Privacy notice for Little Rowans Pre-school

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This privacy notice tells you what to expect regarding the personal information collected and processed by the Joseph Rowntree Housing Trust (JRHT) when we provide high quality pre-school care and learning. Updated: 23/05/2018

Who are we?

JRHT is:

  • a Registered Charity (registered number 210169);
  • a Housing Association and Registered Social Landlord with the Regulator of Social Housing (registered number L0057) of The Homestead, Water End, Clifton, York, YO30 6WP;
  • a care provider regulated by the Care Quality Commission; and
  • a child care provider regulated by Ofsted.

The Trust is a "data controller". This means that we are responsible for deciding how we hold and use personal information about you.

As part of the services we offer, we are required to process personal data about the children who attend the preschool and their relatives.

“Processing” can mean collecting, recording, organising, storing, sharing or destroying data.

We are committed to providing transparent information on why we need your personal data and what we do with it. This information is set out in this privacy notice. It will also explain your rights when it comes to your data.

Children

What data do we have?

So that we can provide a safe and professional service, we need to keep certain records about your child. We record the following types of data:

  • Their basic details and contact information e.g. name, address, date of birth and next of kin;

We also record the following data which is classified as “special category”:

  • Health data which might include both their physical and mental health data.

Why do we need this data?

We require this data so that we can provide a high-quality pre-school care and learning support.

By law, we need to have a lawful basis for processing personal data.

We process your child’s data because:  

  • We are required to do so in our performance of a public task (if your child’s place is funded by the local authority);
  • We are required to do so in order to fulfil a contract that we have with you;

We process your child’s special category data because

  • It is necessary due to social security and social protection law (generally this would be in safeguarding instances);
  • We are required to provide data to our regulator, Ofsted, as part of our public interest obligations.

We may also process your child’s data with your consent. If we need to ask for your permission, we will offer you a clear choice and ask that you confirm to us that you consent. We will also explain clearly to you what we need the data for and how you can withdraw your consent. 

Where do we process your data?

So that we can provide your child with high quality pre-school care and learning we need specific data. This is collected from or shared with:

  1. You or your representative(s);
  2. Third parties.

We may do this face to face, via phone, via email, via our website, via post or via application forms.

Third parties are organisations we have a legal reason to share your child’s data with. These include:

  • The Local Authority;
  • Organisations we have a legal obligation to share information with i.e. Ofsted to demonstrate the safety of our service;
  • The police or other law enforcement agencies if we have to by law or court order.

Friends and/or relatives

What data do we have?

As part of our work providing high-quality pre-school care and learning, it is necessary that we hold the following information on you:

  • Your basic details and contact information e.g. your name and address;

Why do we need this data?

By law, we need to have a lawful basis for processing your personal data.

We process your data because we have a legitimate business interest in holding next of kin information about the children who use our service so that we can contact you about the child’s care in in case of an emergency.

We may also process your data with your consent. If we need to ask for your permission, we will offer you a clear choice and ask that you confirm to us that you consent. We will also explain clearly to you what we need the data for and how you can withdraw your consent.

Where do we process your data?

So that we can provide a high quality service we need specific data. This is collected from or shared with:

  1. You or your representative(s);
  2. Third parties e.g. the local authority or hospital

We do this face to face, via phone, via email, via our website, via post and via application forms.

Third parties are organisations we have a legal reason to share your data with. These may include:

  • The Local Authority;
  • The police or other law enforcement agencies if we have to by law or court order.

How long will we keep your data?

In line with current guidance most childcare records will be kept until the child’s 21st birthday. For full details you can ask for a copy of our retention schedule.

Your rights

The data that we keep about any individual is their data and we ensure that we keep it confidential and that it is used appropriately. You have the following rights when it comes to your data or data related to your child:

  1. You have the right to request a copy of all of the data we keep about you. Generally, we will not charge for this service;
  2. You have the right to ask us to correct any data we have which you believe to be inaccurate. You can also request that we restrict all processing of your data while we consider your rectification request;
  3. You have the right to request that we erase any of your personal data which is no longer necessary for the purpose we originally collected it for;
  4. You may also request that we restrict processing if we no longer require your personal data for the purpose we originally collected it for, but you do not wish for it to be erased;
  5. You can ask for your data to be erased if we have asked for your consent to process your data. You can withdraw consent at any time – please contact us to do so;
  6. If we are processing your data as part of our legitimate interests as an organisation or in order to complete a task in the public interest, you have the right to object to that processing. We will restrict all processing of this data while we look into your objection.

If you wish to access the data we hold about you, you may need to provide adequate information for our staff to be able to identify you, for example, a passport or driver’s licence. This is to make sure that data is not shared with the wrong person inappropriately. We will always respond to your request as soon as possible and at the latest within one month.

If you would like to complain about how we have dealt with your request, please contact our data protection officer.

Our Data Protection Officer is responsible for overseeing what we do with your information and monitoring our compliance with data protection laws. If you have any questions about the personal data we hold about you or how we use it you can contact our Data Protection Officer who will make every effort to help you.

Data Protection Officer
Joseph Rowntree Foundation
The Homestead
40 Water End
York YO30 6WP

Or by email at: [email protected]

If you continue to have concerns about the way your information has been managed you can raise this with the Information Commissioner’s Office at:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

https://ico.org.uk/global/contact-us/