Data Protection Policy

Policy Statement

The Data Protection (Jersey) Law 2018 (the DPJL) states that personal data should be ‘processed fairly and lawfully’ and ‘collected for specific, explicit and legitimate purposes. It seeks to give people more control on how organisations use their data. Anyone handling personal data needs to comply with DPJL.

The Kids’ Club including The Little Kids Club are committed to protecting your personal information and being transparent about what we do with it.

We only record and process data that we need to manage and maintain our childcare organisation.

All data is processed in accordance with the DPJL.

At The Kids’ Club including The Little Kids’ Club the Manager is the point of contact for data protection. The Manager is also the point of contact for e-safety, records management and Freedom of Information.

Under the Law, we have a significant responsibility to keep this data safe by keeping it secure and only processing it or sharing it when appropriate. Failure to do so could not only compromise the safeguarding of young people, but could also result in prosecution.

Please see below our Privacy Notice.

The Kids’ Club and The Little Kids’ Club Privacy Notice

The Kids’ Club including The Little Kids Club are committed to protecting your personal information and being transparent about what we do with it.

We only record and process data that we need to manage and maintain our childcare organisation.

All data is processed in accordance with the DPJL.

What Data We Are Collecting:

When an initial enquiry is made we may collect the following personal information from you:

Name
Email address, postal address, telephone number

When making a booking we may collect information about you and your children including, but not limited to:

Name, date of birth, gender, school, nursery, pre-school
Medical history and conditions
Dietary requirements
Emergency contact information
Names and contact details of second contacts named by the parents/carers
Food allergies
Living arrangements
Behavioural issues
Any specific safeguarding details which we need to know
Special Educational Needs (SEN)

What We Are Going To Do With It:

This information is required by The Kids’ Club and The Little Kids’ Club to be able to provide our services to you and to your children.

We recognise that many children have living arrangements which may differ from others. References to ‘family’ and ‘family members’ in this privacy notice encompass any and all family living arrangements, including (without limitation) single parent families, adoptive families and foster carers.

We collect and process this personal information…

To identify the children who attend The Kids’ Club and The Little Kids’ Club and their family members;
To monitor and safeguard the health and well-being of the children who attend The Kids’ Club and The Little Kids’ Club;
To understand the issues, desires, concerns and opinions of the children who attend The Kids’ Club and The Little Kids’ Club and their families;
To establish and maintain appropriate and professional relationships with the children who attend The Kids’ Club and The Little Kids’ Club and their families;
To provide the responsible childcare services to the children who attend The Kids’ Club and The Little Kids’ Club and their families;
To manage and enhance our services and operations;
To perform the contract which we enter into with family members for childcare services

The Kids’ Club and The Little Kids’ Club will hold and process this data in accordance with our own data protection policy. All records are kept securely. We also have the support of a systems support company and are working with them to further enhance and develop our data protecting systems and procedures.

Who It Is Shared With:

We don’t share information about our children and families with anyone without consent unless the law and our policies allow (or require) us to do so or as set out below. Information about individuals will only be shared if it is felt that the safety and/or welfare of a child or young person is at risk.

We are obliged to give Childcare & Early Years Service (CEYS), as part of the registration process, access to our records.

We also may share information about attendance and school pick ups with your child’s school.

How Long Do We Keep It For?

We hold data securely for the set amount of time as determined by CEYS. Currently all records pertaining to school records must be kept until the child’s 25^th birthday. The retention schedules are currently being readjusted by central government and we will be updated, when we are we will update this privacy notice accordingly.

What Are Your Rights?

Under the data protection legislation parents/carers and children have certain rights in relation to their personal data. Those rights (which may be subject to conditions or exemptions) are as follows:

the right to access and port personal information;
the right to rectify personal information;
the right to restrict the use of personal information;
the right to request that personal information is erased; and
the right to object to processing of personal information;
You also have the right to lodge a complaint about the processing of personal information either with us or with the Office of the Data Protection Commissioner in Jersey (www.oicjersey.org)

Where we have relied on consent to process personal data, you have the right to withdraw consent at any time

How To Make A Complaint:

Please contact us if you are at all unhappy with the way we have processed your data. You also have the right to contact the Office of the Information Commissioner if you wish.

Changes To This Privacy Notice:

The Kids Club and The Little Kids Club will be reviewing this privacy notice regularly and may update it at any time. We will inform you of any changes via email.

If you have any questions relating to this privacy notice please do not hesitate to contact The Kids’ Club on 07797 832771 or email tina@thekidsclub.je

If you would like to know more about GDPR the Office of Information Commissioner’s website is very informative, www.oicjersey.org

At The Kids’ Club including The Little Kids’ Club we abide by The Data Protection Principles.

Please see below for the Data Protection Principles as set out in the Data Protection (Jersey) Law 2018;

Data Protection Principles:

(1) A controller must ensure that the processing of personal data in relation to which the controller is the controller complies with the data protection principles, namely that data are –

(a) processed lawfully, fairly and in a transparent manner in relation to the data (“lawfulness, fairness and transparency”);

(b) collected for specified, explicit and legitimate purposes and once collected, not further processed in a manner incompatible with those purposes (“purpose limitation”);

(c) adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed (“data minimization”);

(d) accurate and, where necessary, kept up to date, with reasonable steps being taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay (“accuracy”);

(e) kept in a form that permits identification of data subjects for no longer than is necessary for the purposes for which the data are processed (“storage limitation”); and

(f) processed in a manner that ensures appropriate security of the data, including protection against unauthorized or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organizational measures (“integrity and confidentiality”).

(2) In relation to –

(a) paragraph (1)(b), further processing for the purposes specified in paragraph 17 of Schedule 2 (archiving and research) is not to be taken as incompatible with the initial purposes for which the data was collected;

(b) paragraph (1)(e), personal data may be stored to the extent necessary for the purposes specified in paragraphs 7 (other legal obligations) and 17 of Schedule 2 subject to implementation of the appropriate technical and organization measures required by this Law in order to safeguard the rights and freedoms of the data subject.

Taken from the www.gov.je website