Pre-School in Allestree

Pre-School Playtime

Colouring and Other Activities

Allestree Pre-School

Keeping Your Child Happy

Putting a Smile on thier Face

Busy Bees Pre-School

Safety

Security is Paramount

Busy Bees Pre-School Privacy Policy

Pre-School in Allestree, Derby

The General Data Protection Regulations (GDPR) is new EU legislation that will come into effect on 25 May 2018.

It will replace the current Data Protection Act 1998 and the changes will remain in place even after the UK leaves the EU in 2019.

The GDPR seeks to regulate the ways in which data is processed by companies and organisations. Processing means anything from storing data, sending data to third parties and using data on a day to day basis.

In the interests of transparency, we have listed below the ways in which we currently process your personal data and your child’s personal data.

Parents Information

1) Funding Forms

  • This is only shared with the Derby City Early Years department through an on-line portal for your child receiving the free 15 or extended funded hours from the government.
  • Your personal data is used to check eligibility for the funded hours and for EYPP (Early Years Pupil Premium).
  • The online portal is secure and only accessed by a personal password and PIN number.
  • As soon as your child has left Busy Bees Pre-School ALL of your personal data is removed (unless of course a sibling remains at the setting.
  • Busy Bees Pre-School has a legal obligation to Derby City Council to keep all paper documents for 6 years for auditing purposes. All documents will be shredded after 6 years.

2) Tapestry learning journals

  • Only yourself as the parent, the Pre-school owners, the pre-school manager and your child’s key-worker have access to this on-line journal. The owners and manager have access to monitor and assess the key workers training needs.

3) Registration forms and other consent forms

  • These are all destroyed when your child leaves Busy Bees.

4) Mobile Phone Numbers

  • Busy Bees has a mobile on which all staff members are authorised to use to make calls to and from parents and for the text to parent service.
  • All numbers for the text to parent service are deleted from the service when your child leaves Busy Bees Pre-School. (unless a sibling remains at the setting).

5) Email Address

  • Your email address is only used by the owners and manager for communication reasons and to send monthly invoices.
  • The email addresses are not sent to any other organisation.
  • Busy Bees may from time to time send you updates or news regarding the Pre-School.

Children's Information

1) Funding Forms

  • This is only shared with the Derby City Early Years department through an on-line portal for your child receiving the free 15 or extended funded hours from the government
  • The online portal is secure and only accessed by a personal password and PIN number.
  • As soon as your child has left Busy Bees Pre-School ALL your child’s personal data is removed.

    Busy Bees Pre-School has a legal obligation to Derby City Council to keep all paper documents for 6 years for auditing purposes. All documents will be shredded after 6 years.

2) School Teachers

  • Your child’s details may be shared with their Foundation stage 2 teacher to enable the teacher to gain an insight into your child’s likes / dislikes, how they learn and their friendship groups at Busy Bees Pre-School.

3) Outside professional agencies / Healthcare professionals

  • At times it may be necessary to share your child’s personal data with another professional agency due to their health, well-being and development.
  • You would be involved in this process, unless it was deemed a safeguarding issue and your child was deemed as at risk. All paperwork from outside agencies will be destroyed when your child leaves Busy Bees Pre-School (unless it was necessary to pass on to the next phase of their education or development.)

4) Photographs/ Videos of your child

  • Busy Bees Pre-School take photographs of your child for use on their personal Tapestry learning journal and for display purposes in the setting. These are taken on an iPad and deleted once they have been used. Your key worker does not have authorised access to download any photographs or videos from your child’s tapestry account.
  • Photographs are taken for their individual name cards and may be used in setting displays. All photographs are deleted after they have been printed out. At the school leavers party, a group photograph of all the school leavers is taken and each child receives a printed copy. The photograph is printed on site and deleted after printing.
  • No photographs are stored on any digital media such as laptops, computers, iPad or mobile phones.
  • We do not allow parents to take photographs or videos during the school leavers summer concert (this is to safeguard the children who attend Busy Bees Pre-School.)
  • Twice a year a photographer agency will be present to take photographs of your child. These photographs are stored on the company’s equipment and not Busy Bees equipment. Busy Bees will ensure that any photography company engaged for this purpose will have appropriate data protection safeguards.
  • All unused photographs are returned to the photography company for destruction as per their data protection policy on erasure.

5) Accident Forms

  • Busy Bees will keep all completed accident forms until your child reaches the age of 21.

6) Laptops/ Computers

  • Information on your child is stored on a laptop / computer for weekly registers and letters for outside agencies. All laptops / computers are password protected

7) Childecare Vouchers

  • Your data will be used to process your vouchers so that they can be used as payment for your childcare.

What Next?

Under the GDPR, Busy Bees Pre-School will rely on having your explicit consent to legally process your personal data and your child’s personal data.

You do not have to give your consent for Busy Bees to process yours or your child’s data and you may ‘opt in’ to certain processes.

Busy Bees has a legal obligation to store and keep data in relation to funding forms, accident forms.

Please note that without certain consent being given, Busy Bees will not be able seek funding on your child’s behalf.

All paper documents are stored in secure lockable storage cabinets with only key personnel having access.

We have listed below some common questions you may have in relation to:

What Do I Need To Do?

  • Busy Bees Pre-School now requires you to ‘opt in’ and give your consent to process your personal data and your child’s personal data in certain ways.
  • Please note that any consent you may have previously given to Busy Bees in relation to how yours or your child’s personal data is used will no longer be valid
  • You will have the right to withdraw your consent to any data processing practices at any time, but this must be in writing and given to either of the owners or the manager.
  • You are not obliged to give consent on behalf of you or your child but please note that this may affect certain aspects of the service we are able to provide to you and your child.

Data processing for compliance with legal obligations

Busy Bees Pre-School do not need your explicit consent if the processing of yours or your child’s data is pursuant to a legal obligation or if it is in the legitimate interests of either you or your child to process yours or your child’s data.

For example, Busy Bees Pre-School are required to store accident forms on your child until they reach the age of 21.

Busy Bees also has a legal obligation to Derby City Council to keep all funding forms for a period of 6 years from the date of submission to the Council.

These are the links for the companies we use:

Link for Tapestry

Link for Edenred

Link for Computershare

Link for Sodexo

Link for Gr Care 4 U

Link for Busy Bees Benefits

Link for Fidelity

Link for Reward Gateway

Link for Kiddivouchers

Link for Provider portal

Link for PES Ltd Clients

Link for Tempest Photographers