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Privacy Policy for Scallywags Pre-School


Privacy Policy May 2018

The General Data Protection Regulation (GDPR) (EU) 2016/679 is a regulation in EU law on data protection it comes into force on the 25 May 2018. In line with the new rules we have updated our privacy policy.

This information allows you to be fully aware of how we may use your personal information should you send your child to Scallywags Pre-School (Scallywags).

The areas covered are set out below:

  1. How we collect information.
  2. The type of information we collect.
  3. Why we collect this information.
  4. Who we share this information with.
  5. How long we retain the information.
  6. Processing of personal information.
  7. The lawful basis on which we use this information.
  8. Our commitment to you.
  9. Requesting access to your personal data.
  10. Data collection requirements: Your rights : Additional information

1.How we collect information:

Whilst the majority of pupil information you provide to us is mandatory, some of it is provided to us on a voluntary basis. To comply with the GDPR, we will inform you whether you are required to provide certain pupil information to us or if you have a choice in this.

When you send your children to Scallywags, we receive information about you and any children who attend Scallywags in a number of different ways:

  • When you apply for / or offered a place at Scallywags.
  • When you inform us of a change in circumstances.
  • We may receive information from other organisations.

2.The type of information we collect

The categories of pupil information that we collect, hold and share include:

  1. Personal information (such as name, unique pupil number and address).
  2. Characteristics (such as ethnicity, language, nationality, country of birth and free school meal eligibility).
  3. Attendance information (such as sessions attended, number of absences and absence reasons).
  4. Assessment information.
  5. Medical information.
  6. Special education needs information.
  7. Payment and fee information.
  8. Contact details for emergencies.
  9. Educational and development details.
  10. Email address (Note: This is optional, and you can opt out of receiving email updates at any time). Details of all events and notices will always be posted on the Scallywags Noticeboard.

3. Why we collect this information

We use the pupil's data to:

  • To support pupil learning.
  • To monitor and report on pupil progress.
  • To provide appropriate pastoral care.
  • To access the quality of our services.
  • To comply with the law regarding data sharing.

4. Who we share information with

Generally, we only use your information within Scallywags. We do not share information about our pupils with anyone without consent unless the law and our policies allow us to do so. We share pupils’ data with the Department for Education (DfE) on a statutory basis. This data sharing underpins school funding and educational attainment policy and monitoring. There are also occasions when we need to share personal information about you and / or your child with third parties.

These are:

  • Schools that pupils attend after leaving us.
  • Our local Authority and The Department of Education.
    • If you chose to pay for Scallywags using vouchers (e.g. Childcare vouchers) we will share the minimum amount of your personal information necessary with the voucher scheme operator so they can identify you and make the appropriate payments to Scallywags on your behalf.
    • If your child is entitled to Nursery Education Funding, we are required to share your personal details with the Council to identify your child and prove entitlement to funding.
  • Ofsted.
  • M.A.S.H (Multi Agency Safeguarding Hub – Safeguarding Team).
  • SEND (Special Educational needs and Disabilties).
  • We may on occasion use your personal information for the purposes of recovery of overdue fees.
  • In case of an emergency, we may need to share with the emergency services details of your child including details of any medical conditions as provided to us by you.
  • To contact you when we want to inform you about events at Scallywags.
  • Every now and again, we receive requests for information from schools, government departments, the police and other enforcement agencies. If there is a proper legal basis for sharing your personal information, we will provide it to the organisation that is asking for it.

5. How long we retain the information.

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. 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.

6. Processing of personal information .

We will only store and use your personal information in the United Kingdom.

7. The lawful basis on which we use this information

We collect and use pupil information under the following conditions contained within Article 6(1) of the GDPR:

(a) Consent: the individual has given clear consent for you to process their personal data for a specific purpose.

(c) Legal obligation: the processing is necessary for you to comply with the law.

(d) Vital interests: the processing is necessary to protect someone’s life.

(e) Public task: the processing is necessary for you to perform a task in the public interest or for your official functions, and the task or function has a clear basis in law.

(f) Legitimate interests: the processing is necessary for your legitimate interests or the legitimate interests of a third party unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests.

Where we process special category data we identify an additional processing condition within Article 9(2) of the GDPR:

8. Our commitment to you:

  • Will process your personal information in line with GDPR.
  • We will only collect and hold information about you which we need for some reason.
  • We will keep your personal information up to date and accurate (to help us do this, please let us know if any of your details change).
  • We will take appropriate steps to protect your personal information from being used without permission, or illegally, and to safeguard your rights.
  • We will destroy your personal information in a secure way once we no longer need it.

9. Requesting access to your personal data:

Under data protection legislation, parents and pupils 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 educational record, contact Susan Langley at the Pre-School Edgworth on 01204 853720 or by email to


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.
  • Object to decisions being taken by automated means.
  • In certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
  • Claim compensation for damages caused by a breach of the Data Protection regulations.

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. Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/

10. Data collection requirements: Your rights

To find out more about the data collection requirements placed on us by the Department for Education (for example; via the school census) go to


The National Pupil Database (NPD)

The NPD is owned and managed by the Department for Education and contains information about pupils in schools in England. It provides invaluable evidence on educational performance to inform independent research, as well as studies commissioned by the Department. It is held in electronic format for statistical purposes. This information is securely collected from a range of sources including schools, local authorities and awarding bodies.

We are required by law, to provide information about our pupils to the DfE as part of statutory data collections such as the school census and early years’ census. Some of this information is then stored in the NPD. The law that allows this is the Education (Information About Individual Pupils) (England) Regulations 2013.

To find out more about the NPD, go to


The department may share information about our pupils from the NPD with third parties who promote the education or well-being of children in England by:

  • Conducting research or analysis.
  • Producing statistics.
  • Providing information, advice or guidance.

The Department has robust processes in place to ensure the confidentiality of our data is maintained and there are stringent controls in place regarding access and use of the data. Decisions on whether DfE releases data to third parties are subject to a strict approval process and based on a detailed assessment of:

  • Who is requesting the data.
  • The purpose for which it is required.
  • The level and sensitivity of data requested: and the arrangements in place to store and handle the data.

To be granted access to pupil 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.

For more information about the department’s data sharing process, please visit:


For information about which organisations the department has provided pupil information, (and for which project), please visit the following website:


To contact DfE: https://www.gov.uk/contact-dfe


If you would like to discuss anything in this privacy notice, please contact:

Susan Langley at Scallywags Pre-School Edgworth on 01204 853720 or by email to