The General Data Protection Regulation replaces the previous Data Protection Directives that were in place. It was approved by the EU Parliament in 2016 and comes 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. Pied Piper Preschool is committed to protecting the rights and freedoms of individuals with respect personal data. The General 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.

1) The right to be informed

Pied Piper Preschool is a registered Childcare provider with Ofsted and is required to collect and manage certain data. We record: parent’s names, addresses, telephone numbers, email addresses, dates of birth and when necessary, National Insurance numbers of parents. We record: children’s’ full names, addresses, dates of birth, birth certificate and passport numbers. For parents claiming the free entitlement funding we are requested to provide this data to West Berkshire 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 preschool. We need to record: visitor’s names, telephone numbers, addresses and where appropriate company name. This is in respect of our Health and Safety and Safeguarding Policies.

As an employer Pied Piper Preschool is required to 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. This information is also required for Disclosure and Barring Service checks (DBS) and proof of eligibility to work in the UK. This information is sent via a secure file transfer system to Buckinghamshire County Council for the processing of DBS checks.

2) The right of access

Pied Piper Preschool is a charity registered in England & Wales. Registration No:1115893.

At any point an individual can make a request relating to their data and Pied Piper Preschool will need to provide a response (within 1 month). The preschool can refuse a request, if we have a lawful obligation to retain data i.e. from Ofsted in relation to the EYFS, but we will inform the individual of the reasons for the rejection. The individual will have the right to complain to the ICO if they are not happy with the decision.

3) The Right to rectification

Individuals have the right to have any inaccurate or incomplete personal data rectified.

4) The right to erasure

Individuals have the right to request the deletion of your data where there is no compelling reason for its continued use. However, Pied Piper Preschool has a legal duty to keep children’s and parents details for a reasonable time*, we will retain these records for 6 years after leaving preschool, 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 onsite and shredded after the legal retention period.

5) The right to restrict processing

Individuals can object to Pied Piper Preschool processing their data. This means that records can be stored but must not be used in any way, for example reports or for communications.

6) The right to data portability

Pied Piper Preschool requires data to be transferred from one IT system to another; such as from the preschool to the Local Authority, to shared settings and to Tapestry’ Online Learning Journal. These recipients use secure file transfer systems and have their own policies and procedures in place in relation to GDPR.

7) The right to object:

Individuals can object to their data being used for certain activities such as research.

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

Automated decisions and profiling are used for marketing organisations. Pied Piper Preschool does not use personal data for such purposes.

Storage and use of personal information

All paper copies of children’s and staff records are kept in a locked filing cabinet in the preschool cupboard. Members of staff have restricted access to these files, ensuring that the information taken from the files remains confidential and on site at all times. These records are shredded after the retention period.

Information about individual children is used in certain documents, such as, a daily 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 shredded after the relevant retention period.

The names and addresses of those on our waiting list 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 on an external hard drive and in paper format, this information is kept in a locked filing cabinet in a cupboard at preschool. These records are shredded after the relevant retention period.

Upon a child leaving preschool and moving on to school or moving settings, data held on the child may be shared with the receiving school. Such information will be sent via the Tapestry secure file transfer system. For children attending a school who do not use Tapestry, the records will be passed to the parent/carer to be delivered to the receiving school.

Pied Piper Preschool holds the name, business address, email address and contact number of the people who supply the preschool with services and resources. This information is stored both electronically on external hard drives and in paper format, this information is kept in a locked filing cabinet in a cupboard at the preschool. These records are shredded after the relevant retention period.

Pied Piper Preschool stores personal data held visually in photographs unless written consent has been refused by the parent/ carer. No names are stored with images in digital photo albums, displays or on the website.

Access to the settings laptops, tablets, storage devices and Tapestry online learning journal is by password only. When a member of staff leaves the preschool these passwords are changed in line with our Safeguarding policy.

9) Cookies

Cookies are text files containing small amounts of information which are downloaded to your device when you visit a website. Cookies are then sent back to the originating website on each subsequent visit, or to another website that recognises that cookie. Cookies are useful because they allow a website to recognise a user’s device.

You can find more information about cookies at:

Cookies do lots of different jobs, like letting you navigate between pages efficiently, remembering your preferences, and generally improve the user experience. They can also help to ensure that adverts you see online are more relevant to you and your interests.

We use only strictly necessary cookie to enable viewing of this website.

A list of all the cookies used on this website is set out below. Note ‘*’ is a wildcard (i.e. it could be replaced by a string or numbers).

Cookie NameDescriptionDuration
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1P_JAR, NID, AEC, OGPC, CONSENT, SOCS, SEARCH_SAMESSITE, SUsed by Google to enable a location of our venue to be shown on a map. Please see their Privacy Policy for more information.Up to 1 year.

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