Privacy Policy

Exminster Pre-school Privacy policy, updated May 2018

Exminster Pre-school is committed to ensuring that any personal data we hold about you and your child is protected in accordance with data protection laws and is used in line with your expectations. It is important that you know how we record personal data when you do things such as use our services, join our Committee, work for us, or visit our website. This privacy policy explains all you need to know about:

  • What personal data we collect;
  • Why we collect it;
  • How we use it;
  • When we may share it with others;
  • How we protect it; and
  • How you can access and update your information.

 

  1. Who we are

Exminster Pre-school is a welcoming pre-school set in the heart of Exminster village. We are an Ofsted rated ‘Outstanding’ pre-school, providing affordable and accessible sessional day-care for children from all sections of our community and the surrounding areas.

Exminster Pre-school is a charity, Registration number 1024111. Our governing body is the Pre-school Learning Alliance and the Committee has adopted their constitution. The Constitution requires a Committee of no less than four Trustees, three of whom stand as Officers (Chair, Treasurer and Secretary), who oversee the overall staffing and financial matters of the business.

Our appointed Data Processing Officer is Janet Raeburn.

 

  1. Your personal data – what is it?

Personal data means any information that may be used to identify you/your child, such as your name, telephone number, postal and email addresses, and your bank details if you work for us.

 

  1. What personal data we collect

The type and quantity of data we collect and use depends on why you have provided it. We will only collect, use and otherwise handle your personal data:

  • Where you have consented to this for specified, explicit and legitimate purposes;
  • Where this is necessary to fulfil legal obligations that apply to us;
  • Where it is necessary for our legitimate interests relating to running our daily operations, as long as, in each case, these interests are in line with applicable law and your legal rights and freedoms.

We use your personal data for the following purposes:

  • To enable us to provide a voluntary service for the benefit of the public as specific in our objectives;
  • To enable us to fulfil contractual agreements with individuals or entities;
  • To administer membership records;
  • To fundraise and promote the interests of Exminster Pre-school;
  • To manage our employees and volunteers;
  • To maintain our own accounts and records;
  • To inform individuals of news, events, and activities in the pursuance of Exminster Pre-school’s objectives.

 

3.i.         If you use Exminster Pre-school’s services

When you send your child to Exminster Pre-school, we receive information about you and your child who attend Exminster Pre-school in a number of different ways. You may give us the information when you apply for, or we offer you, a place, or when you let us know about a change in your personal circumstances (for example if you change your name or move house). We may receive it from another organisation, for example, should we be required to work with social services.

We will collect personal data about you and your child to provide care and learning that is tailored to meet your child’s individual needs. We also collect information in order to verify your eligibility for free childcare as applicable.

Personal details that we collect about your child include:

  • Your child’s name, date of birth, address, health and medical needs, development needs, and any special educational needs.
  • Where applicable we will obtain child protection plans from social care and health care plans from health professionals.
  • We will also ask for information about who has parental responsibility for your child and any court orders pertaining to your child.

Personal details that we collect about you include:

  • Your name, home and work address, phone numbers, emergency contact details, and family details. This information will be collected from you directly in the registration form.
  • If you apply for up to 30 hours free childcare, or if your child is eligible for Pupil Premium, we will also collect your national insurance number or unique taxpayer reference (UTR), if you’re self-employed, and your date of birth. We may also collect information regarding benefits and family credits that you are in receipt of.

 

Why we collect this information and the legal basis for handling your data

We use personal data about you and your child in order to provide childcare services and fulfil the contractual agreement you have entered into. This includes using your data to:

  • Contact you in case of an emergency;
  • To support your child’s wellbeing and development;
  • To manage any special educational, health or medical needs of your child whilst at our setting;
  • To carry out regular assessment of your child’s progress and to identify any areas of concern;
  • To maintain contact with you about your child’s progress and respond to any questions you may have;
  • To process your claim for up to 30 hours free childcare (only where applicable);
  • To claim pupil premium (only where applicable);
  • To keep you updated with information about our service, including events and the learning focus for the term ahead.

With your consent, we will also record your child’s activities for their individual learning record. We use Tapestry to record children’s learning journey – please view Tapestry’s privacy policy here https://tapestry.info/privacy/. You have the opportunity to withdraw your consent at any time, by confirming in writing to us.

We have a legal obligation to process safeguarding related data about your child should we have concerns about their welfare. We also have a legal obligation to transfer records and certain information about your child to the school that your chill be attending (see Transfer of Records policy).

 

How and when we share your information with others

Generally we only use your information within Exminster Pre-school. There are some occasions when we need to share personal information about you and/or your child with third parties; we will also share your data as required with the following categories of recipients:

  • Ofsted – during an inspection or following a complaint about our service;
  • Banking services to process chip and pin and/or direct debit payments (as applicable);
  • The Local Authority (where you claim up to 30 hours free childcare as applicable);
  • The Government’s eligibility checker (as above);
  • Our insurance underwriter (if applicable);
  • Our setting software management provider (if applicable);
  • The school that your child will be attending.

We will also share your data if:

  • We are legally required to do so, for example, by law, by a court or the Charity Commission;
  • To enforce or apply the terms and conditions of your contract with us;
  • To protect your child and other children; for example by sharing information with social care or the police;
  • It is necessary to protect our, or others, rights, property or safety;

We will never share your data with any other organisation to use for their own purposes; we will never sell your information to any third party organisations, and we will not share your personal information for others to use in their marketing or fundraising.

 

3.ii.        If you work at Exminster Pre-school

As your employer, Exminster Pre-school needs to keep and process information about you for normal employment purposes. The sort of information we hold includes:

  • Your application form and references;
  • Your contract of employment and any amendments to it;
  • Correspondence with you or about you, for example letters to you about a pay rise or, at your request, a letter to your mortgage company confirming your salary;
  • Information needed for payroll, benefits, and expenses purposes;
  • Contact and emergency contact details;
  • Records of holiday, sickness and other absence; where necessary, we may keep information relating to your health, which includes reasons for absence and GP reports and notes – this information will be used in order to comply with our health and safety, and occupational health obligations;
  • Information needed for equal opportunities monitoring policy;
  • Records relating to your career history, such as training records, appraisals, other performance measures and, where applicable, disciplinary and grievance records;

Much of the information we hold will have been provided by you, but some may come from other internal sources, such as your manager, or in some cases, external sources, such as referees.

 

Why we collect this information and the legal basis for handling your data

The information we hold and process will be used for our management and administrative use only; we will keep and use it to enable us to run our business and manage our relationship with you effectively, lawfully and appropriately, during the recruitment process, whilst you are working for us, at the time when your employment ends, and after you have left. This includes using information to enable us to comply with the employment contact, to comply with any legal requirements, pursue the legitimate interests of Exminster Pre-school and protect our legal position in the event of legal proceedings. If you do not provide this data, we may be unable in some circumstances to comply with our obligations and we will tell you about the implications of that decision.

 

How and when we share your information with others

There are some occasions when we need to share personal information about you with third parties; we will only disclose information about you to third parties if we are legally obliged to do so, or where we need to comply with our contractual duties to you, for instance we may need to pass on certain information to our external payroll provider, pension or health insurance schemes; we may also transfer information about you to other group companies for purposes connected with your employment or the management of the company’s business.

We will never share your data with any other organisation to use for their own purposes; we will never sell your information to any third party organisations, and we will not share your personal information for others to use in their marketing or fundraising.

 

3.iii. If you are a member of Exminster Pre-school Committee

If you are a member of Exminster Pre-school Committee, we collect personal data such as your name, address, email address, date of birth, and nationality.  Most of the information we hold will have been provided by you, through forms such as that required by the Charity Commission.

 

Why we collect this information and the legal basis for handling your data

Holding your personal data enables us to fulfil our governance responsibilities as a charity. We will also process your personal information in other circumstances, provided you have given your consent for us to do so.

The lawful basis for processing your personal data is to fulfil legal requirements of charity and company law.

 

How and when we share your information with others

As a Committee member, there are some occasions when we need to share personal information about you with third parties; for example we have to share some of your personal information with the Charities Commission, Ofsted, the Pre-school Learning Alliance and financial institutions.

We will never share your data with any other organisation to use for their own purposes; we will never sell your information to any third party organisations, and we will not share your personal information for others to use in their marketing or fundraising.

 

  1. How we process your personal data

We will process your personal information in line with the GDPR. This means that we will:

  • Only collect and hold information about you which we need for some reason;
  • Keep your personal information up to date and accurate (to help us do this, please let us know if any of your details change);
  • Take appropriate steps to protect your personal information from being used without permission, or illegally, and to safeguard your rights; and
  • Destroy your personal information in a secure way once we no longer need it.

 

  1. How we store your information

We ensure there are appropriate technical controls in place to protect your personal details and to keep your data safely. We regularly review the information that we hold, and delete anything that is no longer required, and we regularly review who has access to information that we hold.

 

  1. How long we retain your data for

We retain your child’s personal data for up to 3 years after your child no longer uses our setting, or until our next Ofsted inspection after your child leaves our setting. Medication records and accident records are kept for longer according to legal requirements. Your child’s learning and development records are maintained by us and handed to you when your child leaves.

In some instances (child protection, or other support service referrals) we are obliged to keep your data for longer if it is necessary to comply with legal requirements (see our Children’s and Provider Records policies).

 

  1. Transfer of Data abroad

Exminster Pre-school does not anticipate it will transfer data abroad. If the personal data is to be transferred to countries or territories outside the UK, we will inform you how the data will be protected, together with details of how to obtain copies of the relevant safeguards.

 

  1. Automated decision-making

Exminster Pre-school does not anticipate there will be automated decision making. If Exminster Pre-school engages in any automated decision making then details of the automated decision making, together with information about the logic involved and the significance and consequences of the processing for the individual, will be made known to you.

 

  1. Further processing

If we wish to use your personal data for a new purpose, not covered by this Privacy Notice, then we will provide you with a new notice explaining the new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

 

10. Your rights

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:

At any time that you wish, you have the right to –

  • Request access to the personal information which we hold about you/your child;
  • Amend or correct your/your child’s personal information, if it is found to be inaccurate or out of date;
  • Request that we transfer your/your child’s personal data to another person;
  • Object to the processing of your personal information;
  • To request a restriction is placed on further processing where there is a dispute in relation to the accuracy or processing of your personal data;
  • Have your personal information removed (known as Erasure or the ‘right to be forgotten’);

Where you have provided consent to be contacted or to receive a service, you will be entitled to withdraw that consent at any time.

You can access the personal information we hold by contacting Leah Barnes on leahbarnes@exminsterpreschool.co.uk or by calling 07547 024747.

If you are at any point unhappy with the way that we handle your personal data, you have the right to make a complaint to the Information Commissioner’s Office (ICO).

 

11. Exminster Pre-school website

Cookies

We do not use cookies on our website.

Links to and from our website

Our website contains links to other organisations’ websites. If you go to another website from the Exminster Pre-school website, please read their privacy policy to find out what it does with your information.

 

12. Contact details

Any complaints should, in the first instance, be sent to the Pre-school Manager, Leah Barnes on leahbarnes@exminsterpreschool.co.uk or by calling 07547 024747.

You can contact the Information Commissioner’s Office (ICO) on 0303 123 1113, or via email https://ico.org.uk/global/contact-us/email or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

 

Changes to this policy

This policy is updated from time to time; the latest version is published on this page. This policy may change, but we will always have the latest version available for you on our website. It there are any major changes, we will add a notice on our website or contact you. This policy, the one you are reading now, was last updated on the 23rd May 2018.