Data Protection Policy
Date: 23/08/2022
It is a requirement of our registration with the ICO to provide parents with information about details we keep about you and your child.
How We Use Your Information
Kerry Dedman Brown will handle all data within our setting. As part of our ICO registration we required to inform you about how we use and store personal information we collect about you and your child.
This requirement applies to information we collect in relation to:
- Online data processing
- Paper data processing
We are also required to inform you how you can make a complaint.
Online Data Processing
Computer security used is Apple™ recommended Malwarebytes
Electronic equipment:
We have an Apple Mac™ and iPad™ that is password protected and are used for Bubblegums business. Information required by the statutory frameworks with which we comply (details to follow) is stored on these and accessed through babysdays.com.
Emails:
We use Google Mail™ to send and receive emails. We keep a copy of your email address in our computer to allow us to process emails quickly: we do not gather statistics or monitor any information.
WhatsApp:
We use WhatsApp to send information and some pictures to you. We keep a copy of your mobile number in our phone to allow us to send information via WhatsApp.
Text Messages
We use BT as our mobile phone provider to send and receive text messages to parents. We keep a copy of your mobile phone number in our phone book to allow us to send you texts and share information about your child and our business.
Photos
These are taken on my phone and uploaded on to babysdays.com. Once they are loaded they are deleted from my phone and from iCloud. I have “find my phone” switched on, which would allow me to delete all photos and data remotely if my phone was lost.
How We Store Your Information
Digitally
I will load your child’s pictures on to a USB in your file Please ensure you read the policy on photos to ensure you don’t breach the conditions on photo sharing.
Sometime I may print a few photos of all the children and store them in a folder when we have gone on outings so they can look at them and recall the outing. If you would rather I not do this please let me know and I will make sure your child is not in the photos.
Babysdays.com
Babysdays.com is the bestselling and most advanced EYFS childcare management software system of its kind and used by more childcare businesses than any other software package in the industry. Babysdays.com is complex system yet simple to manage and available to nurseries, pre-schools and childminders within the UK and throughout the world. Babysdays.com is the only software in the world that allows you to run your entire childcare business from one system.
The following information is what we input in to babysdays.com, along with your child’s development, medications, accidents, and photos. When your child leaves Bubblegums, all your and your child’s personal information is deleted.
- Child’s name, date of birth, age, and address.
- Parents’ names, addresses, and contact number.
- Who has parental responsibility for the child.
- Emergency contact names, addresses and contact number.
- Child’s doctor’s name and contact number.
- Any allergies/medical history/ requirements.
- Information about immunizations.
- Whether the child has any special educational needs or disabilities.
- Ethnic group.
- Religion.
- Home language.
To check how secure babysdays.com is you can follow the link below:
https://www.babysdays.com/product-information/how-secure-is-babys-days
Computer File Deletion
When your child leaves Bubblegums all digital documents pertaining to your child are securely shredded using CCleaner from Piriform.
Paper Data Processing
Information Collected
We hold information about children and their families as required by Early Years Foundation Stage (EYFS 2017) and the Childcare Register (CR 2016)
Paper Information Storage
Private and family information required by the EYFS and Child Register is kept both in paper form in the child’s development file, and on babysdays.com. Each file holds your child’s development stages with their name and date of birth. All your personal data is stored on babysdays.com.
When on outings we carry a plastic wallet with our emergency contact information; this is required in case there is an accident and myself or Dave are incapactated, it states that we are childminders and the children with us are not our own. It has Wendy Murphy’s (fellow childminder) name and number on the front as the first contact. Inside the plastic wallet there is a picture of each child with us, their details including both parent’s name and phone numbers. When your child leaves Bubblegums, these are removed, and the information is shredded.
Local Authority Forms For Funded Parents
Parents who are eligible to claim 15-30 hours of government funded childcare are required to complete a local authority “Free Early Educational Entitlements Parents Declaration Form” . This form includes parent’s name and national insurance details and your child’s personal details and their characteristics such as ethnic group. These are all scanned onto my iPad then stored on a USB that is locked in our safe.
This information must be entered at the local Thurrock Family information services website so the local council can check your child’s eligiblity.
This is the system used to pay me as a provider for the childcare you receive under funding.
File Retention
Information relating to the child’s learning and development, including pictures of your child, and tracking data required by the EYFS are handed over to parents when your child leaves Bubblegums.
Under the section Paper Data Processing (above) it explains the documents we are legally required to keep, what we keep and how it is stored; it also informs you how your data will be deleted.
Making A Complaint
Complaint To Us
A complaint about Bubblegums can be made via email to Kerry Dedman Brown at bubblegums.childcare@gmail.com or in writing at the following address.
4 Cedar Rise, Brandon Grove, South Ockendon, Essex RM15 6RB
If we receive a complaint we are required by the EYFS to record details about the complaint. The information we record includes the identity of the complainant (if provided) and any other individuals involved in the complaint.
The complaint must be made available to Ofsted as required by the EYFS (children 1-5) and the Childcare Register (children over 5 years) Information will be retained securely in paper format and only shown to those with a right to view it.
Complaint To Ofsted
Ofsted can be contacted in the following ways:
Piccadilly Gate,
Store Street,
Manchester M1 2WD
0300 123 1231
Complaint To ICO
If you are concerned that a data breach has been made please contact ICO using their information found at https://ico.org.uk/global/contact-us/
Our Data Protection Policy is reviewed annually and as required.
