Privacy Notice for Smallville Nursery
This notice explains what
personal data (information) we hold about you, how we collect, how we use and
may share information about you. We are required to give you this information
under data protection law.
Who are we?
Smallville Nursery
collects, uses and is responsible for certain personal information about you.
When we do so we are regulated under the General Data Protection Regulation
which applies across the European Union (including in the United Kingdom) and
we are responsible as ‘controller’ of that personal information for the
purposes of those laws.
The personal information we collect and use
Information collected by us
In the course of providing
education and care we collect the following personal information when you
provide it to us:
•
• Personal
information (such as name, date of birth, gender, home address and postcode)
•
• Special category
characteristics (such as special educational needs (SEN) information,
ethnicity, relevant medical information)
•
• Parents/Carers
Information (such as name, date of birth, National Insurance or National Asylum
Support Service Number)
•
• Financial
eligibility information (such as 30 hours codes)
•
• Attendance
information (such as sessions attended, number of absences and absence reasons)
We also obtain personal
information from other sources as follows:
•
• KCC
•
• Health Visitors
How we use your personal information
We use your personal
information to:
•
• Check and
calculate free entitlement
•
• Provide appropriate
pastoral care and support services to children
•
• Provide funding
•
• Provide advice,
support and guidance to the setting
•
• Enable financial
and policy compliance checks of the setting
•
• Assess and
improve the quality of our services
2
•
• Comply with the
law regarding data sharing
•
• Safeguard
children
How long your personal data will be kept
We will hold financial
information securely and retain it for 7 years, after which the information is
archived or securely destroyed.
We will hold your personal
information securely and retain it from the child /young person’s date of birth
until they reach the age of 25, after which the information is archived or
securely destroyed.
Reasons we can collect and use your personal information
We collect and use
personal information to comply with our legal obligations under section 537A of
the Education Act 1996, section 83 of the Children Act 1989, and to carry out
tasks in the public interest. If we need to collect special category
(sensitive) personal information, we rely upon reasons of substantial public
interest (equality of opportunity or treatment).
Who we share your personal information with
•
• Department for
Education (DfE) (statutory for early years funding and policy monitoring)
•
• Kent County
Council Management Information & Finance (to provide funding)
•
• Other local
authorities, or other early years settings, to resolve duplicate claims and
funding queries
•
• Kent County
Council teams working to improve outcomes for children and young people
•
• Commissioned
providers of local authority services (such as education services)
•
• Local
multi-agency forums which provide SEND advice, support and guidance (such as EY
Local Inclusion Forum Team (EY LIFT))
•
• Schools that you
attend after leaving us
•
• Partner
organisations signed up to the Kent & Medway Information Sharing Agreement,
where necessary, which may include Police, school nurses, doctors and mental
health workers and Kent Community Health NHS Foundation Trust
•
• Contracted
providers of services (such as external photographers and catering providers)
where consent has been given
We will share personal
information with law enforcement or other authorities if required by applicable
law. 3
The National Pupil
Database (NPD)
We are required by law, to
provide information about our pupils to the DfE as part of statutory data
collections such as the school census and early years’ census. Some of this
information is then stored in the NPD. The law that allows this is the
Education (Information About Individual Pupils) (England) Regulations 2013.
The NPD is owned and
managed by the DfE and contains information about pupils in schools in England.
It provides invaluable evidence on educational performance to inform
independent research, as well as studies commissioned by the DfE. It is held in
electronic format for statistical purposes. This information is securely
collected from a range of sources including schools, local authorities and
awarding bodies.
The DfE may share
information about our pupils from the NPD with third parties who promote the
education or well-being of children in England by:
•
• conducting
research or analysis
•
• producing
statistics
•
• providing
information, advice or guidance
The DfE has robust
processes in place to ensure the confidentiality of our data is maintained and
there are stringent controls in place regarding access and use of the data.
Decisions on whether DfE releases data to third parties are subject to a strict
approval process and based on a detailed assessment of:
•
• who is requesting
the data
•
• the purpose for
which it is required
•
• the level and
sensitivity of data requested: and
•
• the arrangements
in place to store and handle the data
To be granted access to pupil
information, organisations must comply with strict terms and conditions
covering the confidentiality and handling of the data, security arrangements
and retention and use of the data.
Your Rights
Under the GDPR you have
rights which you can exercise free of charge which allow you to:
•
• Know what we are
doing with your information and why we are doing it
•
• Ask to see what
information we hold about you (Subject Access Request)
•
• Ask us to correct
any mistakes in the information we hold about you
•
• Object to direct
marketing
•
• Make a complaint
to the Information Commissioners Office
•
• Withdraw consent
(if applicable)
Depending on our reason
for using your information you may also be entitled to: 4
•
• Ask us to delete
information we hold about you
•
• Have your
information transferred electronically to yourself or to another organisation
•
• Object to
decisions being made that significantly affect you
•
• Object to how we
are using your information
•
• Stop us using
your information in certain ways
We will always seek to
comply with your request however we may be required to hold or use your
information to comply with legal duties. Please note: your request may delay or
prevent us delivering a service to you.
For further information
about your rights, including the circumstances in which they apply, see the
guidance from the UK Information Commissioners Office (ICO) on individuals’
rights under the General Data Protection Regulation.
If you would like to
exercise a right, please contact Stuart Bruce – Jones at
stuart@smallville-nursery.com
Keeping your personal
information secure
We have appropriate
security measures in place to prevent personal information from being
accidentally lost, or used or accessed in an unauthorised way. We limit access to
your personal information to those who have a genuine business need to know it.
Those processing your information will do so only in an authorised manner and
are subject to a duty of confidentiality.
We also have procedures in
place to deal with any suspected data security breach. We will notify you and
any applicable regulator of a suspected data security breach where we are
legally required to do so.
Who to Contact and Where
to go for Further Information
Please contact Stuart
Bruce – Jones at stuart@smallville-nursery.com to exercise any of your rights,
or if you have a complaint about why your information has been collected, how
it has been used or how long we have kept it for.
If you would like to get a
copy of the information about you that KCC shares with the DfE or how they use
your information, please contact the Information Resilience and Transparency
Team at data.protection@kent.gov.uk.
For more information about
services for young children, please go to: http://www.kent.gov.uk/education-and-children/childcare-and-pre-school
or the KCC website at www.kent.gov.uk
The General Data
Protection Regulation also gives you right to lodge a complaint with a
supervisory authority. The supervisory authority in the UK is the Information
Commissioner who may be contacted at https://ico.org.uk/concerns or telephone
03031 231113. 5
For further information
visit
https://www.kent.gov.uk/about-the-council/about-the-website/privacy-statement
For further information
about how the Department for Education uses your information:
To find out more about the
pupil information we share with the DfE, for the purpose of data collections,
go to https://www.gov.uk/guidance/early-years-census
To find out more about the
NPD, go to https://www.gov.uk/government/publications/national-pupil-database-user-guide-and-supporting-information.
For more information about
the DfE’s data sharing process, please visit:
https://www.gov.uk/data-protection-how-we-collect-and-share-research-data
For information about
which organisations the department has provided pupil information, (and for
which project), please visit the following website:
https://www.gov.uk/government/publications/national-pupil-database-requests-received
To contact DfE:
https://www.gov.uk/contact-dfe
Download Early Year Privacy Notice