Privacy Policy

Privacy Notice (How we use children’s information)

West St. Leonards Early Years Centre processes personal information about its children and is a ‘data controller’ for the purposes of Data Protection legislation. We collect information from you and may receive information about your child from their previous setting.

The categories of child level information that we collect, hold and share include:

  • Personal information (such as name , address , telephone numbers, emergency contact )
  • Family tree.
  • Characteristics (such as ethnicity, language, nationality, country of birth)
  • Attendance information (such as sessions attended, number of absences and absence reasons)
  • Allergy and medical information of each child
  • Children’s specific additional needs


Why we collect and use this information

We use the children’s data:


to support children’s learning

to monitor and report on children’s progress

to provide appropriate pastoral care

to assess the quality of our services

to comply with the law regarding data sharing


The lawful basis on which we use this information

We collect and use children’s information under

GDPR Article 6; Consent:the individual has given clear consent to process their personal data for a specific purpose.

GDPR Article 9 (Special category data) ;(c) Processing is necessary to protect the vital interests of the data subject or of another natural person where the data subject is physically or legally incapable of giving consent.



Collecting children’s information

Whilst the majority of child level information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with the General Data Protection Regulation, we will inform you whether you are required to provide certain child level information to us or if you have a choice in this.

Storing pupil data

We hold children’s data until they reach the age of 21years, if this includes a child protection record then it is until the child reaches the age of 24 years.

Who we share children’s information with

We routinely share children’s information with:


· Settings/schools that the children attend after leaving us

· our local authority

· the Department for Education (DfE)

· Other professionals; Paediatricians , Physiotherapist, Occupational Therapist, Speech and Language Therapist, Educational Psychologist , ISEND team and Health Visitors.

Why we share children’s information

We do not share information about our children without consent unless the law and our policies allow us to do so.

We share childrens’ data with the Department for Education (DfE) on a statutory basis. This data sharing underpins the settings funding and educational attainment policy and monitoring.


Data collection requirements:

To find out more about the data collection requirements placed on us by the Department for Education (for example; via the early years census) goes to

The National Pupil Database (NPD)

The NPD is owned and managed by the Department for Education and contains information about pupils in schools in England. It provides invaluable evidence on educational performance to inform independent research, as well as studies commissioned by the Department. It is held in electronic format for statistical purposes. This information is securely collected from a range of sources including schools, local authorities and awarding bodies.

We are required by law, to provide information about our children to the DfE as part of statutory data collections such as the school census and early years’ census. Some of this information is then stored in the NPD. The law that allows this is the Education (Information about Individual Pupils) (England) Regulations 2013.

To find out more about the NPD, go to

The department may share information about our children from the NPD with third parties who promote the education or well-being of children in England by:

conducting research or analysis

producing statistics

providing information, advice or guidance

The Department has robust processes in place to ensure the confidentiality of our data is maintained and there are stringent controls in place regarding access and use of the data. Decisions on whether DfE releases data to third parties are subject to a strict approval process and based on a detailed assessment of:

who is requesting the data?

the purpose for which it is required

the level and sensitivity of data requested: and

the arrangements in place to store and handle the data

To be granted access to pupil information, organisations must comply with strict terms and conditions covering the confidentiality and handling of the data, security arrangements and retention and use of the data.

For more information about the department’s data sharing process, please visit:

For information about which organisations the department has provided pupil information, (and for which project), please visit the following website:


To contact DfE:


Requesting access to your personal data

Under data protection legislation, parents and children have the right to request access to information about them that we hold. To make a request for your personal information, or be given access to your child’s educational record, contact Mrs Kathryn Dixson (Nursery Manager) on 01424 465669 or make a request in person.


You also have the right to:

  • object to processing of personal data that is likely to cause, or is causing, damage or distress
  • prevent processing for the purpose of direct marketing
  • object to decisions being taken by automated means
  • in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
  • claim compensation for damages caused by a breach of the Data Protection regulations

If you have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office at


Data Protection Officer


Mrs Tracey Skinner Committee Chairperson

Mrs Kathryn Dixson Nursery Manager