Lodge Childcare.
Mobile phone- I use an iPhone to call and text parents. Im contracted with Vodafone. Numbers, email address are stored in my contacts.

Paper data processing
Paper documents relating to you and your child/ren are stored in a lockable filing cabinet. Some documentation is retained in the office to be shared with you and your child/ren on request including progress reports and summaries.

Paper documents include
- Your child’s learning and development information
- Attendance registers
- Documents for HMRC including invoices
- Parents and provider contracts
- Permission forms
Safeguarding forms relating to your child’s health and safety
- Emergency contact details 

Please see my Data Audit for full details

Local Authority funding forms
Parents who are eligible to claim 15-30 hours Government funded childcare are required to complete a Local Authority “Free Early Education Entilement aren’t Declaration” . This form includes identifiers such as parents names and National Insurance numbers and your child’s personal details and characteristics such as ethnic group. This are stored in a locked filing cabinet.

Policy written on 16/5/2018 
to updated annually