Our Nurseries

Privacy Statement

This privacy notice explains what personal data we collect, why we collect it, how we  use it and may share information about you.  

Leeds City Council (Little Owls) collects, uses and is responsible for certain personal  information about you. When we do so we are regulated under the United Kingdom  General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018  (DPA 2018). We are the owner (data controller) of this information and therefore  obliged to fully comply with the relevant Data Protection laws and regulations. 

When we refer to “we” “us” or “our” we mean Leeds City Council (Little Owls) 

The type of personal information we collect: 

We currently collect and process the following information: 

Children: 

  • Childs personal details (such as name, date of birth, address)  
  • Special Category characteristics (such as religion, ethnicity, health, special  education needs information). 
  • Childs social worker, child protection plans from social care, and health care plans from health professionals and other health agencies, where applicable.
  • Safeguarding related data about your child, where applicable.
  • Parental responsibility for your child and any court orders pertaining to your  child, if applicable. 
  • We may collect and record other data from you when you voluntarily contact us.  
  • Learning journal containing the work of your child and observations of their progress whilst at nursery, including photographs. 

Parent/Carer: 

  • Personal data (such as name, home and work address, phone numbers,  email address, emergency contact details) 
  • Details of family relationships, including those of extended family and friends  pertaining to your child, if applicable. 
  • Information relating to your financial and personal circumstances (such as  benefits and family credits) 
  • Information relating to your eligibility to the government’s early education and  childcare schemes. Please note that if this information or equivalent is not  provided, then we cannot claim funding for your child. 

How we get the personal information and why we have it 

Most of the personal information we process is provided to us directly by you from your initial enquiry, the enrolment process and throughout the child’s placement up  until the child stops using the Nursery’s service. For the following reason: 

  • To provide childcare services and to fulfil the contractual arrangement.

We use the information that you have given us to: 

  • Plan and provide support and services in relation to your child’s wellbeing and  development. 
  • Effectively manage any special education, health, or medical needs of your  child  
  • To manage day-to-day business activities including generating invoices and  keeping accounts up to date. 
  • Maintain relevant contact about your child’s wellbeing and development.
  • Plan and support our statutory duty to ensure sufficient, sustainable early year  and childcare places. 
  • Administer and deliver funding for early education and childcare schemes who  meet the Governments eligibility criteria. 

Where appropriate and to make the best decisions for children and young people, we may share this information with: 

  • Services within Leeds City Council working to improve outcomes for children  and young people. 
  • Partner Organisations (such as NHS, Police)  
  • Schools (to support your child’s transition to primary school) 
  • Nurseries (to support your child’s transition to another Nursery)
  • Government departments or other authorities (such as the Department for  Education or the Department for Housing, Communities and Local  Government) for reporting purposes and to make the services of Leeds better  or if required by applicable law. 
  • Ofsted 
  • Foreign authorities, for example when a child with links to a foreign country  becomes the subject of a child protection plan or requires immediate  protection or is made subject to care proceedings in the UK, however we will  ensure the safeguards are in place to protect your data. 
  • Safeguarding related data about your child should we have concerns about  her/his welfare where we have a legal obligation to share.  

Please note, we would like you to fully engage with us, however there may be  circumstances where we may use and share your information without your  agreement, as we are legally required to do so.

Under the UK General Data Protection Regulations (UK GDPR), the lawful bases  apply: 

UK GDPR – Article 6: 

  • For the purposes of (a), (b), (c) & (d) in accordance with the legal basis of  public tasks: processing is necessary to perform tasks as part of our statutory  function. 
  • For the purposes of (e) in accordance with the legal basis of vital interests:  processing is necessary to keep children safe (food allergies or medical  conditions) 

In addition, the lawful bases for processing special category information (such as  health, religious, ethnicity), is UK GDPR – Article 9  

  • 9(2) (g) – Processing is necessary for reasons of substantial public interest for  statutory and government purposes as describe in Part 2 of schedule 1 of the  Data protection Act 2018. 

The legal bases are underpinned by acts of legislation that dictate what actions can  and should be taken by local authorities, such as:  

  • Statutory Framework for Early Years Foundation Stage 2021 
  • Early Education and Childcare Statutory Guidance for Local Authorities 2018  

How we store your personal information 

We take the security of your personal data seriously. All personal data you provide to  us will be stored securely, both physically and electronically, in accordance with our  policies.  

Your personal data will be input into FAMLY, an interactive online business  application which helps us manager our Nursery and can only be accessed by  authorised personnel. Your data is held in secure data centres within the European  Economic Area (EEA) for the purpose of hosting and maintenance. Regulations  under section 17A of the DPA 2018 specify that all countries within the EEA are  regarded as providing an adequate level of data protection.  

We are required by law to keep records for varying lengths of time depending on  individual circumstances. This information is set out in our retention schedule. More  information can be given to you on request or can be found on our website,  Leeds City Council Retention Schedule – data.gov.uk 

Your data protection rights. 

Under data protection law, you have rights.  

For further information in respect of your rights, is available at Privacy and  data(leeds.gov.uk) . A paper copy of this information is available on request. 

To exercise any of your rights, please speak to a member of staff in the first instance  or contact DPFOI@leeds.gov.uk; any Community hub or send to Information  Management & Governance, PO Box 837, LS1 9PZ, and we will advise you of the  procedure.  

For more information on how Leeds City Council uses your information, please refer  to the general information and service specific privacy notices (children & families)  on this website Privacy and  data(leeds.gov.uk) 

How to complain 

If you have any concerns about our use of your personal information, you can make  a complaint to the Data Protection Officer at DPO@leeds.gov.uk.  Details of the authority’s Data Protection Officer is available at Privacy and  data(leeds.gov.uk) 

You can also complain to the ICO if you are unhappy with how we have used your  data. 

website: https://www.ico.org.uk 

Telephone: 0303 123 1113 

Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow,  Cheshire, SK9 5A