To comply with the UK-GDPR (United Kingdom General Data Protection Regulation) legislation, we are required to share this Privacy Notice with you. This notice informs you about the information we need to keep, why we need it, how it will be stored, and how it will be used. We also explain how it will be deleted from our files when it is no longer needed. these include

Online data processing 

Paper data processing 

We take your privacy seriously and record, process and keep personal information about you and your child/ren in accordance with Article 6 of the General Data Protection Regulation (GDPR, May 2018): ‘the rights of the data subjects’. It is a requirement of my registration with the Information Commissioners Office (ICO) to provide you with information about the details we keep about you and your child/ren. 

Before we collect data about you and your child/ren we must ensure we have a legal basis for it – there are 6 legal reasons for data collection: 

Consent: you have given me permission to process your data. 

Contractual: I need the information to comply with the statutory framework. 

Legal obligation: I must collect the information to comply with the law. 

Vital interests: the information is necessary to protect someone’s life. 

Legitimate interests: I must have good reason to ask you for the information. 

Public task: not usually relevant for early years providers, rather public bodies. 

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Personal data is protected in accordance with data protection laws and used in line with your

expectations. This privacy notice explains what personal data we collect, why we collect it,

how we use it, the control you have over your personal data and the procedures we have in

place to protect it.

When we refer to “we”, “us” or “our”, we mean Beulah MINI Academy

What personal data we collect

We collect personal data about you and your child to provide care and learning tailored to

meet your child’s individual needs. Personal details that we obtain from you include your

child’s: name, date of birth, address, and health, development and any special educational

needs information. We will also ask for information about who has parental responsibility for

your child and any court orders pertaining to your child.

Personal data that we collect about you includes: your name, home and work address, phone

numbers, email address, emergency contact details, and family details.

We will only with your consent collect your national Insurance number or unique taxpayer

reference (UTR) where necessary if you are self-employed and where you apply for up to 30

hours free childcare and early education. We also collect information regarding benefits and

family credits. Please note that if this information is not provided, then we cannot claim funding

for your child.

We also process financial information when you pay your childcare and early education fees

by chip and pin or direct debit. We may collect other data from you when you voluntarily contact

us.

Where applicable we will obtain details of your child’s social worker, child protection plans

from social care, and health care plans from health professionals and other health agencies.

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A typical example of how  we may collect varied information is, data will be collected from

you directly in the registration form; from identity documents; from correspondence with you;

or from health and other professionals.

Why we collect personal data and the legal basis for handling your data

We use personal data about you and your child to provide childcare and early education

services and to fulfil the contractual arrangement you have entered. This includes using your

data in the following ways:

• to support your child’s wellbeing and development

• to effectively manage any special education, health or medical needs of your child whilst

at the setting

• to carry out regular assessment of your child’s progress and to identify any areas of

concern

• to maintain relevant contact about your child’s wellbeing and development

• to contact you in the case of an emergency

• to process your claim for free childcare and early education, if applicable

• to enable us to respond to any questions you ask

• to keep you updated about information which forms part of your contract with us

• to notify you of service changes or issues

With your consent, we would also like to:

• collect your child’s ethnicity and religion data for monitoring purposes

• record your child’s activities for their individual learning journal (this will often include

photographs and videos of children during play)

• transfer your child’s reports to the receiving nursery setting when s/he transfers

If we wish to use any images of your child for training, publicity or marketing purposes we will

seek your permission from  our consent form when registering with us.

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We have a legal obligation to process safeguarding related data about your child should we

have concerns about her/his welfare.

Who we share your data with

As a registered early years provider to deliver childcare and early education services it is

necessary for us to share data about you and/or your child with the following categories of

recipients:

• we  share information with other settings or agencies  and professional state bodies involved in your child’s care  and protection– we am required to do this by the EYFS (see Permission Form). 
• we am required to write a Progress Check at 2 for your child when they are between the ages of 2 and 3 years. If I am concerned about your child’s progress and need to share it with the health visitor, we will ask for your permission first (see the EYFS for more information). 
• we am required to share information with my Local Authority for the purposes of the 2-, 3- and 4-year-old funding offer and any extra funding(EYPP) we might claim for your child (see the Local Authority Privacy Notice for more details). 
• we share information about income and expenses including, when requested, your invoices and payments with HMRC, Universal credits and Tax Credits.
  
• if it is necessary to protect our rights, property, or safety or to protect the rights, property,or safety of others
• with the school that your child will be attending/ transitioning to, when they transfer, if applicable
• We will never share your data with any organisation to use for their own purposes.

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Ensuring your data is accurate  

To comply with data protection requirements, we keep data about you and your child/ren up-to-date and to ensure it is accurate: we will ask you to help me do this regularly. You have the right to access personal data about you and your child/ren and we will share this information with you on request.

Where do we store your data?

All data you provide to us is stored on secure computers. We may also store paper records in

locked filing cabinets.

How long do we retain your data?

We retain your data in line with our retention policy a summary is below:

• You and your child’s data, including registers are retained 3 years after your child no longer uses setting except for group photos of others who still use setting  or until our next Ofsted, or childminder agency inspection after your child

leaves our setting.

• Medication records and accident records are kept for longer according to legal

requirements.

• learning progress and transition  reports  are maintained by the setting and available at your request when your

child leaves. Records are kept and archived in line with our data retention policy.

• In some cases (child protection or other support service referrals), we may need to keep

your data longer, only if it is necessary to comply with legal requirements. We will only

keep your data for as long as is necessary to fulfil the purposes it was collected for and in

line with data protection laws.

Your rights with respect to your data

As a data subject, you have several rights. You can:

• request to access, amend or correct the personal data we hold about you and/or your child

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• request that we delete or stop processing your and/or your child’s personal data, for

example where the data is no longer necessary for the purposes of processing or where

you wish to withdraw consent

• request that we transfer you and your child’s personal data to another person

If you wish to exercise any of these rights at any time please contact  us via the contact us form on our website  or when you attend the setting.

How to ask questions about this notice

If you have any questions, comments, or concerns about any aspect of this notice or how we

handle your data please contact the admin manager at the setting.

How you can make a complaint 

Please see my Complaints Policy for details of how you can make a complaint to Ofsted or ICO. 

If you have any questions, please ask. Thank you. 

Signed:  ST   Review date: 01.2025

Policy updates 

Updated 08.2021: wording reviewed and adapted where relevant to comply with the changes to the Early Years Foundation Stage (EYFS). 

Updated 08.2023 – general wording check to ensure policy is current and valid. 

Updated 01.2025 - general wording check to ensure policy is current and valid. 

Added retention information to the Privacy Notice and archived retention policy