Privacy Policy for Children, Parents and Staff



How we use children’s information

We use the data collected about the children:
• to support their learning
• to monitor and report on their progress
• to provide appropriate pastoral care
• to assess the quality of our services
• to comply with the law regarding data sharing


Categories of information that we collect, hold and share for children include:

• Personal information (such as full name, date of birth and contact details – address, contact numbers, emergency contacts)
• Characteristics (such as ethnicity, language, nationality, country of birth)
• Special educational needs (if applicable)
• Child protection plans from social services (if applicable)
• Health care plans from health professionals (if applicable)
• details of who has parental responsibility for the child and any court orders pertaining to the child (if applicable)
• Attendance information (such as sessions attended, number of absences and absence reasons)
• Relevant medical information, including ailments and allergies
• Details of any behaviour issues
• Photographs for display purposes or observations uploaded to Tapestry


Our legal basis for using this data

We use this data to:
• Contact Parents/Carers to support their child
• Support the children’s learning
• Monitor and report on the children’s progress
• Provide appropriate pastoral care
• Protect the welfare of the children
• Comply with the law regarding data sharing


Collecting pupil information

Whilst the majority of pupil 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 Regulations, we will inform you whether you are required to provide certain pupil information to us or if you have a choice in this.


Storing pupil information

Chingford House Nursery keeps information about the children on computer systems and also on paper. We hold these records securely until the child changes school. The records will then be transferred to the child’s new school, where they will be retained until the child moves to secondary school. We keep paper copies of the registration forms and attendance records for three years. There are strict controls on who can see this information. We will not share your data if you have advised us that you do not want it shared unless it is the only way we can make sure the child stays safe and healthy or we are legally required to do so.


Who do we share pupil information with?

We routinely share pupil information with:
• schools that the children attend after leaving us
• our local authority (London Borough of Waltham Forest)
• the Department for Education (DfE)
• Safeguarding/LADO officers at Waltham Forest, where appropriate.


Why we share pupil information

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

We are required by law to provide information about our children to the Department for Education (DfE) as part of statutory data collections such as the early years’ census. This data sharing underpins school funding and educational attainment policy and monitoring. To find out more about the data collection requirements placed on us by the DfE (for example; via the school census) go to Some of this information is then stored in the National Pupil Database (NPD) – see below.

We are required to share information about our children with our local authority (Waltham Forest) and the Department for Education (DfE) under section 5 of The Education (Information About Individual Pupils) (England) Regulations 2013.


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.

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:



Chingford House Nursery is 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.


Why do we collect your personal data?

We collect personal data about you and your child for the following reasons:

• To provide childcare services and fulfil the contractual agreement you have entered into.
• So that we are able to contact you in case of an emergency.
• To support your child’s wellbeing and development.
• To manage any special educational, health or medical needs whilst at our setting.
• To carry out regular assessments 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 your claim for up to 30 hours free childcare (only where applicable).
• To keep you update with information about our nursery.


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 data that we hold about you includes:

• Name, home and work address, telephone numbers, email address, emergency contact details and family details. This information will be collected from you directly via the registration form.

• If you apply for up to 30 hours free childcare, we will also collect your National Insurance number or if you are self-employed, your Unique Taxpayer Reference (UTR). We may also collect information regarding benefits and family credits that you are in receipt of.


Who do we share your data with?

In order for us to deliver childcare services, we will share your data as required, with the following:

• Ofsted- during an inspection or following a complaint about our service.
• Banking services to process direct debit payments.
• The Local Authority when a claim for 30 hours free childcare is made.
• The Government’s eligibility checker (as above).
• The school that your child will be attending.

We will also share 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 Services or the Police.
• It is necessary to protect our rights, property or safety.
• We transfer the management of the setting, in which case we may disclose your personal data to the prospective buyer, so they are able to continue the service.

We will never share your personal data with any other organisation to use for their own purposes.


How long do we retain your data?

We are required by law, to retain your child’s personal data for up to 3 years after your child has left our setting, or until the next Ofsted inspection after your child has left. Medication and accident records are kept for longer, according to legal requirements. Your child’s learning and development records are maintained by us and handed to you when your child leaves the setting.

In some instances (child protection or other support service referrals), we are obliged to keep your data for longer, if it is necessary to comply with legal requirements.


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:

• Keeping files in a secure, locked cupboard.
• Digital files are all password protected.


Requesting access to your personal data

Under data protection legislation, parents have the right to request access to information about them that we hold. To make a request, contact Mrs Zarkar Akhtar, Owner of Chingford House Nursery.

You also have the right to:
• object to processing of personal data that is likely to cause, or is causing, damage or distress
• 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.



Chingford House Nursery is committed to ensuring that any personal data we hold about you 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.


Personal data that we hold about you includes

• Name, home address, telephone numbers, personal email address, emergency contact details and family details.
• Passport details, documents required to ascertain your right to work in the UK, identification documents required for DBS checks
• National Insurance number and bank account details for processing salary payments and pension contributions



We take any complaints about our collection and use of personal information very seriously. You can make a complaint at any time by contacting Mrs Zarkar Akhtar. You can also complain to the Information Commissioner’s Office in one of the following ways, quoting the reference number ZA309642:

• Report a concern online at
• Call 0303 123 1113



If you would like to discuss anything in this privacy notice, please contact Mrs Zarkar Akhtar, Owner, Chingford House Nursery, via email:

Policy created by: Yolande Farrell Manager

Signed off by: Zarkar Akhtar Owner

Date: 1 March 2021

Date of next review: 1 March 2023