Snowy’s is 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.
Snowy’s is the Data Controller for the purposes of the General Data Protection Regulation (GDPR) 2018 and is registered with the Information Commissioners Office (ICO) under registration number ZA342820.
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, developmental needs, any special educational needs, ethnicity, funding eligibility, EYPP eligibility, ethnicity, and whether your child speaks English as an additional language (EAL).
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, email address, emergency contact details, and family details.
This information will be collected from you directly in the registration form, and subsequently, via updates you provide as and when your details change.
If you are in receipt of 2-year funding or apply for up to 30 hours free childcare, we will also collect:
- your national insurance number or unique taxpayer reference (UTR), if you’re self-‐employed. We may also be required to collect information regarding benefits and family credits that you are in receipt of.
We collect information about visitors to the setting, including name, organisation and the date, time and reason for the visit.
Why we Collect This Information and the Legal Basis for Handling Your Data
We use personal data about you and your child in order ot provide childcare services and fulfil the contractual arrangement you have entered into. This includes using your data to:
- contact you in case of an emergency
- support your child’s wellbeing and development
- manage any special educational, health or medical needs of your child whilst at our setting
- carry out regular assessment of your child’s progress and to identify any areas of concern
- maintain contact with you about your child’s progress and respond to any questions you may have
- claim funding for your child from the local authority (only where applicable)
- process your claim for up to 30 hours free childcare (only where applicable)
- keep you updated with information about our service
We will also record your child’s activities for their individual learning record. This may include photographs and videos, with your consent. You will have the opportunity to withdraw your consent for images, at any time, by confirming so in writing.
We have a legal obligation to process safeguarding related data about your child should we have concerns about their welfare. We also have a legal obligation to transfer records and certain information about your child to the school that your child will be attending.
We collect information about visitors to the site so that we have an accurate record of people who have visited the site and so we know who is on site at any time, in case the site needs to be evacuated because of a fire or other emergency.
Who We Share Your Data With
In order for us to deliver childcare services we will share your data as required with the following categories of recipients:
- Ofsted – if required to during an inspection or following a complaint about our service
- the Local Authority (where your child receives funded childcare
- the government’s eligibility checker (where you are eligible for 2-‐year funded childcare or you apply for up to 30 hours free childcare)
- our insurance underwriter (if applicable)
- Tapestry, online learning journal used to record and analyse the progress of your child
- the school that your child will be attending
We will also share your data if:
- We are legally required to do so, for example, by law, by a court, or by the Charity Commission;
- to enforce or apply the terms and conditions of your contract with us;
- to protect your child and other children; for example by sharing information with social care or the police if we believed a child was at risk of significant harm;
- it is necessary to protect our or others’ rights, property or safety
We may share data with your consent:
- by means of newsletters, via our facebook page, or through other publications
- through photos displayed at Snowy’s, on our website, via our facebook page, or through other publication
We will never share your data with any other organisation or third party to use for their own purposes.
How Do We Protect Your Data?
Access to information is conducted on a strictly need to know basis. Information is held securely and confidentially. Information is retained in line with our Data Retention Policy before being securely disposed of/deleted from electronic systems.
How Long Do We Retain Your Data?
We retain your child’s personal data for up to 3 years after your child no longer uses our setting, or until our next Ofsted inspection after your child leaves our setting. Medication records and accident records are kept for longer according to legal requirements. Your child’s learning and development records are maintained by us and a copy provided by us to you, and to the school your child will be attending.
In some instances (child protection, or other support service referrals) we are obliged to keep your data for longer if it is necessary to comply with legal requirements.
Visitor records are kept for 6 years.
Automated Decision Making
Automated individual decision-making is a decision made by automated means without any human involvement. We do not make any decisions about you or your child based solely on automated decision-making.
Your Rights WIth Respect To Your Data
You have the right to:
- request access to the data we hold about you/your child;