Early years and childcare privacy notice

Updated: 21 July 2021

Our contact details

Name: Data Protection Officer

Address: Time Square, Market Street, Bracknell, RG12 1JD

Phone Number: 01344 352000

Email: dpo@bracknell-forest.gov.uk

Bracknell Forest Council is registered as a controller with the Information Commissioner’s Office (ICO).

You can find us on the ICO website - our registration number is Z4971654.

The type of personal information we collect

We currently collect and process the following information:

  • full name
  • provider address (including postcode)
  • home address (including postcode)
  • email address
  • telephone numbers
  • qualifications held
  • financial information and bank details (to enable you to be funded for free early education)
  • details of events attended, and services accessed by you and staff from your setting and any relevant feedback forms
  • notes of any visits undertaken (these may include staff names)

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 for one of the following reasons:

  • to enable you to access early years free entitlement funding
  • to support the local authority to meet statutory duties to make sure there are sufficient and sustainable early years and childcare places
  • to support our statutory duty, make available information, advice, support and training that supports inclusive, high quality early years provision
  • to meet the statutory duty to provide information to families on early years and childcare services available to the public

In order to safeguard and protect children’s welfare we may also receive personal information about childcare providers and people working in childcare from any of the following:

  • Ofsted
  • other council departments
  • other organisations or childcare providers of services
  • police
  • other local authorities
  • family members and friends

We use the information that you have given us in order to:

  • fund your free early education places
  • tell you about relevant training and development opportunities
  • update you with new guidance from both local and national organisations, for example, Bracknell Forest Safeguarding Board, the Department for Education and Ofsted
  • contact you to make sure you have updated your public facing information on the family services directory

How the law allows us to use your personal information

Lawful basis for processing

Under the UK General Data Protection Regulation (UK GDPR), the lawful basis for processing is Article 6 UK GDPR:

  • (a) you have given consent
  • (b) process is necessary for the performance of a contract
  • (c) processing is necessary for compliance with a legal obligation to which we are subject

Your consent

Where we do use consent to process your personal data, we will explain to you what we are asking you to agree to and why.

If we have consent to use your personal data, you have the right to remove it at any time. If you choose to withdraw your consent, we are unlikely to be able to provide services to you.

If you want to remove your consent, email ehbs@bracknell-forest.gov.uk and we will deal with your request.

We have a legal obligation

We have a statutory duty to carry out eligibility checks under the Childcare Act 2016.

We also share data with the department on a statutory basis:

Who we share your information with

We may share this information with:

  • other council departments
  • government departments including the Department for Education
  • Ofsted

How we store your personal information

Your information is securely stored on databases and files within the council. Data will not be kept for longer than is necessary and is kept in line with the council’s retention and disposal schedule.

Your data protection rights

Under data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your information.

Your right of access

You have the right to ask us for copies of your personal information. This right always applies. There are some exemptions, which means you may not always receive all the information we process.

Find out more about your right of access from the ICO.

Your right to get your data corrected

You have the right to ask us to correct information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies.

Find out more about your right to get your data corrected from the ICO.

Your right to get your data deleted

You have the right to ask us to delete your personal information in certain circumstances.

Find out more about your right to get your data deleted from the ICO.

Your right to limit how organisations use your data

You have the right to ask us to limit the processing of your information in certain circumstances.

Find out more about your right to limit how organisations use your data from the ICO.

Your right to object to the use of your data

You have the right to object to processing if we are able to process your information because the process forms part of our public tasks.

Find out more about your right to object to the use of your data from the ICO.

Your right to data portability

This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another, or give it to you.

The right only applies if we are processing information based on your consent or for the performance of a contract, and the processing is automated.

Find out more about your right to data portability from the ICO.

Making a request

You are not required to pay any charge for exercising your rights. If you make a request, we have 28 days to respond to you.

To make a request, contact us by emailing: ehbs@bracknell-forest.gov.uk

Service adjustments

As a public authority and a provider of services to the public, we have a legal duty to comply with the Equality Act 2010.

This means we need to make service adjustments for anyone with a disability who contacts us in any capacity, to eliminate any barriers to accessing our services.

Our lawful basis for processing this information is article 6(1)(c) of the UK GDPR as we have a legal obligation to provide this. Our processing of special category data, such as health information you give us, will be based on article 9(2)(a), which means we need your consent.

We will create a record of your adjustment requirements. These will give your name, contact details and type of adjustment required, along with a brief description of why it is required. Relevant staff can access this to make sure they are communicating with you in the required way.

If you need service adjustments email ehbs@bracknell-forest.gov.uk.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at dpo@bracknell-forest.gov.uk

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

  • visiting the ICO website
  • phoning the ICO helpline on 0303 123 1113
  • writing to:
    • Information Commissioner’s Office
      Wycliffe House
      Water Lane
      SK9 5AF