The Butterfly Preschool aims to ensure that all personal data collected about staff, pupils, parents, visitors and other individuals is collected, stored and processed in accordance with the General Data Protection Regulation (GDPR), which will come into effect in the UK on 25th May 2018 and the expected provisions of the Data Protection Act 2018 as set out in the Data Protection Bill.
This policy applies to all personal data, regardless of whether it is in paper or electronic format.
The Butterfly Preschool is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using our nursery or our website, then you can be assured that it will only be used in accordance with this privacy statement.
What is personal information?
Personal information is any information relating to an identified or identifiable individual. This may include name, contact details, educational and health information, ethnic group, financial information, photographs and video recordings.
Why does The Butterfly Preschool collect and use personal information?
Our main reason for using your personal information is to provide educational and caring services for your children. Whilst the majority of information you provide us with is mandatory, some of it is provided to us on a voluntary basis. We will inform you when you have a choice, in order for us to comply with the data protection law. The reasons for using information is set out below and the time period for retention of this information is set out in table 1.1.
Sharing personal information
We will not normally share personal data with anyone else, but may do so where:
Legal grounds for using your information
We will only process personal data where we have one of 6 ‘lawful bases’ to do so under data protection law:
Subject access requests
Individuals have a right to make a ‘subject access request’ to gain access to personal information that the nursery holds about them. This includes:
Subject access requests must be submitted in writing, either by letter or email to the DPO. They should include:
If staff receive a subject access request they must immediately forward it to the DPO.
Photographs and videos
As part of our nursery activities, we may take photographs and record images of individuals within our nursery. Examples of how images may be used within nursery include:
As part of a learning activity; e.g. a teacher photographing the children at work and then sharing the pictures in the classroom, allowing them to see their work and make improvements.
For presentation purposes around the nursery; e.g. in wall displays or slideshows that celebrate children’s work and achievements (we will not use a child’s name beside a photograph of them)
As part of a recorded lesson observation; e.g. teachers using video to help them review and evaluate their practice, and discuss their lesson with other staff in order to develop their teaching.
We will obtain written consent from parents/carers for photographs and videos to be taken of their child for communication, marketing and promotional materials. We will clearly explain how the photographs and/or videos will be used to both the parent/carer and pupil. Uses may include:
Consent can be refused or withdrawn at any time. If consent is withdrawn, we will delete the photograph or video and not distribute it further. When using photographs and videos in this way we will not accompany them with any other personal information about the child, to ensure they cannot be identified.
See our child protection and safeguarding policy for more information on our use of photographs and videos.
Data Controller: The Babydrop LTD (The Butterfly Preschool) 32b Webbs Road, London, SW11 6SF 0207 738 0019 www.thebutterflypreschool.co.uk
Data Protection Officer (DPO): Charlotte Butterfill 0207 738 0019 firstname.lastname@example.org
Policy came into effect from 25th May 2018. Date of next review May 2020