Privacy Policy-Data Protection

At Tiny Tots Academy, we are committed to protecting and respecting your privacy. The following policy sets out the basis on which any personal data we collect from you or that you provide; will be processed by us.

Please read the following information carefully, to understand our practices regarding your information at the setting and how we intend to use and store it.

The General Data Protection Regulation (GDPR) is an EU law that has replaced the Data protection Act of 1998. The following policy regarding your information has been amended due to this change in law. Both laws set out information on how companies process personal information. However, the GDPR has been updated for the digital age.

According to the new laws set out in the GDPR, all information retrieved will only be kept for the necessary time frame.

All information provided will be dealt with within the nursery and within the UK.

We may collect and process the following data about you:

The only information we retrieve will be relevant to the child’s place at nursery. No additional information will be requested. There will be complete transparency with the information we retain and can be accessed by our service users upon request. Information that you provide by filling in forms, this includes information provided at the time of registering your child at the setting. We may also ask you for information when you enter a competition or fill in consent forms for trips/ outings/ parties. If you contact us, we may keep a record of that correspondence.

We may also ask you to complete surveys that we use for research purposes, although you do not have to respond to them.

Details of transactions you carry out through online banking.

Where we store your personal data:

All information collected from you will be kept in a secure lockable cupboard in the manager’s office. This will only be accessible to the manager and senior staff. All information will stay on site at all times and will only be removed for safeguarding reasons. In this case, personal information will be transported to its destination by a manager and will be returned immediately after use.

Any information provided via email will be stored in a password protected file on the nursery laptop. This is also only accessible by the nursery manager.

All emails will be sent via secure email address. If a parent sends information using unsecure passage, all information will be deleted immediately from email and moved to a secure location on the laptop.

The nursery laptop will be kept within the nursery at all times. When not in use, it will be secured in a lockable cupboard.

Any information collected on a child or parent/ carer regarding safeguarding concerns or special education needs will be kept in a secure location, only accessible by the nursery manager.

The information you provide will be used by us in the following ways:

To carry out our obligations arising from contracts entered into between you and us. To notify you about any changes to our service, or to contact you with any information concerning your child.

We may use your information in regards to any safeguarding concerns we may have. This means we may be obliged to share information with social services, police, hospitals or GPs.

We may also be obliged to share information with other professionals involved in safeguarding your child.

Information regarding the child and their parents/ carers will regularly be send to the city council for free entitlement funding. Also, this information will also be checked during audits to the nursery and by Ofsted inspectors.

With regards to SEN, we may share your child’s personal information with professionals involved in supporting your child’s development, for example, speech and language therapist, educational psychologist, SEN co-ordinators and other health professionals.

Photo/ observations:

All photos taken by staff will be taken via the nursery tablet or camera. These photos will be used for the children’s learning journals or observations. On some occasions, they may be used for display purposes. All photos taken will be stored on the nursery camera or tablet for a maximum of one week. By the end of this week, the photos will be printed via the nursery laptop and deleted immediately from all devices.

Once used, the displayed photos and the observation photos will be given to the child’s parent to take home. In no circumstance will a child’s photo be kept in the nursery or taken off the premises.


All identifiable, personal and sensitive information will be stored away in lockable cupboards. However in the unfortunate event of theft, parents/ carers will be notified immediately and advised on all details that have been stolen.

Along with parents/ carers, we will notify the Police, Ofsted, Social services and the Information Commissioner Office (ICO). We will be transparent with all information that has been stolen and will follow the advice of our Early Years Consultants who work with the city council.

Your rights:

You have the right to request any information we may have on you or your child. Your right of access can be exercised in accordance with the GDPR. Any information you request, may be subject to a fee of £10 to cover the cost of providing the information.

The privacy policy will be updated in accordance to any changes in law.

Disseminated on: 21/05/2018

Updated: Annually