At Superkids we take the protection of the personal information we collect very seriously. We make every effort to ensure data is handled securely. Below is an explanation of what information we collect, how and why we use it, how we store it and with whom we might share it.
The information about children that we process includes:
- personal identifiers and contacts (such as name, date of birth, contact details and address)
- characteristics (such as ethnicity, language, and free funding eligibility)
- safeguarding information (such as outside professional involvement)
- medical and administration (such as doctor’s information, child health, allergies, medication and dietary requirements)
- attendance (such as sessions attended, number of absences, absence reasons)
- assessment and attainment (such as levels achieved in EYFS)
- details of anyone likely to hand over or collect your child (including names and contact numbers)
- accident/incident reports
- photographs (for use in developmental files and for promotional purposes)
Why we collect and use this information
We collect and use the above information, for the following purposes:
- a) to support children’s development
- b) to monitor and report on children’s attainment progress
- c) to provide appropriate support from external services
- d) to assess the quality of our services
- e) to keep children safe (food allergies, or emergency contact details)
- f) to meet the statutory duties placed upon us for the protection of children
How we collect this information
We collect this data by asking parents/guardians to complete a registration form. In addition, we record information given by parents/guardians at an initial meeting as well as any ongoing information supplied by the parent/guardian.
We may receive relevant information from other agencies, only when it is appropriate and beneficial for the child concerned.
How we store data and for how long
Some of the data we hold is stored physically, in securely locked areas, accessible only to designated staff. Some data is stored securely online, on password protected computers, using password protected software, with access restricted to those staff who need to view or use it. We hold most data only for as long as the child attends our settings. We have a legal duty to retain certain types of information for a period of time beyond the child’s attendance at our setting. This includes:
Children’s records, attendance, accident records, medication records – minimum of 3 years after the child has left
Record of any reportable death, injury, disease or dangerous occurrence – 3 years after the incident
Photographs of the children will be destroyed once they have left our setting.
Who we share children’s information with
We routinely share children’s information with:
- early years or school settings that the children attend after leaving us
- our local Sure Start colleagues
We also share information with other agencies on a need to know basis, for example in the case of children who access external services (hearing/sight impairment, physiotherapy, etc) where the information is beneficial to the child’s development. Consent of the parent is sought for this kind of information sharing.
We are legally obliged to share information in the case of a child protection matter. Consent from a parent is not required in this instance.
We do not share information about our children with anyone without consent unless the law and our policies allow us to do so.
Requesting access to your personal data
Under data protection legislation, parents have the right to request access to information about their children that we hold. To make a request for your personal information, or be given access to your child’s records, contact us at firstname.lastname@example.org.
You also have the right to:
- object to processing of personal data that is likely to cause, or is causing, damage or distress
- in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed (the right to be forgotten); and
- a right to seek redress, either through the ICO, or through the courts
If you have a concern or complaint about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office at https://ico.org.uk/concerns/
If you would like to discuss anything in this privacy notice, please contact: