Privacy Notice

Privacy Notice – Data Protection

Information about Children in Early Years Providers

We, Redbridge Pre School are a data controller for the purposes of Data Protection. We collect information from you and may receive information about you from your previous Early Years Provider or education provider, local authorities and the Department for Education (DfE).

A great deal of the information we collect is included in the Parent Declaration Form, completed on your child’s admission to an Early Years Provider which, when signed, indicates that you understand how your families data will be processed. In addition, we collect information for 30 hours eligibility, 2 year old funding eligibility, on learning and development, on safeguarding and welfare & special educational needs and disabilities.

We hold this personal data and use it to:

Support teaching and learning. In order to facilitate this, we may share information with the software supplier (listed at the end of this document) to set up the systems needed for children and parent/carers to access. When your child applies for a school place, information may be forwarded to your child’s new school to aid transition into their next phase of education. If your child changes Early Years Provider or attends more than one provider, information may be shared between Early Years Providers.
Monitor and report on learning and development.
Provide appropriate pastoral care (Keeping Children Safe in Education 2016).
Assess how well we, as an education provider, are doing.
Co-operate with Southampton City Council and external partners to improve the well-being of children, under the duty of the Children Act 2004.Working Together to Safeguard Children (2015)
Share information with Southampton City Council and external partners to support the duty to safeguardand promote the welfare of children, under the Children Act 1989, Section 17. Working Together to Safeguard Children (2015)
Provide information via statutory census returns to the DfE and in turn this will be available for the use of Southampton City Council to carry out its official functions, or a task in the public interest.
Send Child level information to Southampton City Council on a regular basis in accordance with our information sharing agreement to enable the local authority to meet its duty under Data Protection legislation to ensure that the data it holds is accurate and also to carry out its official functions, or a task, in the public interest.

Your information will not be used for any other purpose or shared with any other organisation unless provided for by law or covered in this Privacy Notice.

The Early Years Provider’s member of staff responsible for data protection, who should be contacted in writing if you would like to receive a copy of the information about you that we hold or share, is:

Victoria Gaffney, 02380 764211

For information on how long the Early Years Provider will store the information collected please refer to the providers Retention of Records Policy.

Should you have any concerns with how your data is being processed, the following steps should be taken:

Step 1: Contact the Early Years Provider Data Protection Officer.

Step 2: If concerns remain unresolved, follow the Early Years Provider Complaints procedure.

Step 3: Contact the Information Commissioner’s Office (www.ico.org.uk)

For further information on the circumstances under which you have the right to request access to, or rectification\erasure of, your personal data please visit the Information Commissioner’s website.

Southampton City Council has a duty under the Children Act 2004 to co-operate with their partners in health and youth justice to improve the wellbeing of children in their area and will agree information sharing agreements with partners to enable them to carry out official functions, or a task in the public interest.

The DfE may also share child 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 principles. 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 child 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) child level data has been provided to, please visit: https://www.gov.uk/government/publications/national-pupil-database-requests-received

If you require more information about how the Local Authority (LA) and/or DfE store and use your information, then please go to the following websites:

If you are unable to access these websites we can send you a copy of this information. Please contact the LA or DfE as follows:

Solicitor for Education: Legal Services, Southampton City Council, Ground Floor, Civic Centre, SO14 7LY
Public Communications Unit: Department for Education, Sanctuary Buildings, Great Smith Street, London, SW1P 3BT

Website: www.education.gov.uk

Email: www.education.gov.uk/help/contactus
Telephone: 0370 000 2288

Provider postal address
Provider e-mail address
Provider telephone number
Software supplier	Capita, Tapestry, Open Objects.

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