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