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GDPR 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. The personal data processed by Sparklers will include everything listed but will not be restricted.

What personal data do we collect?

  • Personal information such as names, addresses, contact numbers, email addresses, family details and relationship to the child.

  • Characteristics such as date and country of birth, gender, ethnicity, language, nationality, and religion

  • Attendance information such as sessions attended, absences and absence reasons

  • Medical information

  • Special Educational Needs information

  • Safeguarding information

  • Funding eligibility information such as national insurance numbers and parental responsibility

  • Child progress information including information provided from another childcare setting

  • Photographs and videos

The majority of personal information we collect is mandatory whilst your child is attending Sparklers Preschool. Some of the information you provide is voluntary. Please speak to a member of staff if you would like further details.

Why we collect and use this information?

  • To contact you in the event of an emergency and update you with information about our services

  • To ensure we provide services to a diverse and multicultural community.

  • To meet cultural, religious and language needs

  • To support children’s wellbeing and development

  • To manage special educational needs

  • To manage health and medical needs

  • To process funding claims for free childcare

  • To safeguard children 

We may share data with the following recipients

This is not an exhaustive lis:

  • Ofsted – during an inspection or following a complaint about our service

  • The Local Authority for funding and SENCO services

  • The government’s eligibility checker

  • The Preschool Learning Alliance our insurance underwriter

  • Sage software management (if applicable)

  • Financial services such as banking and audit purposes

  • Other early years settings that your child is attending (including childminders)

  • The primary school that your child will be attending

  • (MASH) Multi Agency Safeguarding Hub (if applicable)

  • The Charity Commission (if applicable)

  • The National Health Service for services such as health visitors (if applicable)

  • Academy Portraits

We will also share your data if:

  • We are legally required to do so, for example, by law or by a court

  • 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 care or the police;

  • It is necessary to protect our/or others 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.

How do we protect your data?

  • We use lockable storage

  • Passwords are used and changed regularly

  • Passwords are not shared

  • We use Swindon Borough Council’s secure data systems including Egress and Live Early Years Funding Portal.

  • We ensure all electronic devises have upto date antivirus software.

  • We will not give your information to any other third parties without your consent unless the law and our policies allow us to do so.

  • To protect unauthorised access to your data we may ask you for proof of identity to verify that you are entitled to the information requested

  • Systems are in place to log personal information in and out of the setting

  • We shred paper data that we no longer need to retain

  • Hard drives are destroyed before disposal of any electrical equipment that has contained personal details. 

How long do we retain your data?

We retain your child’s personal data for up to 3 years 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 (in line with PSLA retention period for records.)Your child’s learning and development records are maintained by us and handed back to you when your child leaves, with some information being passed on to the school that your child will be attending.

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 (see our Children’s and Provider Records policies).

Automated decision-making

We do not make any decisions about your child based soley on automated decision-making. Or explain details if this is the case.

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 continue 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

Changes to this notice

We keep this notice under regular review. You will be notified of any changes where appropriate.

This Policy was adopted by Sparklers Pre-School


Sarah Hodges

Role of Signatory:

Pre-School Supervisor

Issue Date:

September 2023

Next Review Date:

October 2024

This Policy was approved by Sparklers Pre-School Committee


Role of Signatory:

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