Privacy Notice – Children & Families
Who processes your information?
The Lime Trees is
the data controller of the personal information you provide to us. This means we
determine the purposes for which, and the manner in which, any personal data
relating to children and their families is to be processed. Helen Roebuck acts as a representative for The
Lime Trees with regard to its data controller responsibilities; she can be
contacted on 01159 313 562 or hello@thelimetrees.co.uk.
In some cases,
your data will be outsourced to a third-party processor; however, this will
only be done with your consent, unless the law requires us to share your data.
Where we outsource data to a third-party processor, the same data protection
standards that The Lime Trees upholds are imposed on the processor.
Why do we collect and use your information?
The Lime Trees
holds the legal right to collect and use personal data relating to children and
their families, and we may also receive information regarding them from their
previous nurseries, Local Authority and/or the Department for Education. We
collect and use personal data to meet legal requirements and legitimate
interests set out in the GDPR and UK law.
In accordance with
the above, the personal data of children and their families is collected and
used for the following reasons:
• To support your child’s
teaching and learning
• To monitor and report on your
child’s progress
• To provide appropriate
pastoral care
• Access funding for early year
provision for your child
• Safeguard children and young
people from harm
Which data is collected?
The categories of child
information that we collect, hold and share include the following:
• Personal information – e.g.
names and addresses
• Characteristics – e.g.
ethnicity, language, nationality, special educational needs
• Assessment information – e.g. Betterstart
assessment results
• Relevant medical
information
Will my information be shared?
We will not give
information about you or your family to anyone outside this childcare provision
without your prior consent unless the law and our rules allow us to. The Lime Trees will only share personal data
with a third-party with prior consent.
The third-parties are: -
·
Tapestry online learning journal (nursery children
only)
·
Nottinghamshire County Council (nursery children
only)
·
Debt collection agencies. As per our Terms and Conditions. (Only shared if we are unable to recover
outstanding money)
·
Other nurseries when a child transfers (nursery
children only)
We are required by
law to pass some of your information to your Local Authority (LA) and the
Department for Education (DfE).
DfE may also share pupil level personal data
that we supply to them, with third parties. This will only take place where
legislation allows it to do so and it is in compliance with the Data Protection
Act 2018. Decisions on whether DfE releases this personal data to third parties
are subject to a robust approval process and are 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 level data, requestors must
comply with strict terms and conditions covering the confidentiality and
handling of data, security arrangements and retention and use of the data.
For more information on how this sharing process works, please visit: https://www.gov.uk/guidance/national-pupil-database-apply-for-a-data-extract.
For information on which third party organisations
(and for which project) pupil level data has been provided to, please visit: https://www.gov.uk/government/publications/national-pupil-database-requests-received
Nottinghamshire County Council uses information about children for whom
it provides services, to enable it to carry out specific functions for which it
is responsible. These functions may include the assessment of any special
educational needs a child may have, assessment for free school meals
eligibility, support the process of admissions to schools and provide
information for children, young people and family support services.
Nottinghamshire County Council may also share information, when appropriate and within
the legal framework, with other organisations for example:
·
Primary Care Trusts (PCT);
·
Police forces;
·
Other childcare
providers should you move your child to another provider;
·
Other local authorities if you live in their area;
Organisations have a legal right to share information when it is in the best interests of the child
or young person. Sometimes
we have a duty to share information and would need to
justify why we did not. However, we only share information with professionals who have a
legitimate need in order to provide
you or your family with support or an intervention.
If you require more information about
how the Local Authority (Nottinghamshire County Council) and the DfE store and use your information, then please go to the following
websites:
http://www.nottinghamshire.gov.uk/learning/schools/child-data-security/
https://www.gov.uk/data-protection-how-we-collect-and-share-research-data
How long is your data stored for?
Personal data
relating to children and their families at The Lime Trees is stored in line
with our GDPR Data Protection Policy.
In accordance with
the GDPR, we do not store personal data indefinitely; data is only stored for
as long as is necessary to complete the task for which it was originally
collected.
What are your rights?
Parents and children
have the following rights in relation to the processing of their personal data.
You have the right to:
• Be
informed about how The Lime Trees uses your personal data.
• Request
access to your personal data that The Lime Trees holds.
• Request
that your personal data is amended if it is inaccurate or incomplete.
• Request
that your personal data is erased where there is no compelling reason for its
continued processing.
• Request
that the processing of your data is restricted.
• Object
to your personal data being processed.
Where the
processing of your data is based on your consent, you have the right to
withdraw this consent at any time.
If you have a
concern about the way The Lime Trees and/or the Department for Education is
collecting or using your personal data, you can raise a concern with the
Information Commissioner’s Office (ICO). The ICO can be contacted on 0303 123
1113, Monday-Friday 9am-5pm.
Declaration
I,
________________________________________Parent/Guardian of
_______________________________, Name of club: ____________________), declare:
• I
understand The Lime Trees has a legal and legitimate interest to collect and
process my personal data in order to meet statutory requirements.
• I
understand how my data is used.
• I
understand The Lime Trees may share my data with the Department for
Education, and subsequently the Local Authority.
• I
understand The Lime Trees will not share my data to any other third parties
without my consent, unless the law requires the club to do so.
• I
understand The Lime Trees will always ask for explicit consent where this is
required, and I must provide this consent if I agree to the data being
processed.
• I
understand that information relating to my child and their needs may be
displayed in areas of the room so that it is readily available when it is
needed in an emergency.
• I
understand that The Lime Trees may contact me via the contact details on my
registration form.
• I
understand my data is retained in line with the club’s GDPR Data Protection
Policy.
• I
understand my rights to the processing of my personal data.
• I
understand where I can find out more information about the processing of my
personal data
• I
understand that my consent will be kept by the club for the duration of my
child’s time at The Lime Trees unless I write to the club informing them of
my change of consent.
Signature: ________________________________________________ Date: _____/_____/_____