We take your privacy seriously, and in accordance with the General Data Protection Regulation, We will commit to the following:

We will be asking you for personal data about you and your child/ren in order to deliver a childcare service to you. We must have a legal basis for collecting this data, and there are six lawful bases:

(a) Consent: The individual has given clear consent for you to process their personal data for a specific purpose.
(b) Contract: The processing is necessary for a contract you have with the individual, or because they have asked you to take specific steps before entering into a contract.
(c) Legal obligation: The processing is necessary for you to comply with the law (not including contractual obligations).
(d) Vital interests: The processing is necessary to protect someone’s life.
(e) Public task: The processing is necessary for you to perform a task in the public interest or for your official functions, and the task or function has a clear basis in law.
(f) Legitimate interests: The processing is necessary for your legitimate interests or the legitimate interests of a third party unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests.

We will be processing your data under all of the above.

Where we require consent, we will provide a way for you to positively make a decision about the information that you make available and how this is shared.    

This information will be collected by the manager (or a delegated member of staff) as part of the child’s induction to the setting. We will be asking for this data verbally at our initial meeting and recording it on paper forms/digitally. We will ask for this information at regular intervals to ensure it is up to date. We will do this by asking you to complete and return a data form.

The information that we require will be:

  • Child’s name
  • Child’s date of birth
  • Child’s age
  • Child’s address
  • Parents’ names, addresses, contact numbers
  • Who has parental responsibility for the child
  • Emergency contact names and contact number
  • Child’s doctor’s name and contact number
  • Health clinic/health visitor
  • Any allergies/medical history/ requirements
  • Information about immunisations
  • Whether the child has any special educational needs or disabilities
  • Ethnic group
  • Religion
  • Home language
  • Child and/or parents’ National Insurance number

We are required to hold and use this personal data in order to comply with the statutory framework of England, Ofsted, the Department for Education and our local authority early years team. This data will be used to:

  • support your child’s development
  • monitor and report on your child’s progress
  • share information about activities in our setting
  • contact named people in an emergency
  • share with other professionals in accordance with legislation
  • ensure a contract of service is delivered and maintained
  • ensure that this setting receives the statutory funding for which it is eligible

With your permission this data may be, when necessary, shared with:

  • Other professionals supporting your child, for example health visitor, pre-school, nursery, school, other health or education professional
  • Our local authority through the Free Childcare and Early Education Entitlement headcount and annual Early Years Census (England)
  •  Our local authority for the purposes of funded services that they support e.g. Child Development Centre
  • The local safeguarding children’s board or Social Services Referral and Assessment Team if we ever have any concerns about the safety of your child.
  • The Department for Education (DfE)
  • Ofsted

To ensure there is no abuse of personal data we have the following controls, safeguards and limitations in place in regard to the use of and the sharing of the above information:

a)    the information will not be used for any purpose other than those stated in this notice;
b)    the information will be held and, when appropriate and necessary, shared securely in accordance with our policies and relevant legislation.

The information can only be held and used with your consent and your consent can be withdrawn at any time by contacting:

Helen Jolliffe on 01726 891597 or helen.jolliffe@rlvp.org.uk

You can also contact the above officer in you wish to access any records we hold about you or your child or, if you believe we hold any information about yourself or your child that is not accurate or we have no legal right to hold, to request that the information is rectified or erased. The above officer can also give you details of our data protection policy and our retention & disposal of records policy.

If you need more information about how our local authority and/or DfE collect and use your information, please visit:

If you are unable to access these websites, please contact:

Data Protection Officer
Cornwall Council
County Hall

E-mail: dpo@cornwall.gov.uk
Tel: 01872 326424 

If you have any concern or complaints about the information we hold about you or your child on how we, as an organisation, obtain, process, store or share personal data relating to you or your child; first speak, or write, to your named contact at the setting or alternatively contact:

The RLVP Committee, Fore Street, Roche, St Austell. PL26 8EP

If however, you are dissatisfied with our response to your complaint you can of course contact the:

Information Commissioners Office*
Wycliffe House
Water Lane

Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number
Fax: 01625 524 510
Website: https://ico.org.uk/

* The Information Commissioners Office deals with concerns and complaints relating to data protection and freedom of information legislation.