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Data Protection Policy

Data Protection Policy

Data Protection and Confidentiality 

 EYFS: 3.69, 3.70

At The Charlbury Railway Children we recognise that we hold sensitive/confidential information about children and their families and the staff we employ. This information is used to meet children’s needs, for registers, invoices and emergency contacts. We store all records in a locked cabinet or on the office computer with files that are password protected in line with data protection principles. Any information shared with the staff team is done on a ‘need to know’ basis and treated in confidence. This policy will work alongside the Privacy Notice to ensure compliance under General Data Protection Regulation (Regulation (EU) 2016/679 (GDPR).

Legal requirements

  • We follow the legal requirements set out in the Statutory Framework for the Early Years Foundation Stage (EYFS) 2017 and accompanying regulations about the information we must hold about registered children and their families and the staff working at the nursery 
  • We follow the requirements of the General Data Protection Regulation (Regulation (EU) 2016/679 (GDPR) and the Freedom of Information Act 2000 with regard to the storage of data and access to it. 

Procedures

It is our intention to respect the privacy of children and their families and we do so by:

  • Storing confidential records in a locked filing cabinet or on the office computer with files that are password protected
  • Ensuring staff, student and volunteer inductions include an awareness of the importance of confidentiality and that information about the child and family is not shared outside of the nursery other than with relevant professionals who need to know that information. It is not shared with friends and family, discussions on the bus or at the local bar. If staff breach any confidentiality provisions, this may result in disciplinary action and, in serious cases, dismissal. Students on placement in the nursery are advised of our confidentiality policy and required to respect it
  • Ensuring that all staff, volunteers and students are aware that this information is confidential and only for use within the nursery and to support the child’s best interests with parental permission
  • Ensuring that parents have access to files and records of their own children but not to those of any other child, other than where relevant professionals such as the police or local authority children’s social care team decide this is not in the child’s best interest
  • Ensuring all staff are aware that this information is confidential and only for use within the nursery setting. If any of this information is requested for whatever reason, the parent’s permission will always be sought other than in the circumstances above
  • Ensuring staff do not discuss personal information given by parents with other members of staff, except where it affects planning for the child's needs
  • Ensuring staff, students and volunteers are aware of and follow our social networking policy in relation to confidentiality 
  • Ensuring issues concerning the employment of staff remain confidential to the people directly involved with making personnel decisions
  • Ensuring any concerns/evidence relating to a child's personal safety are kept in a secure, confidential file and are shared with as few people as possible on a ‘need-to-know’ basis. If, however, a child is considered at risk, our safeguarding/child protection policy will override confidentiality. 

All the undertakings above are subject to the paramount commitment of the nursery, which is to the safety and well-being of the child.

General Data Protection Regulation (Regulation (EU) 2016/679 (GDPR) compliance  In order to meet our requirements under GDPR we will also undertake the following:

  1. We will ensure our terms & conditions, privacy and consent notices are easily accessed/made available in accurate and easy to understand language 
  2. We will use your data only for nursery use and only contact you if we have to. We will not share or use your data for other purposes.
  3. Everyone in our nursery understands that people have the right to access their records or have their records amended or deleted (subject to other laws and regulations).

Staff and volunteer information

 All information and records relating to staff will be kept confidentially in a locked cabinet  Individual staff may request to see their own personal file at any time.

Hints and tips

For more information on data protection visit  https://ico.org.uk/

The Data protection certificate can be found in the office on request

This policy was adopted on

Signed on behalf of the nursery

Date for review

02/08/2018

L.Akers

02/08/2019

 

 

What our parents say

  • Thank you so much for all of the care, fun and experiences you have given our child over the last two years, and for making nursery a wonderful experience for the family. She will miss you all...
    Parent, June 2015
  • It's seven and a half years since Emily started at nursery and over that time both she and Teddy have had such wonderful times with you all, its impossible to describe how grateful we are for all the love and care that you have given them. Katie, Glen, Emily and Ted
    Parent, September 2015
  • Thank you so much for looking after Henry for the past 3 and a half years. He has loved his time with you all and felt very at home which is down to the happy and caring environment you create for the children. He will miss you all very much but will be back to visit. Sarah, Dough, Henry and Rory
    Parent - September 2015
  • just wanted to say a huge thank you for all the kindness, patience and care you have show for Jude. He is so happy at nursery and smiles lots! The staff in the baby room are brilliant with him and it feels like a team, which is wonderful to a parent leaving their precious bundle in someone else's hands. Elanor and Luke
    Parent - October 2014
  • The children feel fully included and secure, allowing them to have a thoroughly good time at the nursery.
    Ofsted
  • The management and staff work extremely well together to provide an effective and professional service.
    Ofsted
  • All the staff are fantastic and they work hard caring for the children and as a parent I have complete peace of mind each day! Thank you! Thank you!
    Parent

The Charlbury Railway Children
The Inspectors House
The Old Pill Factory
Forest Road
Charlbury
Oxfordshire OX7 3HH

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