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 |