top of page

Time 4 Nursery and Overton Kids Club GDPR


General Data Protection Regulation Policy Statement - GDPR stands for General Data Protection Regulation and replaces the previous Data Protection Directives that were in place. It was approved by the EU Parliament in 2016 and comes into effect on 25th May 2018.


Time 4 Nursery & Overton Kids Club is a provider of a service that collects personal information about children, young people and their families. 

The Staff employed by Time 4 Nursery & Overton Kids Club will collect the necessary information.  We collect and use information under the Early Years Foundation Stage Statutory Framework (2018), the Data Protection Act (1996) and the GDPR (2018).  It is both contractual and for emergency reasons.

The data we are required by law and as an OFSTED requirement to hold for each child is as follows:

  • Child’s full name

  • Child’s date of birth

  • Child’s address and contact details

  • Child’s passport number/and or Birth Certificate number

  • Parents addresses (if different) and contact details including a phone number

  • Who has parental responsibility

  • Who has legal contact

  • Emergency contact details (2 people or more not including parents)

  • Allergies/dietary requirement information

  • Any other special requirements/needs/medical history details

  • Names of people who can collect your child if not yourselves

  • Doctors/Dentist name, address and contact number.

  • Security Passwords

  • Accident/Medical forms

Time 4 Nursery & Overton Kids Club are required to inform you of how we process and store personal data within the setting;

All personal data regarding your child attending either setting is stored in the locked office in either the locked filing cabinet or in folders or on the computer system. 
Your child’s full name and date of birth is printed on our daily registers.  The registers are stored in the office filing cabinet when not in use or in the rooms.
Both Settings have a computer in the office and there are two Laptops which are only used by senior management.  The laptops are password protected.  Emails are protected by password access; sent out and received via

Time 4 Nursery & Overton Kids Club will share information with other settings only after we have sought permission from you.  Safeguarding concerns will be the only time permission may not be sought to speak to other agencies.

In some cases, a third-party organisation, such as a funding body, may require you to sign an
agreement to allow your information to be shared e.g. on a funding form. Please read all
paperwork thoroughly before signing, so that you know exactly how your information will be used.

We will make sure that the information about you is accurate and up to date when we collect or
use it. You can help us with this by keeping us informed of any changes to the information we hold
about you.

Time 4 Nursery & Overton Kids Club are registered with the ICO.

At both settings, we take photos of your children with either a camera, or tablet (after permission has been sought/registration forms) for use in their learning profiles and to display around the setting. Photos are deleted from the camera and the computer straight after they are used. 

Photos may also be used for promotional material and our face book page and Website, again only after permission has been sought (registration form).

Time 4 Nursery & Overton Kids Club refer to a document ‘retention periods for records’ to ensure we retain personal data records for the correct amount of time.  There are certain records that we must retain, you have the right to ask for additional data to be handed over to you or we will destroy it appropriately. 

We must adhere to the lawfulness of Processing Data.  All data collected by ourselves will fall in to one of the following categories:

  • Consent of the data subject.

  • Processing is necessary for the performance of a contract with the data subject.

  • Processing is necessary for the compliance with a legal obligation.

  • Processing is necessary to protect the vital interests of the data subject.

  • Processing is necessary in the public interest or the controller has official authority.

  • Processing is necessary for the purpose of legitimate interests pursued by the controller or third party.

The personal data held at Time 4 Nursery & Overton Kids Club is secure and only shared with a third party such as another childcare setting, Tax Credits, Government Funding Claims, health visitor, safeguarding complaint, doctors or emergency services in the event of an emergency. 

As well as personal information such as your child’s name, date of birth and address we also collect and hold data on your child’s characteristics such as their language and ethnicity, attendance information such as sessions attended, number of absences and absence reasons), medical information, assessment information and information regarding special educational needs.

We use the collected data:

  • To support your child’s learning and development

  • To monitor and report on your child’s progress

  • To assess the quality of our care

  • To comply with the law regarding data sharing

  • To comply with the requirements of the Early Years Foundation Stage Statutory Framework (2018)

Under data protection legislation, parents/carers have the right to request access to information held by Time 4 Nursery & Overton Kids Club and parents/careers can withdraw consent at any time (other than for information needed by law.)

Time 4 Nursery & Overton Kids Club also obtain and hold information on Staff, volunteers, students & Visitors.
Employees personal details will be obtained and held in the locked filing cabinet within the locked office.  This will include name, address, D.O.B, National Insurance number, bank details, medical history, next of kin and emergency contacts.  References will be sought from two sources. A DBS check will also be sought. Evidence of previous qualifications, if necessary will be asked for.
We are required to collect certain details of visitors to our nursery. We need to know visitors’ names, and where appropriate company name. This is in respect of our Health and Safety and Safeguarding Policies.
Those who wish to volunteer on a regular basis (regular constitutes attending once a fortnight) will be required to give personal information consisting of full name, address and contact telephone number and emergency contact details/next of kin, medical history.  A DBS CHECK will be sought.
Students/Work Experience        
Details of address, next of kin, doctors contacts and telephone numbers will be sought so we know who to contact in a case of emergency. Information on the type and base of course or college will be needed before any student will be given work placement to ensure that students are registered with an educational provider.DBS checks will be sought if applicant is aged 18 or over.
Grant Application; Children’s names, dates of birth and post codes will be submitted to Lancashire City Council to claim for Nursery Education Funding.
Personal Achievements ; Staff (Key persons) will collate information regarding observations made on individual children’s attainments. This allows us to plan for their individual progression.
SENCO; At any time children may have a Special Educational Need. A separate record system is kept for the identification and monitoring of Special Educational Needs.
Child Protection; Any issues relating to Child Protection will be recorded in a separate file. Information is given to those on a need to know basis only. The well-being and safety of the child is paramount.
Parent/Carers; names, addresses and contact numbers are kept on children’s enrolment sheets. 
Records of Given Information; Information statements regarding children’s personal circumstances i.e. existing injury and child protection issues are recorded and signed.

bottom of page