In accordance with the provisions of GDPR 2018.
Last Update 25/05/2018 – Subject to review at any time.
Who Are We
Creative Kids Day Nurseries Ltd is the ‘Data Controller’
We, Creative Kids Day Nurseries Ltd, 69 Main Road, Romford, Essex, RM2 5EH. 56 Butts Green Road, Hornchurch, Essex, RM11 2JN, are the ‘Data Controller’ under the terms of the General Data Protection Regulation 2018.
Creative Kids Day Nursery Ltd, Data Protection Officer:
Mrs Kerry Scutchings
Here at Creative Kids Day Nurseries Ltd we are committed to protecting your Privacy. This policy (together with our terms and conditions and any other documents referred to in it) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.
The following information will explain the measures that we take to ensure that we adhere to GDPR regulations, In order to do so, we ask you to take time to read it carefully. We may be required to amend it from time to time so we also ask that you check it occasionally to make sure you have the latest version.
How Do We Comply With The GDPR 2018
We treat any personal data (which means data from which you can be identified, including your name, address, e-mail address etc) that you provide us with, or that we obtain from you, in accordance with the provisions of the GDPR 2018. Under this regulation, we have a legal duty to protect any information we collect from you. Any amendments to this policy will continue to be in accordance with the provisions of GDPR 2018.
Legal Basis Of Processing
As a nursery we need to collect certain personal data in order to care for your child, we collect this information under the legal basis of Data Subject Consent and Fair & Lawful Obligation. We only collect the data that we require to complete our necessary forms and software programmes (as mentioned below in Purpose Of Processing). We are required by law to comply with Ofsted and Local Authority and to collect/hold/share certain data and provide them with this when requested.
What Personal Information We Collect
When attending the nursery we require specific information from you to enable us to provide a tailored care plan for your child. We may require some or all of the following information:
Child: Name, Address, Date of Birth, Sex, Religion, Language.
Parent/Carers: Names, Address, Contact Number, Occupation, Place of work details, Marital Status, Banking Details, Debit/Credit Card Details. When applying for 30 Hours Early Education Entitlement we will also require parents/carers National Insurance Numbers and Date of Birth.
Emergency Contact (someone other than parents/carer): Name, address, contact number.
Purpose Of Processing
Your personal information will be used within Creative Kids Day Nurseries Ltd for the purposes of communicating with you regarding your child/nursery placement/Accounts. Your data will be input into our accounting/nursery planning/parent update/child monitoring software so that we can create an account/profile for you/your family.
We will process your banking details with our Bank to set up a direct debit to allow payments to be collected and allocated on to your account with us.
We will input your debit card details in to our Banking handset to process your payments for your account with us. The slips produced from these transactions are kept in a secure location within our premises according to data retention requirements.
Disclosing Users Personal Data To Third Parties
We will not disclose your Personal Data to any Third Parties without your permission, except where you have consented to such a disclosure or we are required to do so by law/Local government (i.e. Ofsted & Local Authorities) we shall also be obliged to forward data if required for things such as (but not limited to) a Court Order, Witness Summons, Tax Credit enquiry or Complaint from Government/Authorities.
Creative Kids Day Nurseries Ltd does not operate outside of the UK and will therefore not share your Personal Data outside of the UK.
How Do We Store And Protect Your Personal Data
At Creative Kids Day Nurseries Ltd we take the security of your Personal Data very seriously. We have reviewed and where necessary improved our procedures to adhere to the new GDPR 2018 Regulations.
All Paperwork containing Personal Data held by Creative Kids day Nurseries Ltd is kept in secure locations within our premises.
The information within our computer/IT systems is stored on a Local server and backed up on to an external Hard Drive In house. We also contract an External IT specialist, www.eserve.co.uk to Back Up our data off site in a secure Location owned by them.
We have Antivirus software on our computer systems to help protect them. Malwarebytes and Avast End Point. These are installed, monitored and updated by Eserve.
All computers/tablets within Creative Kids Day Nurseries Ltd are protected by password security measures.
All Children/Parent information within nursery rooms is kept to the minimum requirement.
We give training to all of our employees regarding the importance of Data Protection and adhering to GDPR 2018 Regulations. We regularly update them with any new aspects that are brought to our attention via our Data Protection Officer.
Email information stored within our IT systems are protected by passwords.
Our website is for information purposes only and no personal data/information is input. Children’s photographs will not be used unless prior written consent has been received.
Applications for nursery placements etc cannot be completed via the website at this time; therefore no personal/sensitive data is stored within it.
Creative Kids Day Nurseries Ltd may issue Parents/Carers with passwords to gain access to our various systems. Parents/Carers can play a very important role within data protection by never sharing any passwords given to you with other people, even other nursery parents that you may know. Passwords are solely for your use.
Tapestry is an online learning journal that we use to monitor and record children’s development. To set up an account for your child we require Name and Date of Birth. Parent/Carers details will need to be input in to the tapestry system to enable them access to their Childs Tapestry Journal, this will be upon invitation. To process this we will require Parent/Carers name and email. All of these details will be stored by https://tapestryjournal.com you can access their Privacy Notice from this following link: https://tapestry.info/privacy.html
Once we have set up an account for your child, we will ensure that password security is installed for protection. These accounts are accessed by our staff via tablets which are administered from within our nursery rooms; these are also password protected and are stored in a secure location overnight.
Parents will be invited at sets periods to access the tapestry systems so that they can view their child’s account, this will also be by password. It is of Utmost importance that these passwords are not shared with any other persons to ensure that the children’s Journals are protected.
My School App
My School App is offered to all of our Parents/Carers. We use this app to send advices and updates to parents along with newsletters and events. To install the app your names and email are required. This information is stored by www.myschoolapp.co.uk you can use this link to review their Terms and Condition and their Policy Notice.
The App and access to the information that we upload are all password protected. Passwords should be kept private at all times to ensure security levels.
We use secure WAP WIFI. All WIFI is password protected.
Creative Kids has CCTV installed within the Nursery and Grounds for security purposes and to ensure good order within the nursery. The capturing and/or recording images of identifiable individual’s, amounts to “processing personal information” and this is reflected within the nurseries Data Protection Policy.
Parents/Carers are informed via the signage that we have installed CCTV in the nursery.
CCTV footage is recorded/backed up and stored within Creative Kids. It is not shared with any other parties unless requested by Law.
Creative Kids will do its utmost to ensure the security and safety of your personal Information whilst it is in our care, unfortunately however, in the world of technology no security system is 100% effective and there is always the risk of a security breech. In this Instance, Creative Kids will adhere to the GDPR Regulations and will assess the situation.
If Creative Kids should discover a Breech and deems it to be detrimental to someone’s Personal Data, Creative Kids will report it to the Information Commissioners Office within 72 hours of the breech being reported to the Data protection Officer. We will also ensure that the persons/s affected by the breech are also informed at the same time. Investigations will follow this initial report.
You have a right to access and obtain a copy of the personal data that we hold about you and to ask us to correct your personal data if there are any errors or if it is out of date. In some circumstances you may also have the right to ask us to erase or restrict the processing of your personal data, to object to processing or to transfer your personal data. (Please note that in doing so you may affect your child’s nursery placement as certain information is needed to care for your child, i.e. emergency contact information.) You can obtain further information about these rights from the Information Commissioners Office at: www.ico.org.uk or via their telephone helpline (0303 123 1113).
If you wish to exercise any of these rights or have any queries or concerns regarding the processing of your personal data, please contact us using the details below.
We will only keep your Personal Data for as long as we need to in order to fulfil the purposes identified above. We are required by Law/Ofsted/Local Authorities to adhere to retention timescales for holding your Personal Data. These timescales vary depending upon the type of data that we are holding. We are required to delete/destroy said data when retention scales allow and will do so using a Secure Document Destruction Service.
Data Protection Officer
Creative Kids Day Nurseries Ltd
69 Main Road
Telephone Number 01708 747577