Privacy Policy

Auchinairn Afterschool Care and Forest Kindergarten

GDPR Policy

GDPR stands for General Data Protection Regulation and replaces the previous Data Protection Directives that was in place. It was approved by the EU Parliament in 2016 and came into effect on 25th May 2018. 

GDPR states that personal data should be ‘processed fairly & lawfully’ and ‘collected for specified, explicit and legitimate purposes’ and that individuals’ data is not processed without their knowledge and are only processed with their ‘explicit’ consent. GDPR covers personal data relating to individuals. Auchinairn Afterschool Care and Forest Kindergarten is committed to protecting the rights and freedom of individuals with respect to the processing of children's, parents, visitors and staff personal data. 

The Data Protection Act gives individuals the right to know what information is held about them. It provides a framework to ensure that personal information is handled properly. 

GDPR means that Auchinairn Afterschool Care and Forest Kindergarten must; Manage and process personal data properly, Protect the individual’s rights to privacy, Provide an individual with access to all personal information held on them.

GDPR includes 7 rights for individuals 

1) The right to be informed

Auchinairn Afterschool Care and Forest Kindergarten is a registered Childcare provider with the Care Inspectorate and as so, we are required to collect and manage certain data. We need to know parent/carer’s names, addresses, telephone numbers, email addresses, date of birth and employment. We need to know children’s’ full names, addresses, date of birth and Birth Certificate number(Kindergarten) and proof of residency(Kindergarten). 

For families claiming the free nursery entitlement we are requested to provide this data to East Dunbartonshire Council; this information is sent to the Local Authority via a secure electronic file transfer system. 

We are required to collect certain details of visitors to our nursery. We need to know visits names, where appropriate company name, and contact number. This is in respect of our Health and Safety and Safeguarding Policies. 

As an employer, Auchinairn Afterschool Care and Forest Kindergarten hold data on its employees; names, addresses, email addresses, telephone numbers, date of birth, National Insurance numbers, photographic ID such as passport and driver’s license, bank details and medical/allergy details. 

2) The right of access (Open Access)

Auchinairn Afterschool Care and Forest Kindergarten is a private afterschool and nursery in Scotland. Registration service is for: Day Care of Children. Registration number: CS2003003655 Service: Auchinairn Afterschool Care and Forest Kindergarten, Unit 2, 173 Auchinairn Road, Glasgow, G641NG. 07584514181

At any point, parents/carers/staff can make a request in writing relating to their children’s/own data and information to auchinairnafterschoolcare@outlook.com. This is known as Subject Access Request (SAR). Auchinairn Afterschool Care and Forest Kindergarten will provide a response (within 28 days). Auchinairn Afterschool Care and Forest Kindergarten can refuse a request, if we have a lawful obligation to retain data i.e. from Care Inspectorate in relation to Education Scotland, but we will inform the individual of the reasons for the rejection. The individual will have the right to complain to the Information Commissioner’s Office (ICO) if they are not happy with the decision.

3) The right to erasure

You have the right to request the deletion of your data where there is no compelling reason for its continued use. However Auchinairn Afterschool Care and Forest Kindergarten has a legal duty to keep children’s, parents and staff details for a reasonable time. Auchinairn Afterschool Care and Forest Kindergarten retain care plan records for 5 years after leaving nursery, children's accident and injury records for 19 years (or until the child reaches 21 years), and 22 years (or until the child reaches 24 years) for Child Protection records. Staff records must be kept for 6 years after the member of leaves employment, before they can be erased. This data is archived securely, and are destroyed after the legal Scottish retention period. 

4) The right to restrict processing  

Parents, visitors and staff can object Auchinairn Afterschool Care and Forest Kindergarten processing their data. This means that records can be stored but must not be used in any way, for example reports or for communications.

5) The right to data portability

Auchinairn Afterschool Care and Forest Kindergarten requires data to be transferred from one IT system to another; such as from Auchinairn Afterschool Care and Forest Kindergarten to Online Learning Journals. These recipients use secure file transfer systems and have their own policies and procedures in place in relation to GDPR.

6) The right to object  

Parents, visitors and staff can object to their data being used for certain activities like marketing or research.

7) The right not to be subject to automated decision-making including profiling.

Automated decisions and profiling are used for marketing based organisations. Auchinairn Afterschool Care and Forest Kindergarten does not use personal data for such purposes.

Privacy Notice – How we use your child’s information 

Auchinairn Afterschool Care and Forest Kindergarten collect and hold personal information relating to our children and we may also receive information about them from their previous nursery, local authority, health authority and other professionals. We use this personal data to support children’s learning, monitor and report on their progress, promote and support children’s well-being, access the quality of service and comply with the law regarding data sharing.

This information will include their contact details, assessment information, attendance information, and personal characteristics such as their ethnic group, any special educational needs they may have as well as relevant medical information.

We will not give information about our children to anyone without your consent unless the law and our policies allow us to do it.

At Auchinairn Afterschool Care and Forest Kindergarten the types of data that we may hold in our provision include: 

photos, videos, CCTV, registration form, waiting lists, 

children’s care plan files, child protection files and referrals, Safeguarding information (such as court orders and professional involvement) referrals from outside agencies, accidents and incident records, learning journals, staged intervention programmes (STINT), tracking and monitoring sheets, planning for individual child/whole nursery, computer systems, allergies and medication information (doctors, child’s health), funding claim forms, emergency contact, birth certificate, proof of residency, utility bill, staff files, minutes of meeting, chronology of significant events, attendance.

Storage of personal information 

All paper copies of children's and staff records are kept in a locked office in Auchinairn Afterschool Care and Forest Kindergarten. Members of staff can have access to these files but information taken from the files about individual children is confidential and apart from archiving, these records remain on site at all times. These records are destroyed after the retention period.  

Information about individual children is used in certain documents, such as, a weekly register, medication forms, referrals to external agencies and disclosure forms. These documents include data such as children's names, date of birth and sometimes address. These records are destroyed after the relevant retention period.

Auchinairn Afterschool Care and Forest Kindergarten collects a large amount of personal data every year including; names and addresses of those on the waiting list. These records are shredded if the child does not attend or added to the child’s file and stored appropriately.

Information regarding families’ involvement with other agencies is stored both electronically or in paper format, this information is kept in a locked filing cabinet. These records are destroyed after the relevant retention period. 

Access to all Office computers and Online Learning Journal is controlled by the use of User Ids and password protected. When a member of staff leaves the nursery the access is denied and the member of staff are archived from the systems. This is in line with our Safeguarding policy. Any portable data storage used to store personal data, e.g. USB memory stick, are password protected. It is not acceptable for Auchinairn Afterschool Care and Forest Kindergarten staff to take laptops and mobile devices home. Staff should not access Online Learning Journals at home.

Upon a child Auchinairn Afterschool Care and Forest Kindergarten and moving on to school or moving settings, data held on the child may be shared with the receiving school. Such information will be passed via internal meetings between school and nursery or via a secure file transfer system. For children attending school outside East Dunbartonshire Council the parent/carer will be given the data to deliver to the receiving school.