Our Policies are under review and will be updated on our website in due course. These changes are in accordance with the revised EYFS - Dated June 2021
Safeguarding and Welfare Requirement: Information and records
Records must be easily accessible and available to those. who have a right or professional need to see them. Providers must ensure that all staff understand the need to protect privacy of the children in their care as well as the legal requirements that exists to ensure confidentiality.
Statement of Intent:
Ladybirds Preschool complies with the obligations of the General Data Protection Regulations (GDPR, 2018). We have systems in place to ensure that our collection, storage and retention of personal and general data meets all legal requirements. Although consent is a huge part of GDPR, as a preschool we have lawful obligations that require us to collect, process and store personal data.
Data Controllers determine the purposes and means of processing personal data. Ladybirds data controllers are; Zoe Marler-Hausen (Manager of our Porchester Road setting) and Diana Buckell (Manager of our Parkside setting).
Data processors are responsible for processing personal data on behalf of a controller. Ladybirds data processors are; Carmel Gardener (Administrator for Porchester Road)
Reasons for collecting data
We only collect data that is necessary for us to carry out our duties as a preschool. We collect information from you and may receive information about you from your previous Early Years Provider or education provider, local authorities and the Department for Education (DfE).
A great deal of the information we collect is included in the Parent Declaration Form, completed on your child’s admission to an Early Years Provider which, when signed, indicates that you understand how your families data will be processed. In addition, we collect information for 30 hours eligibility, 2 year old funding eligibility, on learning and development, on safeguarding and welfare & special educational needs and disabilities.
What we use data for
We hold this personal data and use it to:
Your information will not be used for any other purpose or shared with any other organisation unless provided for by law or covered in this Privacy Notice.
The Early Years Provider’s member of staff responsible for data protection, who should be contacted in writing if you would like to receive a copy of the information about you that we hold or share, is:
For information on how long the Early Years Provider will store the information collected please refer to the providers Retention of Records Policy.
Should you have any concerns with how your data is being processed, the following steps should be taken:
Step 1: Contact the Early Years Provider Data Protection Officer.
Step 2: If concerns remain unresolved, follow the Early Years Provider Complaints procedure.
Step 3: Contact the Information Commissioner's Office (www.ico.org.uk)
For further information on the circumstances under which you have the right to request access to, or rectification\erasure of, your personal data please visit the Information Commissioner’s website.
Permissions
Where we do not have a lawful basis to hold data, we will ensure that we have permission to do so. Examples of this include (but are not limited to);
Where permission has been given, access to records is available and permission can be withdrawn by informing preschool in writing.
Retention Periods for Records
The following table outlines the retention periods that the preschool will follow, if a request to deletion of records has not been made. Some records have a legal retention period, others are a recommended retention period.
Children’s records
|
Retention period |
Status |
Authority |
Children’s records including registers and medication record books |
A reasonable period of time after children have left the provision. Ladybirds will keep these records until after the next Ofsted inspection. |
Requirement |
Statutory Framework for the Early Years Foundation Stage |
Children’s records of accidents and injuries |
Until the child reaches the age of 21 |
Recommendation |
Limitations Act 1980 |
Child protection records |
Until the child reaches the age of 24 |
Recommendation |
Limitations Act 1980 |
Records of any reportable death, injury, disease or dangerous occurrence |
3 years after the date the record was made |
Requirement |
The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 RIDDOR |
Personnel records |
Retention period |
Status |
Authority |
Personnel files and training records (including disciplinary records and working time records) |
6 years after employment ceases |
Recommendation |
Chartered Institute of Personnel and Development |
DBS check |
6 months |
Recommendations |
DBS Code of Practice |
Wage/salary records (including overtime, bonuses and expenses) |
6 years |
Requirement |
Taxes Management Act 1970 |
Statutory Maternity Pay (SMP) records |
3 years after the end of the tax year to which they relate |
Requirement |
The Statutory Maternity Pay (General) Regulations |
Statutory Sick Pay (SSP) records |
3 years after the end of the tax year to which the relate |
Requirement |
The Statutory Sick Pay (General) Regulations 1982 |
Income tax and National Insurance returns/records |
At least 3 years after the end of the tax year to which they relate |
Requirement |
The Income Tax (Employments) Regulations 1993 |
Staff accident records |
3 years after the date the record was made |
Requirement |
Social Security (Clams and Payments) Regulations 1979 |
Records of any reportable death, injury, disease or dangerous occurrence |
3 years after the date the record was made |
Requirement |
Social Security (Claims and Payments) Regulations 1979 |
Assessments under Health and Safety Regulations and records of consultations with safety representatives and committees |
Permanently |
Recommendation |
Chartered Institute of Personnel and Development |
Financial Records |
|
|
|
Accounting records |
6 years from the end of the financial year |
Requirement |
Companies Act 2006 Charities Act 2011 |
Administration Records |
|
|
|
Employers liability insurance records |
Permanently |
Recommendation |
Health and Safety Executive |
Minutes of company meetings |
10 years |
Requirement |
Companies Act 2006 |
Confidentiality
To ensure that all those using – and working in – the pre-school can do so with confidence, we adhere to the following procedures:
This policy links to a number of other policies to which the Preschool adheres to, particular reference would be;
Images of children policy
Safeguarding policy
Pupil premium
Document ID- |
Policy adopted at meeting – Jun 2007 |
Reviewed by : Ladybirds Directors
|
Date reviewed |
05/11/2019
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Sep 17 |
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March 18
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