Nursery
Notice about how we use your personal information
We are the data controller of personal information about you. We are Yeovil College and our address is Mudford Road, Yeovil, Somerset BA21 4DR. If you have any questions about this policy or the ways in which we use your personal information, please email our Data Protection Officer at data.protection@yeovil.ac.uk.
This privacy notice has been prepared in accordance with the UK GDPR and the Data Protection Act 2018. In general terms your personal information is collected and shared with the DfE, the ESFA (an executive agency of the DfE) and any successor bodies to these organisations for education purposes.
The information that you give us
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 at the Nursery that they attend, 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 whilst at the Nursery, observations about the Child’s development whilst at the Nursery from Employees of the Nursery, specific examples of the Child’s progress, photographs demonstrating the Child’s development whilst at the Nursery, and personal details of the Child (e.g. their date of birth) (“Progress Report”).
Records relating to individual Children e.g. care plans, common assessment frameworks, speech and language referral forms.
Accidents and pre-existing injuries 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 and nationality.
Information about a Child’s health, including any medical condition, health and sickness records.
Information about a Child’s 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.
Parents:
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.
Conversations with Parents where Employees of the Nursery deem it relevant to the prevention of radicalisation or other aspects of the governments Prevent strategy.
The uses made of your personal information and legal basis for collection
We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:
Where we need to perform the contract we have entered into with you.
Where we need to comply with a legal obligation.
Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
We may also use your personal information in the following situations, which are likely to be rare:
Where we need to protect your interests (or someone else’s interests).
Where it is needed in the public interest or for official purposes.
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 the Nursery’s 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 Nursery.
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
How long we keep your personal information
We retain your personal information as follows:
Safeguarding records: until the child leaves the nursery;
Medical records and accident/incident records: until the year after your child reaches the age of 21;
General information: 3 years from the date the child leaves the nursery.
How we share your personal information
We may share the personal information that you give us with the following organisations (or types of organisation) for the following purposes:
County Hall Early Years Funding Team: to claim Early Years Funding for your child.
Other nurseries your child attends: to ensure continuity of care, in the best interest of your child.
Primary school that your child is moving on to: a transition report.
Children’s Social Care: for safeguarding issues in the best interest of your child.
SENCO: if your child has additional needs.
Integrated Therapy Services (SENCO): if your child has additional needs.
Early Help Assessment: referral for further support.
We do not store or transfer your personal data outside Europe.
Your rights over your personal information
You have a number of rights over your personal information, which are:
the right to make a complaint to the Information Commissioner’s Office (ICO) if you are unhappy about the way your personal data is being used – please refer to the ICO’s website for further information about this (https://ico.org.uk/);
the right to ask us what personal information about you we are holding and to have access to a copy of your personal information;
the right to ask us to correct any errors in your personal information;
the right, in certain circumstances such as where our use of your personal information is based on your consent and we have no other legal basis to use your personal information, to ask us to delete your personal information;
the right, in certain circumstances such as where we no longer need your personal information, to request that we restrict the use that we are making of your personal information;
the right, in certain circumstances, to ask us to review and explain our legitimate interests to you; and
The right, where our use of your personal information is carried out for the purposes of an agreement with us and is carried out by automated means, to ask us to provide you with a copy of your personal information in a structured, commonly-used, machine-readable format.
Changes to our Privacy Policy
We keep our privacy policy under regular review. Any changes we make to our privacy policy in the future will be notified to you by email.