Statement of Purpose
Blackhall Playgroup (Early Learning and Childcare (ELC)) is required to gather particular personal data and information in order to comply with legislation relating to early learning and childcare in Scotland.
Blackhall Playgroup (Early Learning and Childcare (ELC)) setting will gather and process all personal data and relevant consents; verbal or written, following GDPR guidance. Data will be treated confidentially and will uphold the rights of all individuals, involved in the service, children, parents, staff, students and volunteers.
Blackhall Playgroup are required to hold information about the children and families using the service as well as staff working within the setting, ensuring compliance within the regulation. Processes will be in place to ensure the safe and secure storage of all data belonging to our service users.
Who we are
Blackhall Playgroup is a committee run group providing early learning and childcare for children from 2 to 4 years old. Blackhall Playgroup is a charity registered in Scotland, registration number SCO11212
Blackhall Playgroup is located at St Columba’s Church, Columba Road, Edinburgh, EH4 3QU it is at this address that you can contact our Data Controller Sarah Adam, should you have any queries about how we use the data we gather. Our Data Controller is responsible for ensuring systems are in place to process and handle all data appropriately, updating policies, undertaking an annual audit of data and monitoring staff regarding data handling and processing.
About this Privacy Notice
At Blackhall Playgroup your privacy is important and we will treat any personal information you provide in accordance with the General Data Protection Regulation (GDPR 2018) This policy is intended to provide information about how playgroup will use (or “process”) personal data about individuals including: their staff; their current, past and prospective children; and their childrens’ parents, carers or guardians (referred to in this policy as “parents”). This information is provided, in accordance with the rights of individuals under Data Protection Law, to help you understand how your data is used. Staff and parents are encouraged to read this Privacy Notice and understand the playgroups’ obligations, as a “data controller”, to their entire community.
GENERAL DATA PROTECTION REGULATION (GDPR) - PRIVACY NOTICE
Information that we collect
Blackhall Playgroup processes your personal information to meet our legal, statutory and contractual obligations and to provide you with our services. We will never collect any unnecessary personal data from you. The personal data that we collect from you may include:- * Name* Gender * Date of Birth * Medical Details * Doctors Surgery * Home Address * Email Address * Home and or Mobile Telephone Number * Emergency Contact Telephone Numbers *Information and observations to support your child’s learning.
We collect information in the following ways:-
* On-line forms * Enrolment Form * Health Record * Over the phone * By e-mail
How we use your personal data
Blackhall Playgroup takes your privacy very seriously and will never disclose, share or sell your data without your consent, unless required to do so by law. We only retain your data for as long as is necessary. We collect your personal data to support a contract or a service requested by you. • We collect and store your personal data to carry out our role as an early learning and childcare provider • To provide you with playgroup newsletters • To contact you in an emergency • To keep you up to date with playgroup news • We use photographs to display playgroup activities and to market playgroup within the community
You have the right to access any personal information that Blackhall Playgroup processes about you If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will endeavour to make the corrections as a matter of urgency. If there is a valid reason for not doing this, we will contact you and update you about this situation.
Sharing and disclosing your personal information
We do not share or disclosure any of your personal information without your consent, unless there is a legal requirement. We are required to share information without consent if: • There is evidence that a child is suffering or at risk of suffering significant harm • There is reasonable cause to suspect that a child may be suffering or at risk of suffering significant harm • It will prevent a crime being committed or provide information where a crime may have been committed • Refusing to share the information will have a negative outcome
Consequences of not providing your data
You are not obligated to provide your personal information to Blackhall Playgroup where is does not relate directly to our service to you, however, if this information is required for us to provide you with our services it may have a direct impact upon the level of service we can provide you with.
How long we keep your data
Blackhall Playgroup only ever retains personal information for as long as is necessary, we comply with Early Years Scotland and follow their policy on the retention of documentation.
We will always hold your information securely. To prevent unauthorised disclosure or access to your information, we have implemented strong physical and electronic security safeguards.
Links from our site
Our website may contain links to other websites. Please note that we have no control of websites outside our domain. If you provide information to a website to which we link, we are not responsible for its protection and privacy. We would advise you to read any such site’s data protection and privacy policies fully to ensure your own security.
Lodging a complaint
Blackhall Playgroup only processes your personal information in compliance with this privacy notice and in accordance with the relevant data protection laws. If, however you wish to raise a complaint regarding the processing of your personal data or are unsatisfied with how we have handled your information, you have the right to lodge a complaint with the supervisory authority.
Information Commissioner’s Office
The Information Commissioner’s Office – Scotland 45 Melville Street Edinburgh EH3 7HL Telephone: 0303 123 1115 Email: Scotland@ico.org.uk
Records and Storage of Records
To ensure the smooth running of the setting we keep a variety of records including health and safety records, enrolment form, health records, developmental records, financial records, employment records of staff, students and volunteers and development plans.
Personal Records will record information including enrolment form, health records, correspondence from other agencies regarding the child and or family, other early leaning and childcare settings, and any other, relevant, confidential information. These records will be stored securely in a lockable cabinet. Parents will have access only to their own child’s file.
Developmental Records may include samples of the children’s work, photographs, observations of the child’s progress in the setting and any other relevant information pertaining to the child’s progress. These records are usually kept within the playroom and can be accessed and contributed to by children, staff and parents. Parents will only have access to their own child’s records.
All information regarding children and /or their families will be accurate and up to date and shared only with playgroup employed staff. Each child’s personal records concerning information relating to medical matters, child protection matters, additional support needs will be retained for a ten year period and safely disposed of by shredding. In collecting, holding and processing personal data the setting complies with current Data Protection rules and guidance.
Monitoring of this Policy
It will be the responsibility of Sarah Adam to ensure that all staff, including new or temporary staff, are familiar with this policy and to monitor that it is being implemented. Parents should be made aware of this policy through the parents` handbook and the enrolment procedure.
This policy was adopted at a meeting of: Blackhall Playgroup Staff On: 30 May 2018
Signed: Mrs Sarah Adam