Privacy Notice

Introduction

Clapham & Clapham Park Montessori LLP (hereafter referred to as “we”) is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you and your child. We are required under data protection legislation to notify you of the information contained in this privacy notice.

We are committed to ensuring that any personal data we hold about you and your child is protected in accordance with data protection laws (including the General Data Protection Regulation (“GDPR”)) and is used in line with your expectations.

This privacy notice explains what personal data we collect, why we collect it, how we use it, in what circumstances we may share it, how we protect it and how long we retain it for.

What personal data do we collect?

We collect personal data about you and your child from when you make an initial enquiry to us, through the enrolment process and until your child stops attending the nursery. We do so in order 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 funded childcare as applicable.

Personal data that we collect about your child includes:

• your child’s full name
• date of birth
• gender
• home address(es)
• their interests, likes and dislikes and their current stage of development upon entry to the nursery (in the Information on Entry questionnaire)

Sensitive personal data that we collect about your child includes:

• your child’s ethnicity
• home language(s)
• (for applications prior to 25^th May 2018) religion
• health and medical needs
• 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 data that we collect about you includes:

• your name
• home and work addresses
• telephone numbers
• email address
• family details (such as the genders and ages of any siblings that your child may have)

We will also collect details about who is authorised to collect your child and the names and telephone numbers of any emergency contacts.

Unless otherwise stated, information will be collected from you directly in the ‘Contact Us’ and ‘Arrange a Visit’ Forms (submitted online through the website), the Application and Enrolment Forms (submitted electronically by email or in paper form) and any oral communications (whether in person or over the telephone) or written communications that you may have with us.

If you apply for up to 30 hours funded childcare, or are in receipt of funding for a 2 year old, we will also collect your national insurance number or unique taxpayer reference (UTR) if you’re self-employed. We may also collect information regarding benefits and family credits that you are in receipt of.

We may request your bank details for the purposes of refunding you money (for example your deposit). 

Other data that we collect throughout your child’s time at our nursery

• Attendance information (such as sessions attended, number of absences and the reasons for those absences)
• Staff observations documenting your child’s learning and development which are used to inform our planning and the assessments that we make of your child’s progress
• Records of any accidents that occur whilst your child is in our care (or accidents which occurred whilst your child was not in our care but which are reported to us)
• Records of any medication administered whilst your child is in our care

Why we collect this information and the legal basis for handling your/your child’s data

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

• contact you in case of an emergency
• support your child’s wellbeing and development
• manage any special educational, health or medical needs of your child whilst at our nurseries
• carry out regular assessment of your child’s progress and to identify any areas of concern
• maintain contact with you about your child’s progress and respond to any questions you may have
• process your claim for up to 30 hours funded childcare (only where applicable)
• keep you updated with information about our service

We will also record your child’s activities for their individual learning record. With your consent, this may include photographs and videos which may also be displayed in the classroom, used for display boards (for example, at Open Evenings) and flyers, used in slide presentations to be shown exclusively at Open Evenings or Parent Talks and used on our website. You will have the opportunity to withdraw your consent at any time, for images taken by confirming so in writing.

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 child will be attending.

Who we share your/your child’s data with

In order for us to deliver childcare services we will also share your/your child’s data as required with the following categories of recipients:

• Ofsted – during an inspection or following a complaint about our service
• regulatory bodies – for ensuring compliance and the safety and welfare of children
• banking services – to process any refunds (if applicable)
• the Local Authority – for funding and monitoring (where you claim up to 30 hours funded childcare as applicable) and for their quality review of our service
• the government’s eligibility checker (as above)
• our insurance underwriter
• our website manager (Raised by Bears) – to enable them to provide the service that we have contracted them for 
• our online record keeping system (Transparent Classroom) – to record our observations, planning and assessments and share them with parents

We will also share your/your child’s data if:

• we are legally required to do so, for example, by law or a court;
• we need to enforce or apply the terms and conditions of your contract with us;
• we need 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 transfer the ownership of the nurseries, in which case we may disclose your personal data to the prospective buyer so that they may continue the service in the same way.

With your consent, and if applicable, we may share information about your child’s progress, current level of development and interests with other childcare settings and/or schools that your child attends during the time that they are with us or which they go on to attend after leaving us. This is so as to ensure that your child’s development and learning is well supported by all those who care for them and to ensure a successful transition. 

With your consent, and if applicable, we may share information about your child’s progress, current level of development and any identified needs with health professionals and relevant therapists.

With your consent, we will also share some limited data with students who come to us on observation and teaching practice placements. Students will carry out observations of the whole group and also observations on individual children. Students require some personal information about children to be given to them in order to complete their assignments on such placements. This information consists of the first names of the children that they are observing or teaching, their ages and whether they have English as an additional language. For individual children who are being observed, students will also be told whether they have any older or younger siblings. Students are required to familiarise themselves with our Data Protection and Confidentiality Policy and to anonymise their notes (for example by referring to ‘child A’ rather than using the child’s first name).

We will never share your data with any other organisation to use for their own purposes. 

How do we protect your/your child’s data?

We protect unauthorised access to your/your child’s personal data and prevent it from being lost, accidentally destroyed, misused, or disclosed by:

• ensuring that all staff receive training in data protection and adhere to a Code of Conduct;
• storing all paperwork in locked cabinets/cupboard;
• shredding any paperwork when it is no longer required;
• ensuring that any personal data stored electronically is either stored on password- protected devices, in secure Cloud storage or on encrypted USB flash drives;
• deleting all personal data stored electronically when it is no longer required;
• ensuring that all IT equipment used for the purposes of storing personal data has up to date virus and malware protection;
• ensuring that any persons or organisations which handle personal data on our behalf are aware of the GDPR and comply with it. 

How long do we retain your/your child’s data?

Other than the data contained within the Application Form and the Registers which are archived securely for an indefinite period, we retain your/your child’s data for up to 7 years after your child no longer attends our nurseries. 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 and/or are archived on Transparent Classroom for a period of 7 years after which we ask Transparent Classroom to delete them.

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.

Automated decision-making

We do not make any decisions about your child based solely on automated decision-making.

Your rights with respect to your/your child’s data

You have the right to:

• request access, amend or correct your/your child’s personal data
• request that we delete or stop processing your/your child’s personal data, for example where the data is no longer necessary for the purposes of processing; and
• request that we transfer your, and your child’s, personal data to another person

If you wish to exercise any of these rights at any time or if you have any questions, comments or concerns about this privacy notice, or how we handle your data please contact us. If you continue to have concerns about the way your data is handled and remain dissatisfied after raising your concern with us, you have the right to complain to the Information Commissioner’s Office (ICO). The ICO can be contacted at Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF or ico.org.uk/

Changes to this notice

We keep this notice under regular review. You will be notified of any changes where appropriate.