Data Protection

As a nursery we do need to collect certain personal data from staff & the families who use our service.

Below in the table we set out what we take, how we store it and when it is disposed of.

Data

Where is it kept – How is it kept secure

What is it used for

Is it shared

When is it destroyed

Name & date of birth (child)

Child file. – locked filing cabinet.

Child’s details

No

3 years after a child leaves

 

Tapestry – password protected. Tapestry data stored in EU.

Observation, assessment & planning

No – only with parents and any other person with access to that account via parent. This info may be shared with another setting if a child leaves.

Downloaded as PDF for parent. The deleted from Tapestry.

 

Registers

 

Attendance info

No *

3 years

 

Funding forms / EYPP

To apply for 2, 3 & 4 year and 30 hour funding. To be given extra monetary support

Yes – local council funding team.

 

 

Invoices (initials only)

Invoicing

Yearly accounts.  Invoice emailed to parents.

 

Child’s proof of age

Child’s file – copy taken

Funding forms

 

No

3 years

Medical forms (specific conditions)

Childs file – locked cabinet. On the floors if warrants serious intervention.

Safeguarding

Yes – with relevant staff & support teams. (with permission)

3 years

Allergy information

On child’s file. On allergy lists in the rooms.

 

Safeguarding

Shared with other staff and kitchen staff.

3 years

Details of child GP / HV

Child’s file – locked filing cabinet

Emergency info

With SALT / Safeguarding *– with parents permission

 

3 years

Accident / home accident forms

Separate sheets in a file. These are taken up to the office weekly

 

Record of accidents / home accidents

No *

3 years

Permissions forms – outings

In locked filing cabinet

Outings

No

1 year

Permission - other

On child’s file – locked filing cabinet

Outings / suncream  / medical emergencies

 

No

3 years

Observation data

Tapestry – password protected. Only used in setting. Tapestry data storage in EU

Observation, assessment & planning

May be shared with other settings a child attends – evidence for referrals to other agencies – with permissions.

 

Downloaded as a PDF for parents & deleted.

Child name on art work

Display boards in room. First names only.

Rooms displays

Visitors may see first names

Sent home when taken down or destroyed.

 

Sleep / Nappy sheets

Displayed in rooms. First names only. Filed in locked filing cabinet

 

Sleep & nappy checks

No

1 year

Pegs & self registration

On children’s pegs first name or photo only.

For children to recognize their peg – name recognition

 

Visitor may see – first names only

When children leave

Photgraphs of child

Display  - first names only

Children to see themselves reflected in the environment.

Visitors would see – first names only

When children leave

 

Tapestry

 

Observation notes for parents. Observation, assessment & planning.

No – only parents & other registered users see the photos. Password protected.

Downloaded as a PDF  for parents and then destroyed.

 

Website

 

Prmotional material – special permissions sought

All website users

When photos change

 

Promotional campaigns

Sepcial permissions sought

All who see it

When campaign changes

Addresses

 

Registration form

Family info

No

3 years

 

Referral forms

To refer for extra support

Shared with particular agency (permission sought)

*

21 years

Child protection information

Locked filing cabinet. Encrypted emails – password protected.

Safeguarding

Other agencies & front door for families as necessary *

21 years

SEND information

Locked filing cabinet

SEND

Other agencies as necessary (permission

sought)

21 years

Parental responsibility

Registration form – locked filing cabinet

Legal requirement – safeguarding

 

No

3 years

Emergency contacts

Registration form – locked filing cabinet

 

Emergency

No

3 years

Parents NI number

Funding forms – 30 hours

 

Funding

With funding team

 

Signed terms & conditions

Registration form – locked filing cabinet

 

Admission requirement

No

3 years