This policy defines the arrangements in the Pre-school that assures compliance to the requirements of The General Data Protection Regulation May 2018, GDPR, as relevant to the Pre-school’s business interests:
1.The GDPR 2018 addresses certain requirements for all organisations that collect & process personal data as part of their on-going business operations.
Personal data is defined as any information relating to an ‘identifiable living individual’ and will, therefore, apply to the Pre-school’s clients (children attending the Pre-school, and their parents/carers) and employees.
2.The GDPR 2018 applies to any data recorded in a filing system that allows personal data to be easily accessed.
B: Principles of data protection
- The Pre-school is committed to the enforcement of the following code of good practice in relation to the data it keeps on the children, parents/carers and its employees. In summary, data will:
- Be fairly and legally processed
- Be relevant to the needs of the Pre-school setting
- Not be unnecessarily excessive in detail
- Be accurately maintained
- Not be kept longer than necessary, or as required by law
- Only be used in accordance with the individual subject’s rights
- Be securely stored
- The following policies are also relevant:
- Confidentiality policy
- Camera and mobile phone policy and procedure
- Child protection policy and procedures
- Record keeping policy
- Secure storage (DBS information)
C: Policy details
- The Pre-school will require written consent from each individual child’s parents/guardian/carer, in order for personal data to be collected and processed. In this respect, it will be taken that consent is implied through the following:
- Clients – by the parent/carer who signs the registration forms and appropriate consent forms for attendance at the Pre-school.
- Employees – by completing the job application form at onset of employment and where the employee has not registered an objection to their data being used.
- All individuals, parents, carers and employees have the right of access to manual and computerised records regarding their personal data.
- Where it is deemed necessary to divulge information to a third party, this will only be done with the express permission of the individual subject (with the possible exception of Child Protection issues, see Child Protection policy and procedures).
- Personal data and records will be maintained under appropriate conditions of security to prevent any unauthorised or accidental disclosure.
Records can be hard copy (paper) format and computer files.
Particular attention is paid to the following aspects of the record storage:
Hard copy file.
- Identification of storage; locked cupboards/filing cabinets at the setting, and off site as necessary and available
- Identification of those employees authorised to have access. (Staff, Designated Officers, Manager, Supervisor, Senco)
- Password protection for access to sensitive data files
- Identification of those authorised to have knowledge of these passwords
- Back up, control and management of essential copies of personal data
- When personal data is being processed, staff will take reasonable precautions to prevent sighting of data by unauthorised persons
- Record files are locked away when not in use
- Where practical, computer VDU screens should be tilted towards the user and away from the general setting environment
- VDUs are not left on when not in use
From May 2018
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