Privacy Policy

The Green Day Nursery Privacy Policy

What is the purpose of this document?

The Green Day Nursery (Kings Norton) Ltd is committed to protecting the privacy and security of your personal information.

This privacy notice describes how the Nursery collects and uses personal information about employees f the nursery (“Employees”), children attending the nursery (“child” or “children”) and the parents of the children (“parents”) (known collectively as “you” or “your”), in accordance with the General Data Protection Regulation (GDPR).

The Green Day Nursery (Kings Norton) Ltd is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice.

This notice applies to employees, children and parents. This notice does not form part of any contact of employment or other contract to provide services. We may update this notice at any time but if we do so, we will provide you with an updated copy of this notice as soon as reasonably practical.

It is important that employees, children and parent read and retain this notice, together with any other privacy notice we may provide on specific occasion when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information and what your rights are under the data protection legislation

DATA PROTECTION PRINCIPLE

We will comply with data protection law. This says that the personal information we hold about you must be:

• Used lawfully, fairly and in a transparent way.
• Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
• Relevant to the purposes we have to you about and limited only to those purposes.
• Accurate and kept up to date
• Kept only as long as necessary for the purposes we have told you about
• Kept securely

THE KIND OF INFORMATION WE HOLD ABOUT YOU

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

There are “special categories” of more sensitive personal data which require a higher level of protection, such as information about a person’s health or sexual orientation.

We will collect, store and use the following categories of personal information about children:

• Name
• Date of birth
• Home address
• Dietary requirement
• Attendance information
• Photographs and video clips of the child to signpost children to where their belongings are stored at the nursery they attend, and also for general display purposes.
• Emergency contacts should parents be unavailable and the emergency contact’s contact details.
• Records relating to individual children e.g. care plans, common assessment frameworks, speech and language referrals forms
• Accidents and pre-existing injuries forms
• Observation, planning and assessment records of children

We may also collect, store and use the following “special categories” of more sensitive personal information:

• Information about a child’s race or ethnicity, spoken language and nationality.
• Information about a child’s health, including any medical condition, health and sickness.
• Information about a child’s accident or incident reports including report of pre-existing injuries.
• Information about a child’s incident forms/ child protection referral forms/ child protection case details/ reports.

Parents:

We will collect, store and use the following categories of personal information about parents:

• Name
• Home address
• Telephone numbers, and personal email addresses
• National Insurance number
• Bank account details

DATA SHARING

We may have to share data with third parties, including third-party services providers and other entities in the group.

We require third parties to respect the security of your data and to treat it in accordance with the law.

Why might the nursery share personal information with third parties?

We will share your personal information with third parties where required by law, where it is necessary to administer the working relationship with you or where we have another legitimate interest in doing so.

Which third-party service providers process my personal information?

“Third parties” includes third-party service providers (including contactors and designated agents), local authorities, regulatory bodies, schools and other entities within our group. The following third-party service providers process personal information about you for the following purposes.

• Local authorities – for funding and monitoring reasons (e.g. equal opportunities and uptake of funded hours)
• Regulatory bodies – for ensuring compliance and the safety and welfare of the child
• Schools – to provide a successful transition by ensuring information about the child’s progress and current development and interests are shared

DATA RETENTION

How long will you use my information for?

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. Details of retention periods for different aspects of your personal information are available in our retention policy which is available from the manager. To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorized use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you. Once you are no longer an employee, or child benefitting from the nursery’s services or a parent, as is appropriate, we will retain and securely destroy your personal information in accordance with our data retention policy OR applicable laws and regulation.

RIGHTS OF ACCESS, CORRECTION, ERASURE, AND RESTRICTION

Your duty to inform us of changes

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us.

Your rights in connection with personal information

Under certain circumstances, by law you have the right to:

• Request access toy our personal information (commonly known as ‘data subject access request’). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
• Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
• Request erasure of your personal information. This enables employees or parent to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing. (see below)
• Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which make you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
• Request the restriction of processing of your personal information. This enables employees or parents as is appropriate, to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
• Request the transfer of your personal information to another party.

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact the manager in writing.

No fee usually required.

You will not have to pay a fee to access your personal information (or to exercise any of the other rights.)

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

RIGHT TO WITHDRAW CONSENT

In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose. You have the right to withdraw your consent for that specific purpose. You have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact [the manager]. Once we have received notification that you have withdrawn your consent, we will no longer process your information or the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.

CHANGES TO THIS PRIVACY NOTICE

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.

If you have any questions about this privacy notice, please contact Helen Clarke, Direction and Data Protection Officer (DPO)

Last updated 22/05/2018