Privacy Policy

At Leapfrog Nursery School Ltd we take privacy very seriously and are committed to fully meeting the new data protection standards (General Data Protection Regulation (GDPR). We are registered with the Information Commissioner’s Office (ICO).

What information do we collect, hold and share?

The categories of children’s information that we collect, hold and share include:

  • personal information (such as name, address, date of birth)
  • characteristics (such as ethnicity, language, nationality, country of birth, early years pupil premium eligibility)
  • attendance information (such as sessions attended, number of absences and absence reasons)
  • observations and assessment information and tracking of progress
  • medical information
  • information on special educational needs and disabilities (including if accessing Disability Living Allowance and entitled the Disability Access Fund)
  • referrals to other relevant services
  • safeguarding information

We also collect, hold and share some information on children’s parents/guardians:

  • personal information (names, address, contact numbers and emails)
  • National Insurance numbers

Why we collect and use this information?

We use the children’s and parents’ data to:

  • support their learning and development, to enable staff to plan suitable activities to extend their knowledge and skills
  • ensure that all children are safe within our childcare provision
  • monitor and report on their progress
  • provide appropriate behavioural and emotional support as required
  • assess the quality of our services as a childcare provider
  • comply with the law regarding data sharing (GDPR)
  • meet the requirements of the early years foundation stage (EYFS)
  • make claims for funding

What is the lawful basis on which we use this information?

We collect and use children’s information under the following lawful bases:

  • Contract: the processing is necessary for a contract we have with you, the parents/guardian of the child, to provide childcare and the contract that we have with the Local Authority to provide funded childcare to eligible families
  • Legal obligation: the processing is necessary for us to comply with the law (e.g. submitting data for the early years’ census)

What rules do we apply when collecting children’s information?

While the majority of children’s information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with the GDPR, we will inform you whether you are required to provide certain children’s information to us or if you have a choice in this.

How are we storing children’s data?

We are required to hold children’s data for a reasonable period of time after children have left the provision as a requirement under the EYFS. In the case of Leapfrog, most children’s records will be retained for 6 years after the child has left the setting. The Limitation Act 1980 recommends that we retain certain data until the child reaches the age of 21 — or until the child reaches the age of 24 for child protection records.

We are using Tapestry Early Years Foundation Stage web-based software to record your child’s progress. All information stored on Tapestry will be deleted within one year of your child leaving Leapfrog Nursery. Your child’s Tapestry Learning Journal will be retained in accordance with retention period for child’s record.

Your data will be held securely and will only be accessible by staff who are authorised to do so.

Who do we share children’s information with?

We obtain consent from you to share children’s information with:

  • schools that the child attends after leaving our provision
  • other local childcare providers where the child is engaging currently (wrap around or blended childcare)
  • our Local Authority (for funding claims and the early years census)
  • the DfE (annual early years census)
  • Local Authority Area Inclusion co-ordinators (for Specialist Educational Needs support)
  • NHS services (health visitors and speech and language therapists)
  • Hungry Monsters (dietary requirements)
Why do we share children’s information?
We do not share information about our children with anyone without your consent, unless the Law and our policies allow us to do so. We share children’s data with the DfE on a statutory basis. We are required to submit data to our Local Authority, Portsmouth City Council, for them to submit as part of the annual early years’ census in January and to access childcare funding. We also share children’s data with Local Safeguarding Children’s Board, or the Police as required by Law.
What are the requirements for data collection and transfer?
To be granted access to children’s 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.
How can you request access to your personal data?
Under data protection legislation, parents and children have the right to request access to information about them that we hold. To make a request for your personal information, or be given access to your child’s early years record, contact details are listed below. You also have the right to:

  • object to processing of personal data that is likely to cause, or is causing, damage or distress
  • prevent processing for the purpose of direct marketing
  • in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed
  • claim compensation for damages caused by a breach of the Data Protection Regulations.
Use of cookies
This website uses cookies to better the user’s experience while visiting the website. Cookies are small text files saved to the user’s computer’s hard drive that track, save and store information about the user’s engagement and usage of the website, but will not store, save or collect personal information. Information is collected from website visitors both by asking you specific questions and by permitting you to communicate directly with us via e-mail. Some of the information that you submit may be personally identifiable information (that is, information that can be uniquely identified with you, such as your full name, address, e-mail address, phone number, and so on). You will be informed at each information collection point what information is required and what information is optional.
External website links & third parties

Although we only look to include quality, safe and relevant external links, users are advised to adopt a policy of caution before clicking any external web links mentioned throughout this website.

We cannot guarantee or verify the contents of any externally linked website despite our best efforts. Users should therefore note they click on external links at their own risk and we cannot be held liable for any damages or implications caused by visiting any external links mentioned.

Google Analytics
We use a third party service Google Analytics, a web analytics service provided by Google, Inc. This analytical tool collects standard internet log information and details of user behaviour patters. We do this to find out things such as the number of users to various parts of the site. The information is only processed in a way which does not identify anyone. We do not make any attempt to find out the identities of users of the website.
Contact details
If you have a concern about the way we are collecting, or using your personal data, we request that you raise your concern with us in the first instance. Our contact details are: Leapfrog Nursery School Ltd, Data Protection Officer: Lana Poore Email: Telephone number: 02392 003125 Alternatively, you can contact the ICO