GDPR Policy

General Data Protection Regulation Policy

Background
GDPR stands for General Data Protection Regulation and replaces previous Data
Protection directives (Data Protection Act 1998). It was approved by the EU Parliament
in 2016 and is effective as of 25th May 2018.

GDPR states that personal data should be ‘processed fairly & lawfully’ and ‘collected
for specified, explicit and legitimate purposes and that individual data is not processed
without their knowledge and is only processed with their ‘explicit’ consent (where it is
not required either contractually or legally).

Wild Monkeys and GDPR

GDPR covers personal data relating to individuals. As a childcare provider Wild
Monkeys Childcare Ltd (Wild Monkeys) is committed to protecting the rights and
freedoms of individuals with respect to processing the personal data of children,
parents, visitors and staff.

This document sets out Wild Monkeys GDPR policy including information on data
sharing, data security and data breach protocol.

This policy document has been prepared with due regard and consideration for the
Information Commissioner’s Office (ICO) at:

https://ico.org.uk/for-organisations/guide-to-data-protection/

Wild Monkeys is registered with the ICO under registration reference: ZA084863 and
has been registered since 7th November 2014. Certificates are on display on display
boards across all Hopscotch nurseries.

Certificates are on display on display boards across all Wild Monkeys nurseries.

Wild Monkeys is a ‘Data Controller’ – A controller determines the purposes and means
of processing personal data. (A processor is responsible for processing personal data
on behalf of a controller.)

Valerie Wild is responsible for Wild Monkey’s GDPR policy and data compliance.

GDPR is designed to protect personal data

1
GDPR is designed to protect individual rights in the following way:

1. The right to be informed

Parents need to be informed what data we are collecting, what we do with it and who
it is shared with. Wild Monkeys has a legal and contractual right to collect and process
certain types of data. For the collection or processing of any other types of data, such
as photographs, we will seek active consent and also provide a suitable and
accessible method for withdrawal of consent.

2. The right of access

Parents can request access to their own data at any time.

3. The right to rectification

Personal data must be rectified if it is incorrect or incomplete.

4. The right to erasure

Parents can request the deletion of their data where there is no compelling reason for
its continued use. As a nursery we have guidelines on how long we need to retain
certain records.

5. The right not to be subject to automated decision-making including profiling.

Wild Monkeys does not use this type of process.

6. The right to restrict processing

Parents can object to the processing of their data; meaning their records can be stored
but must not be used in any way other than mentioned above.

7. The right to object

Parents can object to their data being used for activities such as external marketing.
Wild Monkeys does not pass on your data to a third-party for marketing purposes.

At any point a parent can make a request relating to their data and we will provide a
response (within 1 month). If we have a lawful obligation to retain data (from Ofsted or
the EYFS), we could refuse but we will inform you of the reasons for the rejection.

Individuals also have the right to lodge a complaint with the ICO. Full information about
this is available at

https://ico.org.uk/concerns/handling/

Sharing Information

2
We only share information about our children and parents with those organisations
with which we have a legal requirement to share data or other organisations, which
allow us to run our business in a safe, efficient, and suitable manner.

Information is shared by Wild Monkeys with the following organisations:

Tapestry Online Learning Journal – https://tapestry.info/gdpr

Local Education Authorities and Councils for obligations relating to Early Years and
inclusion funding and any appropriate organisations required for administering
childcare.

iSEND - https://localoffer.eastsussex.gov.uk/privacy#PrivacyPolicy

These organisations are also registered with the ICO.

Data Security
Paper copies of children’s and staff records are kept in a secure location at the Wild
Monkeys main setting.

Other personal data is also stored at other Wild Monkeys nursery locations where it is
kept in locked cupboards. Members of staff can have access to these files, but
information taken from the files about individual children is confidential. Apart from
archiving or transport, these records remain on site at all times. These records are
shredded after the retention period.

The Wild Monkeys data archive is kept at a secure location at Wild Monkeys main
setting.

Information about individual children is used in certain documents, such as, a weekly
register, medication forms, referrals to external agencies and disclosure forms. These
documents include data such as children’s names, date of birth and sometimes
address. These records are shredded after the relevant retention period.

Wild Monkeys collects a large amount of personal data every year including names
and addresses of those on waiting lists. These records are shredded if the child does
not attend or added to the child’s file and stored appropriately if they do attend.

Upon a child leaving Wild Monkeys and moving on to school or moving to another
childcare setting, data held on the child may be shared with the receiving school or
setting. Such information would be sent via post or email. This would be coordinated
between the settings.

Wild Monkeys has a separate process for collecting personal data held visually in the
form of photographs or video clips or sound recordings. Positive consent for the
collection of this kind of data will be sought for children from their respective parent or
guardian. Parents will also have the ability to easily withdraw their consent for this kind
of data.

3
Access to all Wild Monkeys Office computers and other software accounts including
email is password protected.

When a member of staff leaves the company, these passwords are changed in line
with this policy and our Safeguarding policy.

Any portable data storage used to store personal data, e.g. USB memory sticks and
external hard drives are password protected and/or stored in secure locations.

Data Retention
We hold information in our archive for the following amount of time, as per legal
requirements:

• Staff Files - 7 years

• Records of complaints - 5 years
• Accident and incident forms - 3 years
• Children’s Information (incl. medical) - 3 years
• Accidents / pre-existing injuries forms – Until the child turns 25 years.
• Safeguarding Records / cause for concern forms - Until the child turns 25 years.
• Accidents reportable to Ofsted - Until the child turns 25 years.
• Attendance Registers - 3 years
• Nappy Rotas - 6 months
• Staff and Child sign-in registers - 3 months

Data Breach Protocol

As per GDPR requirements, data breach notification to the ICO is mandatory If any
kind of data breach were to occur Wild Monkeys staff are required to:

Report certain types of personal data breach to the relevant supervisory authority
(ICO). This must be done within 72 hours of becoming aware of the breach, where
feasible.

If the breach is likely to result in a high risk of adversely affecting individuals’ rights
and freedoms, inform those individuals without undue delay.

Ensure we have robust breach detection, investigation, and internal reporting

procedures in place. This will facilitate decision-making about whether or not we need
to notify the relevant supervisory authority and the affected individuals.

Keep records of any personal data breaches, regardless of whether you are required
to notify.