At Silver Stars Day Nursery we put your data protection first.
General Data Protection Regulations (GDPR) which came into effect on 25th May 2018, give
you greater protection and keeps you more informed about the data we hold on you and your child/children.

Introduction
Silver Stars Day Nursery is the data controller for any personal information you provide to us regarding you or your child. This means we decide how your personal data is processed and for what purpose.
It is compulsory to collect and process data for a number of purposes concerning its staff, contractors, parents, children and any other individual who comes into contact with the nursery. In gathering and using this data Silver Stars Day Nursery is committed to protecting all individual’s rights of freedom and privacy through meeting the requirements of the General Data Protection Regulation 2018 (GDPR).

We are committed to ensuring that any personal data we hold about you and your child 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 and your child to provide care and learning that is tailored to meet your child’s individual needs. We also collect information in order to verify your eligibility for free childcare as applicable.

Personal details that we collect about your child include:
• your child’s name
• date of birth
• gender
• address
• health and medical needs
• development needs and any special educational needs
• emergency contacts
• religious/cultural needs
• immunisations
• attendance information (start date, day he/she attends and the number of hours)
• development records and any development needs.
Where applicable we will obtain child protection plans from social care and health care plans from
health professionals.
We will also ask for information about who has parental responsibility for your child and any court
orders pertaining to your child.

Personal details that we collect about you include:
• your name
• home and work address
• phone numbers
• emergency contact details and family details
• medical consent
• consent to attend trips and outings
• photograph consent
• proof of address
• your national insurance number and date of birth.
This information will be collected from you directly from the registration form.
If you apply for up to 30 hours free childcare, we will also collect your national insurance number or unique taxpayer reference (UTR), if you’re self-employed.
We may also collect information regarding benefits and family credits that you are in receipt of.

Why we collect this information and the lawful basis for handling your data
We use personal data about you and your child in order to provide childcare services and fulfil the contractual arrangement you have entered into. This includes using your data to:
• contact you in case of an emergency
• support your child’s wellbeing and development
• manage any special educational, health or medical needs of your child whilst at our setting
• carry out regular assessment of your child’s progress and to identify any areas of concern
• maintain contact with you about your child’s progress and respond to any questions you may have
• process your claim for up to 30 hours free childcare (only where applicable)
• keep you updated with information about our service.

We will also record your child’s activities for their individual learning record. This may include photographs and videos, with your consent. You will have the opportunity to withdraw your consent at any time, for images taken by confirming so in writing.

The lawful basis in which we process this data
Silver Stars Day Nursery collects and processes all the information you provide to us as a parent or guardian under Article 6 ‘Lawfulness of processing’ and Article 9 ‘Processing of special categories of personal data’ of the EU General Data Protection Regulation 2016/679 (GDPR).
It is necessary to process this data to be able carry out the requirements of the contract. Without this data we will not be able to fulfil your contract and thus not be able to keep your child in our care.
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 or other setting that your child will be attending.

The health and medical data you provide to us regarding your child is legally required and is vital to keep your child safe whilst in our care.
Data regarding your child’s ethnicity, race and religion is only processed under the requirements of Local Authorities and public bodies and upholding Silver Stars Day Nursery Valuing Diversity and Promoting Equality Policy and ensuring we are meeting the Equality Act 2010.
Some data will only be processed if explicit consent is given. This can include the ability to take photographs of your child. Where this is the case we will ask for your consent at the time we collect your data.

Who we share your data with
In order for us to deliver childcare services we will also share your data as required with the following categories of recipients:
• Ofsted – during an inspection or following a complaint about our service
• The Local Authority (where you claim; 2-year old funding, 15 hours funding and up to 30 hours free childcare as applicable)
• The government’s eligibility checker (as above)
• The school or other setting that your child will be attending
• Social Services
• South Gloucestershire Council
• Student Finance

We will also share your data if:
• We are legally required to do so, for example, by law, by a court or the Charity Commission;
• To enforce or apply the terms and conditions of your contract with us;
• To protect your child and other children; for example, by sharing information with social care or the police;
• It is necessary to protect our or others rights, property or safety
• If we transfer the management of the setting, in which case we may disclose your personal data to the prospective buyer so they may continue the service in the same way.

Who and why we share this data
We are legally obliged to pass some of your details on to third parties for legal reasons such as public bodies. This includes Local Authorities, Ofsted, NHS, Police and enforcing agencies. We will not give information about you or your child to anyone outside of the company without your explicit consent unless the law or our terms and conditions allow us to.
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 all data in paper format in a safe location where only those who are authorised to access it, can. This may include being locked away in a filing cabinet.
• personal data held within software systems will be securely protected with individual logins, which will only be given to those who need to access the data
• applying stringent data protection policies.

How long do we retain your data?
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. We have a Data Retention Schedule which outlines the length of time we hold the various categories of data.
Your child’s learning and development records are maintained by us and handed to you when your child leaves.

Your rights with respect to your data
You have the right to:
• access your personal information, to request rectification or erasure of certain personal information and to object to processing in certain circumstances
• withdraw any consent you may have given to process your personal information
• complain to the Information Commissioner if you feel we are processing your personal information unlawfully.
• restrict processing activity in certain circumstances.
• object to certain types of processing activity
• request that we transfer your, and your child’s personal data to another person.

Your data subject rights
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 the Nursery Manager, Ellie Wallace or our Data Protection Lead Mrs Jenifer Capper, or write to us at the address below:

Silver Stars Day Nursery
Winterbourne Methodist Church
Winterbourne Down
Bristol BS36 1BN
01454 540 050

If you have continued 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.
Policy Date: February 2021.
Updated January 2024

Reviewed and updated: December 2024
Reviewed and updated January 2026