GDPR Privacy Notice

As you may be aware there is a new legislation coming into force from 25th May 18, this is called GDPR, which stands for General data protection regulations which replaces the current Data Protection Act

Happy Families record, process and keep personal information about you and your child in accordance with article 6 of the GDPR, there is a requirement that we provide you with information about the details we keep about you and your child/ren.

This requirement applies to information we collect in relation to
• Online data processing
• Paper data processing

We record two different types of records about you and your child:

Personal records

We are required to hold the following information about you and your child/ren:
• Personal details required by the statutory frameworks and Ofsted
• Contractual details including attendance registers and fee information
• Emergency details including your contact details and records of your child’s health and care needs
• Safeguarding and child protection records
• Any records required to support your child, such as shared information from other agencies and professionals

Development records (EYFS records)

We hold information about you and your child/ren to allow us to comply with the Early Years Foundation Stage (EYFS) and the Childcare Register, most of this information collected about you and your child is statutory. Some of the data we process relates to the Early Years inspection handbook, but mostly the information is statutory.

What we do with your data and with whom it is shared

The information we collect is treated confidentially and is only shared when there is a need to be shared, ideally with your permission and in advance of sharing ie if we need to share information about income and expenses including, when requested, your invoices and payments with HMRC and Tax Credits etc.

Ensuring your data is accurate

Under the GDPR we are required to keep data about you and your child/ren up to date and to ensure it is accurate, you have the right to access personal data and this will be shared up on request.

How long we keep your data

We are required to inform you how long we retain information, you can find details on our retention times below.

How we delete your data

Online deletion – files held securely on the computer will be deleted when on longer required.
Paper deletion – files held in paper format are either handed to parents when their child leaves or goes to school or is shredded when no longer required.

Retention of data
Accident recorded are retained until the child is 21 years 3 months old
Medical records are retained until the child is 21 years 3 months old
Medical records relating to COSHH are retained for 40 years
EYFS records relating to individual children must be retained for a reasonable period of time after they have left the provision.
Childcare registers, are retained for 2 years

All the following documents must be retained for two years:-
Name, address, dob of each child’s whom is cared for at our settings
Name, address, and contact details for each parent/guardian/carer of each child whom is cared for at our settings

Daily records of the names of children looked after and their hours of attendance
Any medicine administered to a child who is cared for at the setting, including date, time and why administered, which must be signed by the child’s parent/carer

Name, address and telephone number of each person living or working in our settings
HMRC states that we must keep your records for at least 5 years after the 31st January submission deadline of the relevant tax year, as they may check our records to ensure we are paying the right amount of tax.

Staff documents including your personnel files are kept 6 years after employment ends.

How you can make a complaint
We are required to inform you how to make a complaint relating to a data breach:-
Report to Ofsted by email or phone 0300 123 1231, address mail to Piccadilly Gate, Store Street, Manchester M1 2WD.
Report to ICO (Information Commissioners Office at

Online data processing
Our computer and laptop security include regular antivirus software and secure password protection. We store data in numerous secure ways including SharePoint which is a cloud secure service, which is ISO 27,001 compliant and Parenta, which is a nursery management system and backup copies are sorted on a military grade full aes disk encryption.

Our Website
When visiting our website any links to other websites we may have from time to time, we cannot be held responsible for any links we do not work or the accuracy to the information contained in the websites.

Emails including e-newsletters and e-invoices etc – we use Outlook to process emails. We keep a copy of your email address on our computer to allow us to process emails quickly; we do not gather statistics or monitor any information.

We use Whatsapp to send messages occasionally and therefore we may keep a copy of your mobile phone number in my phonebook to allow us to send you information.

Text messages
We use mobile phones to send and receive text messages, we therefore keep a copy of your mobile phone numbers in our phonebook to allow us to send you texts.

Paper data processing
Paper documents relating to you or our child/ren are stored in a locked cupboard. Paper data includes:-
• Child’s learning & development information (EYFS)
• Attendance registers and fee sheets
• Documents for HMRC including invoices
• Parent – provider contracts
• Permission forms
• Safeguarding forms relating to your child’s health and safety
• Emergency contact details
• Local authority funding forms (15 or 30 hours government funded childcare) if applicable