Privacy notice Heavitree Community Preschool We are committed to ensuring that any personal data we hold about you and your child is protected in accordance with data protection laws and is used in line with your expectations. This privacy notice explains what personal data we collect, why we collect it, how we use it and how we protect it. We collect personal data about you and your child to provide care and learning that is tailored to meet your child’s individual needs. We also collect information in order to verify your eligibility for funded childcare as applicable. Personal details that we collect about your child include: your child’s name, date of birth, address, health and medical needs, development needs, any special educational needs and any further information you may wish us to know about your child. Where applicable we will obtain child protection plans from social care and health care plans from health professionals. We will also ask for information about who has parental responsibility for your child and any court orders pertaining to your child. Personal details that we collect about you include; your name, home and work address, phone numbers, emergency contact details, and family details. We may also ask for your National insurance number, unique taxpayer reference (UTR), if you’re self-employed and Date of birth in order to access additional pupil premium funding and the 30 hours free childcare. We may also collect information regarding benefits and family credits that you are in receipt of. We use personal data about you and your child in order to provide childcare services and fulfil the contractual arrangement you have entered into. This includes using your data to:contact you in case of an emergencyto support your child’s wellbeing and development to manage any special educational, health or medical needs of your child whilst at our settingto carry out regular assessment of your child’s progress and to identify any areas of concern to maintain contact with you about your child’s progress and respond to any questions you may haveto process your claim for up to 30 hours free childcare (only where applicable)to process Pupil Premium fundingto support your child’s transition to school or another setting.to keep you updated with information about our service With your consent, we will also record your child’s activities for their individual learning record. This may include photographs and videos. You will have the opportunity to withdraw your consent at any time, for images taken by confirming so in writing. We have a legal obligation to process safeguarding related data about your child should we have concerns about their welfare. We also have a legal obligation to transfer records and certain information about your child to the school that your child will be attending. Who we share your data with In order for us to deliver childcare services we will also share your data as required with the following categories of recipients: ▪ Ofsted – during an inspection or following a complaint about our service ▪ banking services to process chip and pin and/or direct debit payments (as applicable) ▪ the Local Authority (where you claim up to 30 hours free childcare as applicable) ▪ the government’s eligibility checker (as above) ▪ our insurance underwriter (if applicable) ▪ our setting software management provider ▪ Our archive system for data that needs to be kept for a number of regulatory years ▪ the school that your child will be attending We will also share your data if: ▪ we are legally required to do so, for example, by law, by a court or the Charity Commission; ▪ to enforce or apply the terms and conditions of your contract with us; ▪ to protect your child and other children; for example by sharing information with social care or the police; ▪ it is necessary to protect our/or others rights, property or safety ▪ we transfer the management of the setting, in which case we may disclose your personal data to the prospective buyer, so they may continue the service in the same way. We will never share your data with any other organisation 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 ensuring files are kept safe under lock or password / pin protected on computer or portable devices. How long do we retain your data? We retain your child’s personal data, Medication records, accident records and registers up to 21 years after a child has left our setting. 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 which can be for 21 years after a child leaves our setting 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 continue 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/. *Please note that some information is mandatory for your child to attend our setting and this can be discussed in detail at any time.