By processing your child's registration, The Tots' Clubhouse Nursery School collects and processes personal data including:

• Names of children
• Names of parents / guardians / carers
• Personal addresses and employment addresses
• Personal contact numbers / employment contact numbers
• Email contacts
• Social media names and links
• GP and medical information (incl. health conditions)

By accepting a position of employment / volunteering, The Tots' Clubhouse Nursery School collects and processes personal data including:

• Names of adults
• Emergency contacts
• Personal addresses 
• Employment history
• Email contacts
• Social media names and links
• GP and medical information (incl. health conditions)
• Payment details

We also receive personal information indirectly from the following sources:

• Previous employers
• Referees
• Professional Support and Advisors (incl. Health visitors, Private Assessors)

We use the data that you have provided in order to process your child's registration or to process your employment within our Nursery School.

We may share this information with Ofsted, the Local Authority, the DfE, the Food Standards Agency, Information Commissioner's Office, the Police, the Fire Service, the Ambulance Service, the Pensions Regulator, HMRC, our insurers and the Disclosure and Barring Service.

We may share this information with your child's childcare providers where they attend multiple settings or transfer to another setting.  We will also share this information with your child's school (teacher, school office) or private tuition provider.

Under the UK General Data protection Regulation (uk GDPR), the lawful bases we rely upon for processing this information are:

• Your consent.  You are able to remove your consent at any time.  You can do this by contacting the Nursery School.
• We have a contractual obligation.
• We have a legal obligation.
• We need to perform a public task.
• We have a legitimate interest.

We store you information securely via:

• Website host - 1and1.co.uk
• Email host - Apple icloud
• Local Authority - Synergy
• Barclays Bank
• Paypal and Stripe
• Local host - The Tots' Clubhouse Nursery School

We have specific regulations to meet regarding the retention and disposal of information.  This is set out in our Information Retention Risk Assessment.

Your data protection rights

Under data protection law, you have the right to:

Your right of access - you can ask us for copies of your personal information.

Your right to rectification - you have the right to ask us to rectify your personal information that you think is inaccurate or incomplete.

Your right to erase - you can ask to erase your personal information in certain circumstances.

Your right to restriction processing - you can ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing - you have the right to object to the processing of your personal information in certain circumstances.

Your right to data portability - you have the right to ask that we transfer the personal information to another organisation, or to you in certain circumstances.

You are not required to pay any charges for exercising your rights.  If you make a request, we have one calendar month to respond to you.

Please contact thetotsclubhousens@icloud.com to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at thetotsclubhousens@icloud.com.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO's address:

Information Commissioner's Office

Wycliffe house

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline: 0303 123 1113

ICO website: www.ico.org.uk

Dated: 12 September 2024 Review date: December 2025