Please also find our Privacy Notice which details how we handle the data collected at Tytherington Pre-school in line with the new GDPR.  This notice  also makes reference to our Confidentiality and Client Access to Records policy which can be found in our policy file at the pre-school.

Privacy notice


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, address, doctor’s contact details, health and medical needs, development needs, and any special educational 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, date of birth, home and work address, phone numbers, emergency contact and family details, childminder/carer details.

This information will be collected from you directly in the registration form.  Upon your child starting at Tytherington Pre-school, your email address will automatically be added to the mailing list which shares important information regarding policy updates, fundraising and our termly newsletters.  Should you not wish to receive these please do let the manager know. You can withdraw at any time.

If you apply for up to 30 hours free childcare, we will also collect:

  • your national insurance number or unique taxpayer reference (UTR) and parental date of brith 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 legal 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

  • to support your child’s wellbeing and development

  • to manage any special educational, health or medical needs of your child whilst at our setting

  • to carry out regular assessment 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 updated with information about our service

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

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 that your child will be attending.

Who do 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

  • banking services to process chip and pin and/or direct debit payments

  • the Local Authority (where you claim up to 30 hours free childcare as applicable)

  • the government’s eligibility checker (as above)

  • our insurance underwriter (PSLA)

  • our setting software management provider

  • the school that your child will be attending


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 protect your child and other children; for example by sharing information with social care 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 may continue the service in the same way.

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 keeping it securely in individual’s files in a locked cupboard which is accessed by the manager and deputy manager and your child’s key worker.  Please refer to our Confidentiality and client access to records policy for further details.

How long do we retain your data?

We retain your child’s personal data for up to 6 months after your child no longer uses our setting, or until our next Ofsted inspection after your child leaves our setting. Medication records 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.


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.


Your rights with respect to your data

You have the right to:

  • request access, amend or correct your/your child’s personal data

  • request that we delete or stop processing your/your child’s personal data, for example where the data is no longer necessary for the purposes of processing; and

  • request that we transfer your, and your child’s personal data to another person


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 us 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.


The Tytherington Pre-School policy file is kept in the Village Hall and is available to anyone to view at any time during Pre-School hours. Our Policies are listed below:

  • Administering Medicines

  • Admissions

  • Achieving Positive Behaviour

  • CCTV

  • Child Protection Whistleblowing

  • Confidentiality and Client Access to Records

  • Employee Disciplinary

  • Employment and Staffing

  • E-Safety

  • Fees

  • Fire Safety and Emergency Evacuation

  • Grievance

  • Heath and Safety General Standards

  • Induction of staff

  • Lockdown Procedure

  • Making a Complaint

  • Managing Children with Allergies, Sick or Infectious

  • Missing Child

  • Mobile Phone and Camera

  • Nappy Changing

  • No Smoking

  • Outings and Trips

  • Parental Involvement

  • Risk Assessment

  • Safeguarding Children and Child Protection

  • SEN

  • Staff Remuneration and Leave Entitlement

  • Student Placement

  • Uncollected Child

  • Valuing Diversity

  • Working from Home