Information Request

Any requests by parents, guardians, carers, family members, professionals and authorities should be made in writing via email.  Any requests made by other means will be re-directed to send the request via email.

Email: thetotsclubhousens@icloud.com

Individuals who claim to have responsibility for the child and are not known in person by the Nursery School staff will be asked to provide identification and the child's birth certificate as a means of checking their identity and relationship to the child.

The person with known responsibility for the child and who is known in person by the Nursery School will be contacted within 24 hours upon any requests for information regarding a child  

No information regarding a child will be shared with an individual without permission from the known person.

Where the known person does not give permission to providing the requested information, the Nursery School reserves the right to not provide this.  This would usually be on the basis of a safeguarding concern and the involvement of social services, family support services, the Police and other organisations who are supporting the family.

Where social services or other support organisations are involved, The Tots' Clubhouse would expect any persons requesting information to have consulted their family support representatives before making any request for information.  Usually, this information request would be through the social worker or solicitor.

When an individual registers their child with The Tots' Clubhouse Nursery School, the individual is asked to provide a copy of the child's birth certificate so that the responsibility of the individual is checked.  An individual with responsibility reserves the right to not give permission for any other individual to have access to their child's information.

The registration form requires the responsible individual to declare other responsible individuals and how they should be informed or not.  Where an individual is not declared on the registration form, they will not be contacted or informed about the child's place or involvement at The Nursery School.

Where a Social Worker is involved in the family support Where an individual is declared on the registration form, the person with known responsibility for the child will be contacted within 24 hours upon any requests for information regarding a child.  If permission is not given by all declared individuals, then The Tots' Clubhouse Nursery School reserves the right to withhold information until further notice.

A 'green form' (safeguarding) will be completed and the Local Authority Front Door will be informed after the responsible individual has been contacted and permission refused.  The individual making the request for information will be informed about the outcome and advice from the Local Authority within 5 working days of receipt of the request.

Any legal challenge for the information requested should be made through The Tots' Clubhouse Nursery School's legal advisers and insurers Morton Michel.

Please read our Communication Policy, Complaints Policy and other information relating to accessing child's personal data.

To be reviewed: 31 December 2025