West End Montessori Pre-School is committed to protecting your privacy. We have updated our Privacy Notice to reflect the changes to data protection law brought about by the General Data Protection Regulation (“GDPR”) earlier in May 2018, which expands on the existing regime established by the Data Protection Act 1998 (“DPA”). We have set out below important information that explains how we use the personal information that you provide to us.
This notice applies to Children and their Parents/Guardians. This notice does not form part of any contract to provide childcare services from us to you. We may update this notice at any time but if we do so, we will provide You with an updated copy of this notice as soon as reasonably practical. Otherwise, this notice will be reviewed annually.
It is important that Parents read and retain this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about You, so that You are aware of how and why we are using such information and what Your rights are under the data protection legislation.
Who we are
West End Montessori Pre-School (“we”) is a private nursery providing early years childcare services in the West End of Glasgow.
The Nursery, West End Montessori Pre-School, is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about You. We are required under data protection legislation to notify You of the information contained in this privacy notice.
Our designated Data Protection Officer for West End Montessori is Denise Guthrie and can be contacted at 0141 332 4848. Denise Guthrie 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.
We are registered with the information Commissioner’s Office (“ICO”) and our registration number is ZA089579.
Data protection principles
We will comply with data protection law. This says that the personal information we hold about You must be:
1. Used lawfully, fairly and in a transparent way.
2. Collected only for valid purposes that we have clearly explained to You and not used in any way that is incompatible with those purposes.
3. Relevant to the purposes we have told You about and limited only to those purposes.
4. Accurate and kept up to date.
5. Kept only as long as necessary for the purposes we have told You about.
6. Kept securely.
What information do we collect and why is the information collected?
First enquiry stage
When you contact us with an enquiry, either by visiting, telephoning, emailing or submitting an enquiry form via our website, we will ask you to provide certain personal details about you (as the parent/guardian) and your child/children.
The information includes your name, your child’s age, some contact details (telephone number or email address) and details of your enquiry. This is so that we can respond to your enquiry. If you choose to arrange a viewing, we may also use your information to contact you to arrange and confirm the arrangements for the viewing. This is usually done by telephone or email. We will process your data for this purpose on the basis that we will be taking steps at your request to entering or possible entering a contract (cf. “Admission” section below for more information) with you to provide childcare services to your child/children.
If, after responding to your initial enquiry, we do not hear from you within 30 days, we will not try and contact you again unless you have asked us to and we will delete the personal data that you provided to us during your initial enquiry.
If you have asked us to contact you at a later stage, we may from time to time use your contact information to send you marketing messages (such as the date of our next Open Day) by email. If you have chosen to opt-in to receiving messages, you can opt-out at any time by contacting us and notifying us that you no longer wish to receive these messages. If you opt-in, the messages will be sent to you on the basis that you have provided your consent to receive them. We are required to use appropriate technical and organisational measures to ensure that your personal data is stored and deleted safely and securely.
If you become our customer, we will ask you to provide personal data that we require about you and your child/children to enable us to provide you with our childcare services. We are required to use appropriate technical and organisational measures to ensure that the information you provide is stored and processed securely. We will only process your personal data in accordance with the law.
We will ask you to complete a registration form per child. This registration form becomes a binding contract between you and us as per our Terms and Conditions. The registration form provides us with the following information: name, home address and date of birth of your child; name, home address, email address and telephone number of parents/guardians; emergency contact names, telephone numbers and their relations to the child; name, address and telephone number of your child’s doctor; any special diets; details of any medical conditions or allergies; religious/faith (cf. “Sensitive personal data” section for more information); and finally your signature.
We may also request relevant information from you such as your bank and other applicable financial details for the purposes of charging you for our services, collecting payment and, where applicable, processing refunds.
We will process your data for this purpose on the basis that it will be necessary for us to perform our obligations under our contract with you to provide childcare services to your child/children.
If you are an existing or previous customer, we may also, from time to time, use your contact information to send you marketing messages by email, with details of our services that we think you may be interested. We will send these messages to you on the basis that it is within your legitimate interest to do so – unless you chose to opt-out of receiving them. You can opt-out at any time by contacting us and notifying us that you no longer wish to receive marketing messages from us. If you choose to opt-out at any point, we will not send any marketing messages to you.
Sensitive personal data
In the course of providing our services, it may be necessary for us to store/process sensitive (known as “special categories” of data) personal data about you and your child. This sensitive data requires a higher level of protection, such as information about a person’s health, medical conditions, racial or ethnic origin, religious or philosophical beliefs.
Once the registration form has been completed, parents/guardians will also be asked to complete a Care Plan containing personal information about your child/children.
The purpose of the Care Plan is to provide a good understanding of your child to ensure we can provide our childcare services to your child/children to the most appropriate manner. Information requested in the Care Plan may be sensitive and includes the following data: name and date of birth of your child, a picture of your child may be attached, more information about the child within their home environment (such as their family members, their position within their family, birth information (born at term, premature, C-section, etc.), any family pets, language, nationality, toilet status, sleep/nap patterns, favourite activities and interests, fears and dislikes), any medical and allergy/intolerances conditions we should be aware of, any dietary requirements, likes and dislikes in food and drinks, doctor’s name and address and Health Visitor’s name.
We will process your child’s data detailed in the Care Plan on the basis that it is necessary for us to perform best our obligations under our contract with you to provide childcare services to your child/children.
This document is a work in progress as both parties, you as the parents/guardians and us as childcare provider can update this document. Each update from our part will require a signature from your part. It is important to keep this document up to date especially in relation to health, medical conditions and allergies. In addition, three times a year, at the end of every term, we will update the section on Health and Wellbeing to reflect your child’s progress. The Care Plan will then be reviewed by you as parents/guardians for discussion and signature.
Other personal information
We may need to store other personal data regarding your child/children while providing our childcare services to your child/children. Other personal records may include signed consents, accidents and pre-existing injuries forms, correspondence concerning your child/children or their family, reports or minutes from meetings concerning your child/children with other agencies, speech and language referral forms, on-going records of relevant contact with parents, observations by staff members on a confidential matter involving your child/children, such as developmental concerns or child protection matters and/or conversations with parents/guardians where employees of the nursery deem it relevant to the prevention of radicalisation or other aspects of the governments Prevent Strategy.
Observations – Online Journals
We will record regular observations of your child/children within the Pre-School setting during the provision of our childcare service to your child/children. These observations are necessary for us to get to know your child/children in the first instance and then to record and illustrate their progress, their work and interests during their time at the Pre-School.
The observations we have made of your child/children will be shared with you via Online Journals. All your child/children’s observations are accessible online. Each parent will be provided with a unique access password to the Online Journal website. The password will only be communicated with you once your child has started attending the Pre-School. Parents can only access observations logged on for their own child/children. No observations made in relation to other children may be accessed by parents/guardians. Logged observations often include photographs and /or videos. These photographs and/or videos usually include your own child/children only, however they may sometimes include other children (when taken during a group activity, for example). This may only happen if all parents of the children included in the photographs and/or videos have opted in to allow us to share photographs of their child/children’s within our community.
We will also prepare and issue two reports throughout each academic year. The reports will include your child’s name, their age and the progress made since the last report issued or since attending the setting.
If parents fail to provide personal information
If Parents fail to provide certain information when requested, we may not be able to perform the respective contracts we have entered into with Parents, or we may be prevented from complying with our respective legal obligations to Children and Parents.
Photographs and videos
We often take pictures and short videos of your child/children during the course of their days/time at the pre-school. This photographs and videos are taken for the purposes of 1) administrative use (each child’s photograph is displayed inside the classroom to signpost where your child’s belongings are stored at the nursery that they attend, 2) for general display purposes, and 3) to show you as parent/guardian a sample of the activities, play and work your child/children carry out during the sessions. These photographs and videos may be sent to you via Online Journals (cf. section on “Online Journals”). Some photographs may also be displayed inside the Pre-School to illustrate a sample of the activities, play and work carried out by children. This may only happen if you have opted in to allow us to use your child/children’s photographs for internal use.
We may also sometimes use photographs and videos for preparing and publishing promotional material and on our website. We will only publish photographs and videos of your child/children once we have received consents from you. We will request this consent in written form and you can withdraw it at any time. If you provide your consent, we will continue to use photographs and/or videos until you withdraw your consent.
Our website provides numerous information about our philosophy and our setting. It also includes videos that show children attending the nursery along with staff working in the nursery. Please refer to the section on “Photographs and Videos” if you wish to withdraw your consent to allow us to use the picture of your child for marketing use.
Throughout the time your child/children spend in our setting, we may ask you to take part in our termly online survey. We value these surveys as an anonymous way to collect your views on our setting and to maintain continuous improvement of our setting. We will use your email address to send you the surveys, however your email address will not be seen by other parents, as per all other group communication sent out to parents/guardians of the children under our care.
We will sometimes post some twits online in order to provide you as parents/guardians some information of forth coming events taking place in the setting or celebrating the children’s hard work and successes. No pictures of your child/children’s face will be included on Twitter and no mention of their name will be made either. We may show their hands and their work upon reception of your prior consent. If you choose to opt-in to allow us to use your child’s picture (no face picture), you can opt-out at any time by contacting us and notifying us that you no longer wish us to include any information including your child/children on Twitter.
Our setting is monitored by video surveillance at all time. Video surveillance cameras are located outside on the street surrounding the area of 23 Park Circus and Park Circus Place. All people coming into our setting are also filmed as they come in. This measure is to protect our setting. Videos are stored are kept according to legal requirements.
Where is the information stored?
Any personal information we hold about you is stored and processed under our data protection policy, in line with the Data Protection Act 1998 and Regulation (EU) 2016/679 (“GDPR”), the Privacy and Electronic Communications (EC Directive) Regulations (all as amended, updated or re-enacted from time to time), any law based on or seeking to enact any such provisions in the United Kingdom to the GDPR; and any applicable guidance or codes of practice issued by Working Party 29, the European Data Protection Board or Information Commissioner (all as amended, updated or re-enacted from time to time).
First enquiry stage
If you contact us by telephone or during a visit, the personal data that you provide us will be put onto a written enquiry form. If you contact us by email or submit an online enquiry, your information will be stored electronically directly. Any written forms containing your personal data will be stored securely or otherwise disposed of safely and securely. We are required to use appropriate technical and organisational measures and safeguards to ensure that your personal data is processed securely.
The registration form that parents/guardians have completed and signed are kept safely manually (in lockable files) and securely in our office. There again, we are required to use appropriate technical and organisational measures and safeguards to ensure that your personal data is processed securely.
The various documentation used to ensure we provide a high-quality childcare service to your child/children are kept safely electronically and securely within the setting.
All information regarding children and/or their families will be accurate ad up to date and shared only with the appropriate personnel.
Instant Nursery Management System
We use Instant Nursery Management System to deal with funded places. We are required to include some of the personal data that you have provided to us in relation to your child/children. For instance, we use your name, your child/children’s name and their date of birth. We need to do so to ensure that we work hand in hand with our partner, Glasgow City Council, to ensure that space for your child/children are appropriately allocated and funded. All access information to the system is password protected.
Does anyone else receive this information?
Your information will be stored securely within our setting. Manual information is stored in lockable files and are not visible by any third party. All electronical information is password protected. We will never give your personal data (or personal data pertaining to your child/children) to any third party without your permission or unless we are required to do so by law.
In relation to our legal duty to safeguarding all our children and families, we are legally required to share information to the Social work, Care Inspectorate, Police, Health Visitor, Glasgow City Council in relation to grant funding, Primary Schools (upon consent from parents/guardians – personal data of their child/children will be shared with schools for progression into the next stage of their education) and/or other Private/Local authorities you child/children fall under.
We are required to share information without your 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; and/or
- Refusing to share the information will have a negative outcome.
How secure is my information with third-party service providers?
All our third-party service providers are required to take appropriate security measures to protect Your personal information in line with our policies. We do not allow our third-party service providers to use Your personal data for their own purposes. We only permit them to process Your personal data for specified purposes and in accordance with our instructions.
How long do we retain your information?
If you become a customer, we will only retain the personal data that you provide for as long as necessary, i.e. or the duration of our contract/service with you or longer depending on legal requirements (see below). Regulatory requirements from governing bodies supersede the requirements of the regulation.
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. In collecting, holding and processing personal data the setting complies with current Data Protection rules and guidance.
If you make an enquiry with us but do not become our customer, we will retain your personal data in accordance with the paragraph above entitled “What information do we collect and why is the information collected? – First enquiry stage.”
How will we destroy your personal data information?
When we no longer need to store any personal data belonging to you or pertaining to your child/children, we will safely and securely dispose of all data from our computer. All paper documentation stored will be shredded, pulped or burnt.
You have the right to request from us access to the personal data that we process about you and your child/children. This enables you to receive a copy of the personal information we hold about you to check that we are lawfully processing it.
You have the right to ask us to rectify any data that we process about you that is inaccurate. It is important that the personal information we hold about you and your child/children is accurate and current. Please keep us informed if your personal information changes during your working relationship with us.
You have the right to ask us to erase your personal data (“right to be forgotten”). This enables parents/guardians to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You as parents/guardians also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
You have the right to request restriction of the progressing of your data that we undertake. This enables parents/guardians, as is appropriate, to ask us to suspend the processing of personal information about you for example if you want us to establish its accuracy or the reason for processing it.
You have the right to request portability of your personal data to another party.
If we process data on the basis of your consent, you have the right to withdraw your consent at any time (although this will not affect the lawfulness of any processing which occurred on the basis of your consent prior to withdrawal).
If you want to review, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact the manager in writing.
You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, a reasonable fee may be charged for further copies.
How to contact us if you have a query about your personal data, this privacy notice or should you wish to make a complaint
We only process your personal information in compliance with this privacy notice and in accordance with the relevant data protection laws. If you have any queries regarding how we process your personal data, about anything in this private notice or if you with to update your personal details, make a request in accordance with your rights or make a complaint about our handling of your personal data, please email us at firstname.lastname@example.org or write us at the address below:
West End Montessori Pre-School23 Park CircusGlasgowG3 6AP
If 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 – Scotland45 Melville StreetEdinburghEH3 7HLTelephone: 0303 123 1115Email: email@example.com
The Information Commissioner’s Office (ICO) provides a comprehensive guide to working within GDPR.
We reserve the right to update this privacy notice at any time, and we will provide parents/guardians with a new privacy notice when we make any substantial updates. The policy will otherwise be reviewed annually to ensure all records and process are relevant and up to date. We many also notify parents/guardians in other ways from time to time about the processing of your personal information.
Links to national landscape:
Your practice and policy must adhere to the Health and Social Care Standards – http://www.gov.scot/Resource/0052/00520693.pdf
Find out more:
For information regarding Data Protection contact:
Information Commissioner’s Office Scotland45 Melville StreetEdinburghEH3 7HLEmail: firstname.lastname@example.orgTelephone: 0131 244 9001
Data Protection Act (1998)
Policy in line with:
Health and Social Care Standards, My support, My life
1: I experience high quality care and support that is right for me
Responsive care and support 1.13:
“I am assessed by a qualified person, who involves other people and professionals as required.”
Responsive care and support 1.15:
“My personal plan (sometimes referred to as a care plan) is right for me because it sets out how my needs will be met, as well as my wishes and choices.”
2: I am fully involved in all decisions about my care and support
Dignity and respect 2.3:
“I am supported to understand and uphold my rights.”
Dignity and respect 2.7:
“My rights are protected by ensuring that any surveillance or monitoring device that I or the organisation use is necessary and proportionate, and I am involved in deciding how it is used.”
“I am supported to communicate in a way that is right for me, at my own pace, by people who are sensitive to me and my needs.”
Be included 2.9:
“I receive and understand information and advice in a format or language that is right for me.”
Be included 2.14:
“I am fully informed about what information is shared with others about me.”
Responsive care and support 2.17:
“I am fully involved in developing and reviewing my personal plan, which is always available to me.”
Responsive care and support 2.20:
“If I needs or want to move on and start using another service, I will be fully involved in this decision and properly supported throughout this change.”
4: I have confidence in the organisation providing my care and support
Responsive care and respect 4.11:
“I experience high quality care and support based on relevant evidence, guidance and best practice.”
Responsive care and respect 4.19:
“I benefit from a culture of continuous improvement, with the organisation having robust and transparent quality assurance processes.”
“I use a service and organisation that are well led and managed.”
“I experience high quality care and support because people have the necessary information and resources.”