Parents

This notice explains what personal data (information) we hold about you and your child, how we collect it, and how we use and may share information about you during the time we deliver care to your child and after it ends. We are required to notify you of this information under data protection legislation. Please ensure that you read this notice (sometimes referred to as a ‘privacy notice’) and any other similar notice we may provide to you from time to time when we collect or process personal information about you.

Who collects the information?

St. Gwynan’s Pre School (‘Company’) is a ‘data controller’ and gathers and uses certain information about you and your child.

Data protection principles

We will comply with the data protection principles when gathering and using personal information, as set out in our Data Protection Policy.

What information

We may collect the following information about you/your child:

Your child’s name, date of birth, age, address
Details of who has parental responsibility for your child
Your name, contact details (i.e. address, home and mobile phone numbers, email address) and emergency contacts (i.e. name, relationship to your child and home and mobile phone numbers);
Family details;
GP contact details;
Home language;
Lifestyle and social circumstances;
Digital images of your child’s progress;
Financial details;
Education and employment details;
Goods or services provided;
Physical or mental health details (including any allergies);
Radial or ethnic origin;
Religious or other beliefs;

How we collect the information

We may collect this information from you, your personnel records, the Home Office, pension administrators, your doctors, from medical and occupational health professionals we engage and from our insurance benefit administrators, the DBS, our professional regulators, other employees, consultants and other professionals we may engage, e.g. to advise us generally and/or in relation to any grievance, conduct appraisal or performance review procedure, automated monitoring of our websites and other technical systems, such as our computer networks and connections, CCTV and access control systems, communications systems, remote access systems, email and instant messaging systems, intranet and Internet facilities, telephones, voicemail and mobile phone records.

Why we collect the information and how we use it

We are required to hold and use certain personal data in order to comply with the statutory framework of Wales, CIW, our Local Authority, Early Years Team. This data will be used to:

Support a child’s development
Monitor and report a child’s progress
Share information about activities in our setting
Contact names people in an emergency
Share with other professionals in accordance with the legislation
Ensure a contract of service is delivered and maintained
Ensure that this setting receives the statutory funding for which it is eligible.

We seek to ensure that our information collection and processing is always proportionate. We will notify you of any material changes to information we collect or to the purposes for which we collect and process it.

Where information may be held

Information may be held at the Pre-school, and third party agencies, service providers, representatives and agents as described above.

How long we keep your information

We keep your information during and after your employment for no longer than is necessary for the purposes for which the personal information is processed. Further details on this are available in our Record Retention Policy.

Your rights to correct and access your information and to ask for it to be erased

Please contact our Data Protection Officer (DPO) Sloane Gallimore, if (in accordance with applicable law) you would like to correct or request access to information that we hold relating to you or your child or if you have any questions about this notice. You also have the right to ask our Data Protection Officer for some but not all of the information we hold and process to be erased (the ‘right to be forgotten’) in certain circumstances. Our Data Protection Officer will provide you with further information about the right to be forgotten, if you ask for it.

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.

How to complain

We hope that our Data Protection Officer can resolve any query or concern you raise about our use of your information. If not, contact the Information Commissioner at ico.org.uk/concerns/ or telephone: 0303 123 1113 for further information about your rights and how to make a formal complaint.