- Purpose
At Greenfields Nursery (‘Us’ ‘Our’, ‘The Company’, ‘Greenfields’ or ‘Greenfields Nursery’) we are committed to maintaining the accuracy, confidentiality and security of your personal information. This Privacy Policy describes the personal information that Greenfields collects from or about you, how we use it, and to whom we disclose it. This Notice is written to comply with our duties under the General Data Protection Regulation 2018. By agreeing to this policy you also give consent for us to collect and process data of the child in your care.
- What is personal information?
Personal information is information, which relates to a living individual who can be identified from the information (or from that information and any other information in the possession the Company). This includes both factual information and opinion as expressed by a third party. Excepted from this definition is any information that is derived from your job title or business contact information.
Personal information includes information such as name, home address, telephone, personal email address, date of birth and marital status, and any other information we may ask you to disclose for operational reasons in the course of your application for and during your child’s placement in our nursery.
- What information do we collect and store?
- Children’s personal details
- Parent’s/carer’s personal details
- Staff and third party contractor personal details
- Medical information about your child (e.g. allergies, specific requirements).
- Emergency contact details of your chosen ICE contact.
- Daily records of attendance of staff and children.
- Progress and development reports of children
- Records of compliments and complaints.
- Photographs and videos of your children (We will inform you and seek permission additionally to this notice).
- Records of anyone who visits the nursery.
- Records of accidents, serious illnesses and other significant events.
- Website usage through analytic software (this data is anonymous, but gives us more information about website traffic and the behaviour of our visitors, which helps us drive improvements to our website.
- Greenfields Nursery also uses Cookies on the company website, which helps give us more information about visitors and behaviour. This data is also anonymous.
- Why do we process personal information?
There are a number of reasons why we process and collect your personal information during the course of your child’s time in our care:
- Safety
Our first priority is to ensure the safety of your child at all times. In the unlikely event of an incident, we use your personal data to inform you imminently. It is vital that you ensure your personal data is kept up to date. - Keeping you updated
As a childcare organisation, it is important for us to be able contact you. This may be though the medium of email, text message, letter or phone call. We may need to get hold of you from time to time to keep you updated with organisational changes and updates, which may concern you. We also may run training events or family days, which as parents or carers, we think you might like to know about. - Child development
As a gateway to your child’s education journey, we regularly record and map each child’s developmental progress to share with parents/carers. - Auditing
We may use your information as part of an internal audit and data analysis to drive general business improvements. This data is usually anonymous and purely statistical.
- Where do we collect the information from, and with whom do we share it?
As a general rule, Greenfields Nursery collects personal information directly from you during the application process with us. It is rare that we may seek to gain information about you from a third party, and we will inform you to seek permission beforehand.
Sometimes we may have to disclose your information to third party organisations, for example the emergency services or the local authority in the interest of the safety of your child. In these instances we will take steps to ensure that such third parties have represented to us that they have the right to disclose your personal information to us and that they can vouch for the measures they have in place to protect it. We will also endeavour to inform you of any disclosure of your personal information.
We may share medical information about your child with a third party in the event of an emergency. We may also share your information with other external educational organisations, such as your child’s primary school. We will always inform you in any instance where your, or your child’s information is shared.
In some cases, we may be lawfully obligated to disclose your information. In these circumstances we will attempt to only disclose the necessary relevant information. We may also need to comply with legal processes such as search warrants, subpoenas or court orders or to protect the rights and property of Greenfields Nursery.
Greenfields Nursery is legally obliged to share certain information. We must provide CIW with personal and other information in accordance with ‘The Child Minding and Day Care (Wales) Regulations 2010’ (Regulation 31 and Schedule 4) and the ‘National Minimum Standards for Regulated Childcare’ (Standard 21: ‘Notification of Significant Events’) and in order to comply with other regulations such as health and safety law.
Greenfields Nursery will never share or sell your personal information with any third party organisations for marketing or any other purpose.
For any other purpose we will seek to obtain your consent to disclose your personal information.
- How do we protect your information and privacy?
We endeavour to maintain physical, technical and procedural safeguards that are appropriate to the sensitivity of the personal information in question. These safeguards are designed to protect your personal information from loss and unauthorised access, copying, use, modification or disclosure.
- Storing all paper copies of children’s, parent’s and employee records in a lockable cupboard with restricted access.
- Minimising the number employees with access to personal information.
- Password protecting electronic files containing personal information.
- Destroying obsolete paper records securely by shredding or using a confidential waste service, which provides certificates of destruction.
- Securely and permanently deleting electronic records in accordance with our retention policy.
- Where we store photographs or videos of children, we will never associate the file with any identifiable information.
- Provide staff training on the importance of data protection and how to improve data protection practices.
- How long is your personal information retained?
Except as otherwise permitted or required by applicable law or regulatory requirements, Greenfields endeavours to retain your personal information only for as long as it believes is necessary to fulfil the purposes for which the personal information was collected (including for the purpose of meeting any legal, accounting or other reporting requirements or obligations). We may, instead of destroying or erasing your personal information, make it anonymous such that it cannot be associated with or tracked back to you.
You have the right to request the deletion of your data where there is no compelling reason for its continued use. However Greenfields Nursery has a legal duty to keep Children’s, Parent’s or Carer’s details for a reasonable period of time after your child has moved on from us. We retain these records for 3 years after your child leaving our care, children’s accident and injury records for 19 years (or until the child reaches 21 years), and 22 years (or until the child reaches 24 years) for Child Protection records. Staff records must be kept for 6 years after the member of leaves employment, before they can be erased. This data is archived securely and shredded after the legal retention period.
Other factors/organisations such as grant terms and conditions, CIW, health and safety, insurers, child protection agencies may define how long records are kept for. Parents/Carers are always welcome to access their personal information (see point 9.)
- Updating your personal information
It is vital that the information contained in our records is both accurate and current. If your personal information happens to change during the course of your child’s care with us, it is your responsibility to keep us informed of such changes.
If you move house or change your contact number during your child’s care with us, please inform us immediately by emailing office@greenfields-nursery.com, or call us on 01633 895141.
It is crucial we are able to contact you or a chosen emergency contact whilst your child is in our care. Please remember to provide an up to date emergency contact for your child.
- Access to your personal information
You are welcome to view all personal information we hold through our office staff at any time. If you believe that we hold additional personal information that you would like to review, verify or correct please contact us using the email address office@greenfields-nursery.com, call us on 01633 895141.
When requesting access to your personal information, please note that we may request specific information from you to enable us to confirm your identity and right to access, as well as to search for and provide you with the personal information that we hold about you.
Your right to access the personal information that we hold about you is not absolute. There are instances where applicable law or regulatory requirements allow or require us to refuse to provide some or all of the personal information that we hold about you. In addition, the personal information may have been destroyed, erased or made anonymous in accordance with our record retention obligations and practices.
If we cannot provide you with access to your personal information, we will try to inform you of the reasons why, subject to any legal or regulatory restrictions.
- Privacy Questions
If you have any questions or concerns about our updated Privacy Policy, please contact us using the email address office@greenfields-nursery.com or call us on 01633 895141
- Privacy Updates
We will notify you any time we make changes to or update this Privacy Policy.
