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(How we use children’s information)

The categories of child information that we process include:
• personal identifiers and contacts (such as name, unique pupil number, contact details and address)
• characteristics (such as ethnicity, language, and free school meal eligibility)
• safeguarding information (such as court orders and professional involvement)
• special educational needs
• medical and administration (such as doctors information, child health, dental health, allergies, medication and dietary requirements)
• attendance (such as sessions attended, number of absences, absence reasons and any previous settings attended)
• assessment and attainment

Why we collect and use child information
We collect and use child information, for the following purposes:
a) to monitor and report on pupil attainment progress
b) to provide appropriate pastoral care
c) to assess the quality of our services
d) to keep children safe (food allergies, or emergency contact details)
e) to meet the statutory duties placed upon us for Local Authority data collections


Under the General Data Protection Regulation (GDPR), 2018, the lawful bases we rely on for processing child information are detailed in article 6 and 9. GDPR – Article 9

How we collect child information
We collect child information via the admission form and through the child’s assessment processes.

Child data is essential for the settings’ operational use. Whilst the majority of child information you provide to us is mandatory, some of it requested on a voluntary basis. In order to comply with the data protection legislation, we will inform you at the point of collection, whether you are required to provide certain pupil information to us or if you have a choice in this.


How we store child data
We hold child data electronically through a password protected system. We also hold hard copy records with some of your child or family details such as accidents, assessments, additional needs, individual plans and emergency contact details.

Who we share child information with
We do not share information about our pupils with anyone without consent unless the law and our policies allow us to do so. We routinely share child information with:
• schools or settings that the children attend after leaving us
• our local authority
• health practitioners
How the Local Authority uses your data
The child data that we lawfully share with the DfE through Local Authority data collections:
• generates funding for free childcare, which is calculated based upon the numbers of children and their characteristics in each setting.
• Informs the local authority about the sufficiency of childcare in their area


Requesting access to your personal data
Under data protection legislation, parents and children have the right to request access to information about them that we hold. To make a request for your personal information, or be given access to your child’s educational record, contact the nursery manager. You also have the right to:
• object to processing of personal data that is likely to cause, or is causing, damage or distress
• prevent processing for the purpose of direct marketing
• object to decisions being taken by automated means
• in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
• a right to seek redress, either through the ICO, or through the courts

If you have a concern or complaint about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office at


If you would like to discuss anything in this privacy notice, please contact the nursery manager in the first instance.

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