my little makes summer camp 2018
Data Protection Policy
At My Little Makes Summer Camp we respect the privacy of the children attending the camp and the privacy of their parents or carers, as well as the privacy of our staff. Our aim is to ensure that all those using and working at My Little Makes Summer Camp can do so with confidence that their personal data is being kept secure.
Our lead person for data protection is Louise Smythson Way. The lead person ensures that the camp meets the requirements of the GDPR, liaises with statutory bodies when necessary, and responds to any subject access requests. You can find our contact details at the bottom of this page.
Within the camp we respect confidentiality in the following ways:
We will only ever share information with a parent about their own child.
Information given by parents to camp staff about their child will not be passed on to third parties without permission unless there is a safeguarding issue (as covered in our Safeguarding Policy).
Concerns or evidence relating to a child’s safety, will be kept in a confidential file and will not be shared within the club, except with the designated Child Protection Officer.
Staff only discuss individual children for purposes of planning and group management.
Staff are made aware of the importance of confidentiality during their induction process.
Issues relating to the employment of staff, whether paid or voluntary, will remain confidential to those making personnel decisions.
Information that we keep
The items of personal data that we keep about individuals are documented on our personal data matrix. The personal data matrix is reviewed annually to ensure that any new data types are included.
Children and parents: We hold only the information necessary to provide a childcare service for each child. This includes child registration information, medical information, parent contact information, attendance records, incident and accident records and so forth. Our lawful basis for processing this data is fulfilment of our contract with the child’s parents. Our legal condition for processing any health-related information about a child, is so that we can provide appropriate care to the child. Once a child leaves our care we retain only the data required by statutory legislation and industry best practice, and for the prescribed periods of time. Electronic data that is no longer required is deleted and paper records are disposed of securely.
Staff: We keep information about employees in order to meet HMRC requirements, and to comply with all other areas of employment legislation. Our lawful basis for processing this data is to meet our legal obligations. Our legal condition for processing data relating to an employee’s health is to meet the obligations of employment law. We retain the data after a member of staff has left our employment for the periods required by statutory legislation and industry best practice, then it is deleted or destroyed as necessary.
Sharing information with third parties
We will only share child information with outside agencies on a need-to-know basis and with consent from parents, except in cases relating to safeguarding children, criminal activity, or if required by legally authorised bodies (eg Police, HMRC, etc). If we decide to share information without parental consent, we will record this in the child’s file, clearly stating our reasons.
We will only share relevant information that is accurate and up to date. Our primary commitment is to the safety and well-being of the children in our care.
Some limited personal information is disclosed to authorised third parties we have engaged to process it, as part of the normal running of our business, for example in order to take online bookings. Any such third parties comply with the strict data protection regulations of the GDPR.
How we protect data
The Internet is not a 100% secure platform for communication and, accordingly, we cannot guarantee the security of any data you send to us (or we send to you) via the Internet. We are not responsible for any damages which you, or others, may suffer as a result of the loss of confidentiality of such information.
We take every precaution to safeguard your information. All personal data stored by us is kept on a server in a secure environment. The computer on which data is accessed on is password protected and third-party software have their own security systems.
Paper documentation is required at the camp setting for the safety and welfare of children, as we may need to access medical and/or contact information. This paperwork is kept in a secure locked box.
The risks of a breach are minimal due to the precautions mentioned above being
taken, and close monitoring is undertaken to ensure security systems are always up to date. Breaches will be identified, reported, managed, and resolved according to the ICO guidelines.
Subject access requests
Under GDPR you have a right to be forgotten, to withdraw your consent, to change information we hold about you, and to restrict processing. My Little Makes is more than happy to comply with this in accordance with the law in the following ways:
Parents/carers can ask to see the information and records relating to their child, and/or any information that we keep about themselves.
Staff and volunteers can ask to see any information that we keep about them.
We will make the requested information available as soon as practicable, and will respond to the request within one month at the latest.
If our information is found to be incorrect or out of date, we will update it promptly.
Parents /carers can ask us to delete data, but this may mean that we can no longer provide care to the child as we have a legal obligation to keep certain data. In addition, even after a child has left our care we have to keep some data for specific periods so won’t be able to delete all data immediately.
Staff and volunteers can ask us to delete their data, but this may mean that we can no longer employ them as we have a legal obligation to keep certain data. In addition, even after a staff member has left our employment we have to keep some data for specific periods so won’t be able to delete all data immediately.
If any individual about whom we hold data has a complaint about how we have kept their information secure, or how we have responded to a subject access request, they may complain to the Information Commissioner’s Office (ICO).
We comply with the requirements of the General Data Protection Regulation (GDPR), regarding obtaining, storing and using personal data.
Louise Smythson Way
My Little Makes
7 Spicers Yard
This policy was adopted by:
my little makes May 2018