Nutley Preschool Playgroup’s Privacy Notice

Little Deers- Nutley Preschool Playgroup’s Privacy Notice – June 2021. 

War Memorial Hall, High Street, Nutley, East Sussex, TN22 3NE


We are committed to ensuring that any personal data we hold about you and your child is protected in accordance with data protection laws 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 and how we protect it.

What personal data do we collect?

We collect personal data about you and your child 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 free childcare as applicable.

Personal details that we collect about your child include:

● your child’s name, date of birth, address, health and medical needs, development needs, and 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 details that we collect about you include:

● your name, home and work address, phone numbers, emergency contact details, and family details.

This information will be collected from you directly in the registration form. If you apply for up to 30 hours free childcare, we will also collect your National Insurance Number for both parental parties.

Little Deers- Nutley Preschool Playgroup have a duty to keep records accurate and relevant.

Please update us with any change in your information or circumstances. You can do this by emailing [email protected]

Who processes your information?

Little Deers- Nutley Preschool Playgroup acts as the data controller of any of the personal information you provide us with. The role of the data controller is to determine what information is collected, for which purpose, as well as how it is processed and by whom. 

The Chair of Little Deers- Nutley Preschool Playgroup Committee acts as the Data Protection Officer (DPO), together with Little Deers- Nutley Preschool Playgroup Manager in all matters relating to the collection and use of the information you provide us with.

Under some circumstances, your information will be processed by a third party, however we will seek your consent to do so beforehand, unless we are obligated to do so by law.

How long will my information be kept for?

Little Deers- Nutley Preschool Playgroup will keep your information for as long as necessary in order to fulfil its purpose for which it was originally collected, and no longer than that, in accordance with GDPR.

Will your information be shared?

‘Sharing information is an intrinsic part of any frontline practitioners’ job when working with children and young people. The decisions about how much information to share, with whom and when, can have a profound impact on individuals’ lives. It could ensure that an individual receives the right services at the right time and prevent a need from becoming more acute and difficult to meet. At the other end of the spectrum it could be the difference between life and death.’ Information sharing: advice for practitioners providing safeguarding services to children, young people, parents and carers’

(HM Government 2015)

Little Deers- Nutley Preschool Playgroup have a duty to maintain records and obtain and share information to ensure the safe and efficient management of the setting, and to help ensure the needs of all children are met.

We are obliged to share confidential information without authorisation from the person who provided it, or to whom it relates, if it is in the public interest.

That is when:

● it is to prevent a crime from being committed or to intervene where one may have been, or to prevent harm to a child or adult; or

● not sharing it could be worse than the outcome of having shared it

In other cases, your consent will be sought before any information is shared.

What rights do you have?

In relation to the processing of your information, you have a right to withdraw your consent at any time.

You have the right to access the information we hold on you, update any incorrect information and request that we remove information, if required.

Little Deers- Nutley Preschool Playgroup will inform you of any changes to the way in which your information is processed, in advance of the change being implemented and seek your consent to do so, of which you can withdraw at any time.

Policy Statement

We recognise that parents have a right to know that the information they share with us will be regarded as confidential, as well as to be informed about the circumstances when, and the reasons why, we are obliged to share information.

We record and share information about children and their families (data subjects) in line with the six principles of the General Data Protection Regulations (GDPR) (2018) which are further explained in our Privacy Notice that is given to parents at the point of registration. 

The six principles state that personal data must be:

1. Processed fairly, lawfully and in a transparent manner in relation to the data subject

2. Collected for specified, explicit and legitimate purposes and not further processed for other purposes incompatible with those purposes

3. Adequate, relevant and limited to what is necessary in relation to the purposes for which data is processed

4. Accurate and where necessary, kept up to date

5. Kept in a form that permits identification of data subjects for no longer than is necessary for the purposes for which the data is processed

6. Processed in a way that ensures appropriate security of the personal data including protection against accidental loss, destruction or damage, using appropriate technical or organisational measures

DOI: 23rd June 2021. By AMF.