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Privacy Policy

Headstart Day Nursery

Data Protection and Privacy Policy

Your Privacy is important to HeadStart Day Nursery so we have developed a number of privacy notices which cover how we collect, use, process, transfer and store your personal information. All your personal Information shall be held and used in accordance with The General Data Protection Regulation (2018). Our full Data Protection Policy can be accessed by contacting our Officer via email on headstartdaynursery@btopenworld.com

HeadStart Day Nursery is the data controller of your Information is required to collect and process data for several purposes concerning its staff, contractors, parents, children, website users and any other individual who comes into contact with the company. In gathering and using this data HeadStart Day Nursery is committed to protecting all individual’s rights of freedom and privacy.

The policies below are intended to inform you how we gather, define, and utilise your personal information such as name, address, email address and mobile phone number.

Privacy Policy for website users

What personal data we collect about you as a visitor to our website

When you visit our website, you may provide us with personal Information to on an individual basis for enquiry purposes.

We maintain the highest standards of security, however the transmission of information via the internet is not completely secure. So, whilst we will do our best to protect your Information, we cannot ensure the security of your data transmitted to our Website.

Any information you submit is sent at your own risk. Once we have received your Information we will use strict procedures and security features to minimise the risk of unauthorised access.

How we use the information you provide to us

We, at HeadStart Day Nursery use your Information in the following ways:

  1. to ensure that content from our Website is presented in the most effective and efficient manner for you and your computer;
  2. to allow you to register, request information and services available on our Website where you choose to do so;
  3. to notify you about changes to our service;
  4. in accordance with your authorisation at the point of Registration;

We may pass your Information to carefully selected third party organisations:

  • if we buy or sell any business or assets in which case we may disclose your Information to the seller or buyer of such business or assets;
  • if we are under a duty to disclose or share your personal data to comply with any legal obligation or in order to enforce or apply our terms and conditions and other agreements or protect the rights, property, or safety of our customers, or others. This includes exchanging information with other companies and organisations for fraud protection and credit risk reduction.

How we protect your information

Email is not recognised as a secure medium of communication. For this reason should you do so it is at your own risk.

Storage of data

The data you provide to us via the website we will hold in our software systems. Data relating to you and your child will be kept in the nursery. Personal data held within a software system will be securely protected with logins, which will only be given to those who need to access the data.

Your data subject rights

You may request access to all your Information that we collect and maintain in our database by writing to us at the following address: HeadStart Day Nursery, Collyers College, Hurst Road, Horsham, RH12 2EJ or emailing us at headstartdaynursery@btopenworld.com

We are obliged under GDPR to complete your request free of charge and within 1 month of receipt of the request.

Your Consent

By using our website, you consent to our collection and use of your Information as described in this Privacy Policy. If we change our privacy policies and procedures, we will post those changes on our Website to keep you aware of what information we collect, how we use it and under what circumstances we may disclose it.

Where we store your personal data

Data and Information that we collect from you will be stored in the UK.

Privacy Notice for Parents

HeadStart Day Nursery is the data controller for any personal information you provide to us regarding you or your child. This means we decide how your personal data is processed and for what purpose.

HeadStart Day Nursery is required to collect and process data for a number of purposes concerning its staff, contractors, parents, children and any other individual who comes into contact with the company. In gathering and using this data HeadStart Day Nursery is committed to protecting all individual’s rights of freedom and privacy and meeting the requirements of the General Data Protection Regulation 2018 (GDPR).

What personal data we collect about you and your child

HeadStart Day Nursery contractual responsibilities include but are not limited to the collection of the following personal data:

  • Personal details (name, date of birth, gender)
  • Attendance information (start date, hours in nursery)
  • Medical and health information
  • Personal characteristics
  • Dietary requirements and preferences (allergies on intolerances, food likes/dislikes)
  • Special Educational Needs information
  • Development records

The information we hold about you as a parent or guardian include:

  • Personal details (name, date of birth, national insurance number)
  • Contact details (address, phone number, email address)
  • Bank details (name of bank, account number and sort code)

We do hold some special category data about you and your child regarding race, ethnic origin, religion and health information. The special category data is only collected as required by the Local Authority or other public bodies for legal and contractual purposes. We comply fully with the requirements of GDPR in relation to special category data and are aware of the sensitive nature of the information.

It is the duty of you, the Data Subject to let us know of any personal data that has changed or is incorrect, we send out annual declaration forms to ensure the data we hold on you is accurate

How we process your personal data

HeadStart Day Nursery complies with its obligations under the GDPR by keeping personal data up to date; storing and destroying it securely; not collecting or retaining excessive amounts of data; protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data. All the data we process, we do so to fulfil the contract we have with you.

HeadStart Day Nursery hold and processes your data to be able to:

  • Provide the appropriate care for your child
  • Support your child’s learning
  • Monitor and report on your child’s progress
  • Ensure the right first aid and medication is provided to your child in cases where they    become ill or have an accident in our care

There is certain data we hold about you as a parent or guardian to be able to successfully carry out the contract. The information we hold about you includes your name and address, contact details, National Insurance number, Date of Birth and signatures. We hold this personal data and use it to:

  • Be able to contact you in case there is an emergency regarding your child
  • Be able to claim WSCC Early Years funding
  • To provide proof of consent of your agreement to our contract terms and conditions

Whilst much of the data you provide to us is mandatory to carry out the contract you hold with us, some of it is provided on a voluntary basis. To comply with the GDPR we will inform you at the time of collection whether the information you are asked to provide is mandatory. Where personal data is not required for legal or contractual reasons, we will give you the opportunity provide your consent for us to use your data for that purpose. Mandatory information will be marked with an asterix*.

The lawful basis in which we process this data

HeadStart Day Nursery collects and processes all the information you provide to us as a parent or guardian under the contractual lawful process. It is necessary to process this data to be able carry out the requirements of the contract. Without this data we will not be able to fulfil your contract and thus not be able to keep your child in our care.

The health and medical data you provide to us regarding your child is legally required and is vital to keep your child safe whilst in our care.

Data regarding your child’s ethnicity, race and religion is only processed under the requirements of Local Authorities and public bodies and upholding HeadStart Day Nursery equal opportunities policy and ensuring we are meeting the Equality Act 2010.

Some data will only be processed if explicit consent is given. This can include the ability to take photographs of your child and using your details for direct marketing. Where this is the case we will ask for your consent at the time we collect your data.

Who collects this data

HeadStart Day Nursery collects most of its data directly from the individual themselves. The information we collect about you and your child will all be obtained from the application pack you fill out when you first enrol your child or the online form. Additional data is collected as part of the Annual Declaration and on an ad-hoc basis as required.

Storage of data

All your data is either kept in our software systems or in paper format. Data relating to you and your child will be kept in the nursery. Personal data held within a software system will be securely protected with logins, which will only be given to those who need to access the data. If you wish to see the full version of our IT security policy please contact the Office.

All data stored in paper format will be kept in a safe location where only those who are authorised to access it, can. This may include being locked away in a filing cabinet.

Who and why we share this data

We are legally obliged to pass some of your details on to third parties for legal reasons such as public bodies. This includes Local Authorities, Ofsted, Educational establishments, NHS, Police and enforcing agencies. We will not give information about you or your child to anyone outside of the company without your explicit consent unless the law or our terms and conditions allow us to.

We may also share data with organisations for trend analysis. The processing of this kind of data we are not legally required to do and therefore we will ask you for your explicit consent for us to share your data for this purpose

We will share your child’s progress data with schools as they transfer from nursery.

Data retention periods

HeadStart Day Nursery is committed to ensuring we do not hold personal data for any longer than necessary.

Data which we hold under contract is subject to specified retention periods. These are as follows:

  • Parent and child personal data – Will destroyed 3 years after child has left nursery
  • Safeguarding information – Will destroyed once the child has reached 25 years.
  • Medical and health data – Will destroyed 3 years after child has left nursery
  • Accident data – Will destroyed 3 years after child has left nursery
  • Child learning progress – Given to the parent when the child leaves the nursery, if not collected by the parent or guardian this will be destroyed a term after the child has left the nursery
  • Tapestry accounts – If not required for handing on we will destroy/delete the account a term after the child has left the nursery.

Once the data has been used for its original purpose and the retention period has expired, we will appropriately dispose of the data.

Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Protection Privacy Notice, we will provide you with a new notice explaining this new purpose. Where and whenever necessary, we will seek your consent to the new processing.

Your data subject rights

Under GDPR you have the right to request access to any of the data held by HeadStart Day Nursery about you and your child. If you wish to make a subject access request please contact the Nursery Manager.

If you feel HeadStart Day Nursery has not handled your or your Child’s personal details adequately or you are unhappy with how your data request has been dealt with contact Nursery Owner.

Recruitment

If you are successful and are offered a position to work for HeadStart Day Nursery we will hold your data under contract. Further information on what information we hold on employees, how we store it and how we process this data can be found on the Privacy Notice for Employees below.

If you are unsuccessful we will dispose of any personal data you have supplied us immediately unless you have given explicit consent for us to keep this information.

Privacy Notice for Employees

HeadStart Day Nursery is the data controller for any personal information you provide to us regarding yourself as an employee of HeadStart Day Nursery. This means we decide how your personal data is processed and for what purpose.

HeadStart Day Nursery is required to collect and process data for a number of purposes concerning its staff, contractors, parents, children and any other individual who comes into contact with the company. In gathering and using this data HeadStart Day Nursery is committed to protecting all individual’s rights of freedom and privacy and meeting the requirements of the General Data Protection Regulation 2018 (GDPR).

What personal data we collect about you

HeadStart Day Nursery contractual responsibilities include but are not limited to the collection of the following personal data:

➢ Personal information (name, employee number, national insurance number)

➢ Contact information (phone number, email address)

➢ Work absence information (number of absences and reasons)

➢ Qualification and educational history

➢ Bank details (name of bank, account number and sort code)

➢ Medical and health information

➢ Contract information (start date, hours worked, salary information)

We do hold some special category data about you regarding your race, ethnic origin, religion and health information. The special category data we hold we only process if it is essential for the purpose of a contract or required for legal reasons and is adequately protected because of the

sensitive nature of the information. We only use this information for equal opportunity research and feedback.

It is the duty of the data subject to let us know of any personal data that has changed so we can update our records and ensure the data we hold on you is accurate.

How we process your personal data

HeadStart Day Nursery complies with its obligations under the GDPR by keeping personal data up to date; storing and destroying it securely; not collecting or retaining excessive amounts of data; protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data. All the data we process from employees, we do so to fulfil the contract.

HeadStart Day Nursery hold and processes your data to be able to:

➢ Enable individuals to get paid

➢ Contact employees when necessary

The lawful basis in which we process this data

HeadStart Day Nursery collects and processes all the information you provide to us about yourself as an employee under the contractual lawful process. It is necessary to process this data to be able carry out the requirements of the contract. Without this data we will not be able to fulfil the contract and thus not be able to employ you as a member of staff here at HeadStart Day Nursery.

The health and medical data you provide to us is legally required and is vital to keep you safe whilst you are employed with us. It is also under your contract that you supply sick notes to us as evidence of proof of illness and ensure you are paid for these days.

Data regarding your ethnicity, race and religion is only processed for monitoring and upholding HeadStart Day Nursery equal opportunities policy and ensuring we are meeting the Equality Act 2010.

Who collects this data

HeadStart Day Nursery collects most of its data directly from the individual themselves. The information we collect about you will be obtained from the CV you give us during the recruitment process or new starter pack you fill out when you first become employed with HeadStart Day Nursery. Additional data is collected as part of the Annual Declaration and on an ad-hoc basis as required.

Storage of data

All your data is either kept in our software systems or in paper format. All Staff and Employees’ including Management data will be held within the office filing system. Personal data held within software systems will be securely protected with logins, which will only be given to those who need to access the data. All data stored in paper format will be kept in a safe environment where only those who need it can access it. This may include being locked away in a filing cabinet.

Who and why we share this data

We are legally obliged to pass some of your details on to third parties such as public bodies or civil services. These may include, the police, West Sussex County Council, the courts, HMRC and pension and Healthcare Plan providers. We limit the sharing of data to third parties as far as practicable and only share data where it is necessary for legal reasons or for the processing of the contract.

Data retention periods

HeadStart Day Nursery is committed to ensuring we do not hold personal data for longer than is necessary. We are required by law to hold some of the personal data you provide us for certain periods of time. Medical, health and accident data will not be destroyed and both financial and personal data we will hold for 7 years after you have left the company, after this period your data will be appropriately disposed of. Further information can be found on the “Personnel records retention periods” document supplied by NDNA – found on-line or in our GDPR folder.

Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, we will provide you with a new notice explaining this new purpose. Where and whenever necessary, we will seek your consent to the new processing.

Your data subject rights

Under GDPR you as an employee have the right to request access to any of the data held by HeadStart Day Nursery. If you wish to make a subject access request, please contact the Nursery Manager.

If you feel HeadStart Day Nursery has not handled your personal details adequately or you are unhappy with how your data request has been dealt with contact Nursery owner.

Consent

HeadStart Day Nursery is committed to ensuring where consent is required, it is freely given, specific and unambiguous. Where consent is required for additional processing, data subjects are given the opportunity to freely give their consent to us processing that data for the specified purpose. Additional consent forms will be distributed to gather additional permission.

Contact Us

If you have any questions or suggestions regarding our privacy policy, please contact us:

Office Manager

HeadStart Day Nursery

Collyers College

82 Hurst Road

Horsham

West Sussex

RH12 2EJ

 

Email: headstartdaynursery@btopenworld.com

 

Statutory information about HeadStart Day Nursery Childcare

Registered in England and Wales Registered Company No. : 6856881

Registered Office: HeadStart Day Nursery, Collyers College, 82 Hurst Road, Horsham, West Sussex, RH12 2EJ

Last updated : 31st May, 2018

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