Women’s Inclusive Team’s Privacy Notice
Women’s Inclusive Team are committed to ensuring that any personal data we hold about data subjects is protected in accordance with data protection laws and is used in line with your expectations.
This privacy notice explains what personal data we collect, why we collect it, how we use it and how we protect it.
What personal data do we collect?
We collect personal data about you in connection with the type of service you are accessing.
We also collect personal data about your child and your family to provide a service that is tailored to meet your child and/or your family’s needs. This information also helps us verify eligibility for offered services where appropriate.
Personal details that we collect, based on the services you’re accessing, include:
- your name, date of birth, home and work address, health and medical needs, national insurance number/unique taxpayer reference, emergency contact details, qualifications, income (including benefits details), school/college details, and pictures;
- your child’s name, date of birth, home address, health and medical needs, developmental needs, emergency contact details, parental responsibility (including applicable legal information), any special educational needs, pictures; and
- any other necessary and applicable information to enable us to support your needs in the best possible way.
How do we collect your data?
You directly provide us with most of the data we collect. We collect personal data about you via our registration form, when you voluntarily complete other paper or online forms for us, and when you send us an email.
Where applicable, we also collect personal data provided via referrals to our service, child/adult protection plans from social care providers and health care plans from health professionals.
Why do we collect this information and what is the legal basis for handling your data?
We use personal data in order to provide quality services and fulfil the contractual arrangements agreed with the users of our services. This includes using your data to (as applicable):
contact you in case of an emergency;
to support your child’s wellbeing and development;
to manage any special educational, health or medical needs of your child whilst at our setting;
to carry out regular assessment of your child’s progress and to identify any areas of concern;
to maintain contact with you about your child’s progress and respond to any questions you may have;
to process any claims for up to 30 hours free childcare;
to keep you updated with information about our services;
to deliver quality and applicable services;
to monitor and assess individual and service needs; and
to ensure health and safety standards are met.
For the Early Years’ Service, with your consent, we will also record your child’s activities for their individual learning record. This may include photographs and videos. You are able to withdraw your consent at any time in writing.
We have a legal obligation to process safeguarding related data about your child should we have concerns about their welfare. We also have a legal obligation to transfer records and certain information about your child to the school that your child is or will be attending.
Who do we share your data with?
In order for Women’s Inclusive Team to deliver our services, we will also share your data as required with the following categories of recipients (as applicable):
Ofsted – during an inspection or following a complaint about our service;
banking services to process chip and pin and/or direct debit payments;
the local authorities;
volunteers supporting with the delivery of a service;
the government’s eligibility checker;
our insurance underwriter;
our setting software management provider;
the school that your child is or will be attending;
applicable funding providers; and
partners and/or resources used by us.
We will also share your data:
if we are legally required to do so (for example, by law, by a court or by the Charity Commission);
to enforce or apply the terms and conditions of your contract with us;
to protect you, your child or others (for example by sharing information with government social services or the police);
if necessary to protect our or others’ rights, property or safety; and
if we transfer the management of the setting or service provider, in which case we may disclose your personal data to the prospective buyer so that they may continue the service in the same way.
We will never share your data with any other organisation to use for their own purposes.
How do we protect your data?
We protect unauthorised access to your personal data and prevent it from being lost, accidentally destroyed, misused, or disclosed by:
storing your personal data in a shared electronic drive where only authorised individuals have access;
storing hard copies of your personal data in a locked cabinet where only authorised individuals have access;
Where data is shared electronically for the purpose of providing an immediate service (such as to deliver support to you), a secure encrypted messaging service is used and only data necessary for that immediate service is shared.
How long do we retain your data?
Depending on the service used, we may hold retain your personal data for up to 7 years. Where your personal data has been shared with a data processor to provide an immediate service to you, the data processor commits to deleting the personal data shared with them as soon as the immediate service has been provided.
Early Years’ Service
We retain your child’s personal data for up to 3 years after you no longer use our services or, if earlier, until our next Ofsted inspection after your child leaves Chicksand Preschool. Your child’s learning and development records are maintained by our Early Years’ Service staff and handed to you when your child leaves.
In some instances (child protection, or other support service referrals) we are obliged to keep your or your child’s personal data for longer if it is necessary to comply with legal requirements (see our Children’s and Provider Records policies for more information). Medical records and accident records are also kept for longer periods to comply with legal requirements.
We do not make any decisions about you or your child based solely on automated decision-making.
Your rights with respect to your personal data
You have the right to:
request access to, amend or correct your or your child’s personal data;
request that we delete or stop processing your or your child’s personal data (for example where the data is no longer necessary for the purposes of processing); and
request that we transfer your or your child’s personal data to another person or company.
If you wish to exercise any of these rights at any time or if you have any questions, comments or concerns about this privacy notice or how we handle your data, please contact us at firstname.lastname@example.org. If you continue to have concerns about the way your data is handled and remain dissatisfied after raising your concern with us, you have the right to complain to the Information Commissioner Office (ICO). The ICO can be contacted at Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF or ico.org.uk.
Changes to this notice
We keep this notice under regular review. You will be notified of any changes where appropriate.
Women’s Inclusive Team (WIT)
12 Wickford Street
London E1 5QN
Chicksand Preschool (Early Years’ Service)
London E1 5JY
Data Protection Officer