The Nursery Rushden Kids Club 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.

It is important that you read and retain this notice, together with any other privacy notice we may provide on specific occasions 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 PRINCIPLES  

THE KIND OF INFORMATION WE HOLD ABOUT YOU  

We will collect, store, and use the following categories of personal information about children: name, date of birth, home address, dietary requirements, attendance information, photographs and video clips of the child to signpost children to where their belongings are stored, and also for general display purposes, emergency contact should parents be unavailable and the emergency contact’s contact details, record book for each child containing the work of the child and observations about the child’s development records relating to individual children e.g. care plans, common assessment frameworks, speech and language referral forms, records of any reportable death, injury, disease or dangerous occurrence, 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, nationality, health, including any medical condition, health and sickness records, accident or incident reports including reports of pre-existing injuries, information about a child’s incident forms / child protection referral forms / child protection case details / reports.

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.

We may also collect, store and use the following “special categories” of more sensitive personal information: information about a parent’s race or ethnicity, spoken language and nationality, and conversations with parents where staff deem it relevant to the prevention of radicalisation or other aspects of the governments Prevent strategy.

HOW IS YOUR PERSONAL INFORMATION COLLECTED?  

We collect personal information about children and parents from when the initial enquiry is made by the parents, through the enrolment process and until the children stop using our services.

HOW WE WILL USE INFORMATION ABOUT YOU  

Situations in which the Nursery will use personal information of Children

We need all the categories of information in the list above primarily to allow us to perform our obligations (including our legal obligations to children). The situations in which we will process personal information of children are listed below.

• Upon consent from the parents, personal data of children will be shared with schools for progression into the next stage of their education.
• Personal information of children will be shared with local authorities without the consent of parents where there is a situation where child protection is necessary.
• The personal information of children will be shared with local authorities without the consent of parents for funding purposes.
• Ofsted will be allowed access to our systems to review child protection records:
• To ensure we meet the needs of the children
• To enable the appropriate funding to be received
• Report on a child’s progress whilst with the setting
• To check safeguarding records
• To check complaint records
• To check attendance patterns are recorded
• When a child’s progress report is given to its parent in order for that parent to pass the same progress report to a school for application or enrolment purposes

Situations in which the Nursery will use personal information of parents

We need all the categories of information in the list above primarily to allow us to perform our contracts with parents and to enable us to comply with legal obligations. The situations in which we will process personal information of parents are listed below.

• The personal information of parents will be shared with local authorities without the consent of parents for funding purposes.
• To report on a child’s attendance
• To be able to contact a parent or a child’s emergency contact about their child
• To ensure nursery fees are paid

If Parents fail to provide personal information

If parents fail to provide certain information when requested, we may not be able to perform the respective contracts we have entered into with parents, or we may be prevented from complying with our respective legal obligations to children and parents.

Change of purpose

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify the child or parent, as is appropriate in the circumstances, and we will explain the legal basis which allows us to do so.

Please note that we may process a child’s or a parent’s personal information without their respective knowledge or consent, as relevant to the circumstances, in compliance with the above rules, where this is required or permitted by law.

HOW WE USE PARTICULARLY SENSITIVE PERSONAL INFORMATION  

DATA SHARING  

Why might the Nursery share child or parent 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 such as Famly, 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:

• Famly – to store information about children and parents, to communicate with parents, to provide  invoices, to track the development of children

• 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 children

• Schools – to provide a successful transition by ensuring information about the child’s progress and current level of development and interests are shared

How secure is my information with third-party service providers and other entities in our group?

All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

When might you share my personal information with other entities in the group?

We will share your personal information with other entities in our group as part of our service provision.

We may also need to share your personal information with a regulator or to otherwise comply with the law.

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 unauthorised 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 a child benefiting from our services or a Parent, as is appropriate, we will retain and securely destroy your personal information in accordance with retention policy OR applicable laws and regulations.

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 to your personal information (commonly known as a “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 parents 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 makes 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 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 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 for 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 the Director, Kulvinder Chakira, at Kulvinder.chakira@rushdenkidsclub.co.uk