Privacy Notice and GDPR
Groombridge Pre-School processes personal information about its pupils and is a ‘data controller’ for the purposes of the Data Protection Act 1998. We collect information from you and may receive information about your child from their previous setting.
With your consent we hold and use your/your child’s information to support their teaching and learning, monitor and report on how well they are doing, provide them with pastoral care and to assess how well the setting is doing.
The information we hold includes your/your child’s contact details, Date of Birth, Emergency Contact and contact details, your child’s learning journal, attendance information[1], ethnic group, special educational needs status and any relevant medical information.
We will not give information about your/your child to anyone outside the setting without your permission unless the law and our rules permit it. We are required by law to pass some of your child’s information to East Sussex County Council and to the Department for Education (DfE). We will pass on individual pupil records to the receiving setting when a child moves from one setting to another. This includes when a child moves to reception class in primary school.
How do we protect your data?
We protect unauthorised access to your personal data and prevent it from being lost, accidentally destroyed, misused, or disclosed by:
Written information provided by parents such as information on our Enquiry, Entry, Taster & EYEE forms shall be kept confidential, only being accessed by staff for the purpose of fulfilling their roles within the setting. Written information is kept in a secure locked filing cabinet in a cupboard which is locked overnight. Electronic data for the purpose of producing registers, session records and billing is stored on Google Drive, password protected and only the Pre-School Administrator and Pre-School Supervisor has access. Parent/carer email addresses are stored on Google drive, password protected and only the Pre-School Administrator, Pre-School Supervisor and Management Committee Chairs have access for the purpose of newsletters and updates regarding Groombridge Pre-School
How long do we retain your data?
We retain your child’s personal data for up to 3 years after your child no longer uses our setting, or until our next Ofsted inspection after your child leaves our setting. Medication records and accident records are kept for longer according to legal requirements. Your child’s learning and development records are maintained by us and handed to you when your child leaves.
In some instances (child protection, or other support service referrals) we are obliged to keep your data for longer if it is necessary to comply with legal requirements (see our Children’s and Provider Records policies).
YOUR RIGHTS WITH RESPECT TO YOUR DATA
You have the right to:
Request access, amend or correct your/your child’s personal data
Request that we delete or stop processing your/your child’s personal data, for example where the data is no longer necessary for the purposes of processing; and
Request that we transfer your, and your child’s personal data to another person
If you wish to exercise any of these rights at any time or if you have any questions, comments or concerns about this privacy notice, or how we handle your data please contact us. If you have continued to have concerns about the way your data is handled and remain dissatisfied after raising your concern with us, you have the right to complain to the Information Commissioner Office (ICO). The ICO can be contacted at Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF or ico.org.uk/
East Sussex County Council
If you need to know more about how East Sussex County Council stores and uses your information please see their website:
www.eastsussex.gov.uk/dataprotection
If you are unable to access this website, please contact:
Information Governance Officer
Children’s Services
East Sussex County Council
County Hall
St Anne’s Crescent
Lewes
BN7 1UE
01273 482901
Department for Education
If you need to know more about how the DfE stores and uses your information please see their website:
If you are unable to access these websites, the DfE can send you a copy of this information. Please contact:
Public Communications Unit
Department for Education
Sanctuary Buildings
Great Smith Street
London
SW1P 3BT
0870 000 2288
http://www.education.gov.uk/help/contactus
Changes to this notice
We keep this notice under regular review. You will be notified of any changes where appropriate.
[1] Attendance information is NOT collected as part of the Censuses for the Department for Education for the following pupils / children - a) in Nursery schools; b) aged under 4 years in Maintained schools; c) in Alternative Provision; and d) in Early Years Settings.
This policy is known, agreed and implemented by all staff.
This policy is known and made available to all parents.
This policy was adopted at The Committee Meeting held on 12th May 2011 and reviewed April 2018.