Privacy Notice

As from Friday 25^th May 2018 The General Data Protection Regulation 2016/679 will be coming into place. GDPR is a regulation in EU law on data protection and privacy for all individuals within the European Union. In accordance with GDPR we are allowed to collect, use and share with consent children’s and parent/carers information. For more information about the data we collect, hold or share please ask to see our full privacy notice.

What personal data do we need?

We have a legal basis for holding and sharing much of the data we hold.

• The enrolment form you complete to register your child with us contains your contact details, address, email, phone numbers, employer details (for contact pruposes), emergency contacts, your child’s name, date of birth, religion, medical information and immunisation history.

• The EYE funding forms we hold include details provided by you including you and your child’s name, child’s date of birth, both your addresses, your NI number, ethnicity and language spoken at home.

• We hold details of accidents, medication records and records of any safeguarding concerns or incidents

• We hold information on your settling in pack forms about your child’s likes, dislikes, and personal routines including sleep and mealtimes, which are provided by you and are used to build a starting point to begin to get to know your child to aid their transisition into pre-schoiol life.

• We then continue to hold observations on your child to help us establish their ongoing progress and help us to plan the next steps in their learning as well as statutory two year old checks.

• Our lawful basis for collecting this data is ‘Contract’. This means that we need this data in order to provide a place at this setting for your child. Because of that, you won’t be able to ask for us to delete or stop processing this data without ending the contract with us. If you would like to do that, please speak to a manager at the setting.

• This data will not be shared outside the EU.

• Some of this data may be shared outside the setting.

• We will only hold onto this data for as long as we need to in order to fulfil the purpose it was originally collected for and/or for our legal obligations.

• You have the right to see the data we have for yourself of your child at any point. This is known as the right to access.

• If any of your or your child’s data changes (e.g. address or medical information), please let us know and we will update it. This is known as the right to rectification.

• If you have a complaint about the way we process your or your child’s personal data, you have the right to complain to the information commissioner’s office. You can find more details about how to do that from their website: https://ico.org.uk/

Why do we need it?

These details are necessary, most are a statutory requirement when providing a child with a place at Little Gems and they are important in safeguarding your child for their duration at Little Gems Preschool. We may need to contact you in an emergency or for updates on your childs progress and development. We will send newsletters, letters and other information about our preschool and/or your child/ren. Your child/ren's date of births are needed to ensure correct ratios are in place. We need to safeguard your children by recording accidents and monitoring administration of medications.

How we will use the information you have given us?

• We will use the information you have given to us about yourself to contact you about your child.

• Please ensure that you tell any additional adults that you have given us their contact details so that we can contact them if we are unable to speak to you if your child is unwell, has an accident or is uncollected at the end of the session. If they have any questions or queries regarding this, please direct them to contact Little Gems Preschool on 07543 523387 (Chandlers Ford) or 023 80471 070 (West End).

• We will use the information you have given to us about your child to track their learning and development and to keep them safe.

• In addition, we would like to send you information about Little Gems such as newsletters or invitations to events.

• We may need to send details to third parties such as information for Ofsted, Tapestry logins, Hampshire County Council contacts, Health Visitors, Medical professionals and Teachers/schools for transition information for safeguarding purposes.

What do we do with it?

The contact details are used when we need to get in touch about anything that is related to you or your child. This could include contacting you regarding;

* Sessions

* Payment of fees and funding

* using tapestry or any future online tracking tool

* In case of an emergency within the preschool

* details maybe sent through to third parties such as information for Ofsted, Tapestry logins, Hampshire County Council contacts, Health Visitors, Medical professionals and Teachers/schools for transition information for safeguarding reasons.

How long do we keep it?

We follow the Early Years Foundation Stage safeguarding children guidance in how long data is kept for. Much of the information will be destroyed once your child has left Little Gems. Documents such as registers, accident books and medication records are kept for longer periods.

Where do we keep it?

We ensure that your personal information is kept safe and confidential at all times. Within the setting they are locked away within lockable and secure filing cabinets, management may also need some of this information at home within a file or stored on a work laptop which is accessed via a password to complete bills, letters, emails and tapestry. Tapestry information and photographs are completed on and accessed via a tablet. The tablets have parental locks in place, and the tablet is unlocked via a password and tapestry accessed via a password or a pin.

If you have any questions or queries regarding this, please direct them to the preschool on 07543 523387/littlegemscf@gmail.com (Chandlers Ford) or 023 80471 070/littlegemswe@gmail.com (West End). Thank you.