Record Keeping

 

Our record keeping systems meet legal requirements within the framework of the General Data Protection Regulations 2018 and the Freedom of Information Act 2000. 

This policy runs in conjunction with our Privacy Notice, Confidentiality Policy and Information Sharing Policy.

 

Children’s Records

 We keep two types of records developmental and personal records.  All are stored in a locked cupboard.

 Developmental records are in the form of a Learning Journey and will contain observations photos of examples of work.  These are assessable by staff and parents of the child only.  Parents are encouraged to participate in the creation of these records. These are now all done on n on-line system called Tapestry and secured with passwords.

 Personal records include entry forms, consent forms, medical history, correspondence concerning the child or family any minutes of meetings with outside agencies working with the child.  These records are kept in a locked cupboard.

 Staff will not discuss personal information given by the parent with anyone outside pre-school. 

 Parents have access, in accordance with our Privacy Notice, Confidentiality and Client Access to Records Policy, to the files and records of their own children, but do not have access to information about any other child.

 We retain children’s records for three years after they have left the setting; the exception to this is records that relate to an accident or child protection matter, which are kept until a child reaches the age of 21 years or 24 years respectively. The medical and accident record retention complies with the Limitation Act 1980. Safeguarding and welfare requirements are retained to comply with the EYFS requirement 3.71.  These records are kept locked in a secure place.

 

Archiving children’s files

When a child leaves our setting, we remove all paper documents from the child’s personal file and place them in a locked storage box. After three years it is destroyed, unless it relates to accident forms or child protection issues.

Tapestry files are offered to you, the parents/carers, to download and keep, and are then deleted from our account.

We store financial information according to our finance procedures.

We will never share your data with any other organisations to use for their own purposes

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:

Locking all paper documents containing data in a filing cabinet in the locked cupboard.  The key to the filing cabinet is only with 3 senior staff members.  ICT are password protected and have up-to-date spy and malware software installed.  Only allowing authorised staff members to access data, and ensuring they are aware of our confidentiality policy.  Using password protected accounts to access Tapestry, as well as pin codes for the pre-school owned iPads.

Right to Erasure

As a parent, you do have the right to ask for information about your child to be withdrawn.  This is known as ‘right to erasure’.  However, there are certain pieces of information that we are legally obliged to have when the child is attending the setting, and these are seen as exceptions to the ‘right to erasure’. Erasure requests will handled on an individual basis.

Staff Records

 Issues to do with employment of staff paid or unpaid will remain confidential to those dealing with personnel decisions.

 Students on recognised qualification training will be made aware of our confidentiality policy and be expected to conduct themselves in accordance with it.

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.