Privacy Policy

Cygnet Preschool are committed to ensuring that any personal data we hold about you and your child is protected in accordance with data protection laws and is used in line with your expectations.

This privacy notice explains what personal data we collect, why we collect it, how we use it and how we protect it.

What personal data do Cygnet Preschool collect?
We collect personal data about you and your child to provide care and learning that is tailored to meet your child’s individual needs. We also collect information in order to verify your eligibility for free childcare as applicable.

Personal details that we collect about your child include:
your child’s name, date of birth, address, health and medical needs, dietary needs and preferences, development needs, i.e. speech and language, any special educational needs, and other professionals involved.

Where applicable we will obtain child protection plans from social care and health care plans from health professionals.

We will also ask for information about who has parental responsibility for your child and any court orders pertaining to your child.

Personal details that we collect about you include:
your name, home address, phone numbers, email address and emergency contact details (please ensure that your emergency contacts are aware that you have supplied us with THEIR contact information).

This information will be collected from you directly at the home visit.

If you apply for up to 30 hours free childcare, we will also collect:
your national insurance number or unique taxpayer reference (UTR), if you’re self-employed, and your eligibility code, given to you if you are successful in your application.

Why we collect this information and the legal basis for handling your data
We use personal data about you and your child in order to provide childcare services and fulfil the contractual arrangement you have entered into. This includes using your data to:
contact you in case of an emergency
to support your child’s wellbeing and development
to manage any special educational, health or medical needs of your child whilst at our setting
to carry out regular assessment of your child’s progress and to identify any areas of concern
to maintain contact with you about your child’s progress and respond to any questions you may have
to process your claim for up to 30 hours free childcare (only where applicable)
to keep you updated with information about our service

With your consent, we will also record your child’s activities for their individual learning record (Tapestry). This may include photographs and videos. You have the opportunity to withdraw your consent at any time, for images taken by confirming so in writing.

We have a legal obligation to process safeguarding related data about your child should we have concerns about their welfare. We also have a legal obligation to transfer records and certain information about your child to the school that your child will be attending (see Transfer of Records policy).

Who we share your data with
In order for us to deliver childcare services Cygnet Preschool will also share your data as required with the following categories of recipients:
Ofsted – during an inspection or following a complaint about our service
the Local Authority (funding and where you claim up to 30 hours free childcare)
the government’s eligibility checker (as above)
the school that your child will be attending

Cygnet Preschool will also share your data if:
we are legally required to do so, for example, by law, by a court or the Charity Commission;
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 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.

Cygnet Preschool will never share your data with any other organisation to use for their own purposes

How do we protect your data?
We protect unauthorised access to your personal data and prevent it from being lost, accidentally destroyed, misused, or disclosed by:
holding your information in locked cabinets, within a locked building. Information held in computer files are secure by a limited number of staff having secure log in passwords

How long do we retain your data?
We retain your child’s personal data for up to 21 years after your child no longer uses our setting. Medication records, accident and incident records are kept for longer according to legal requirements. Your child’s learning and development records (Tapestry) are maintained by us and handed to you when your child leaves. Your Tapestry account is forwarded to your child’s school for their perusal prior to your child starting school.

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).

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 Cara Panter, Data Protection Officer. 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.