Privacy Policy

Data Protection and Confidentiality

At EDG Nursery (“the Nursery”, “we”, “us”, “our”), we are committed to protecting the privacy and personal data of all individuals we work with. We recognise that the lawful, fair and transparent handling of personal information is essential to maintaining trust and confidence with our staff, families, partners and regulators.

This Privacy Policy explains how we collect, use, store and protect personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Lawful Basis and GDPR Principles

The Nursery fully endorses and adheres to the principles of data protection. Personal data is processed:

• Lawfully, fairly and transparently

• For specific, explicit and legitimate purposes

• Limited to what is necessary for those purposes (data minimisation)

• Accurate and kept up to date

• Stored only for as long as necessary

• Securely, ensuring integrity and confidentiality

• With appropriate safeguards for any international data transfers

We only process personal data where a lawful basis applies, including legal obligation, contractual necessity, legitimate interests, consent, or vital interests.

2. Types of Personal Data We Process

We may hold and process personal data relating to:

• Job applicants

• Employees and apprentices

• Volunteers and placement students

• Workers and self-employed contractors

(collectively referred to as “relevant individuals”).

This may include, where applicable:

• Identity and contact details

• Recruitment and employment records

• Payroll, tax and National Insurance information

• Health and wellbeing information

• Training, performance, disciplinary, grievance and absence records

• Job title, salary, working hours and employment terms

Special category data (such as health information) is handled with additional care and only where legally permitted.

3. Rights of Individuals

Individuals whose data we process have rights under data protection law, including the right to:

• Be informed about how their data is used

• Access their personal data

• Request correction of inaccurate data

• Request erasure of data (where applicable)

• Restrict processing

• Request data portability

• Object to processing

• Not be subject to unlawful automated decision-making

Further details are provided in our Employee Rights and Subject Access Request procedures.

4. Access to Data and Subject Access Requests (SARs)

Individuals may request access to their personal data by making a Subject Access Request (SAR).

• Requests will normally be responded to within one month

• This period may be extended where permitted by law

• Requests are generally free of charge unless manifestly unfounded, excessive, or for duplicate copies

Requests should be made in writing using the contact details below.

5. Data Sharing and Disclosures

We may share personal data only where necessary and lawful, including:

• Administration of benefits provided by third parties

• Making reasonable adjustments for disabled staff

• Compliance with health, safety and occupational health obligations

• Legal or regulatory requirements

We have procedures in place to manage and report personal data breaches in accordance with the law.

6. Data Security and IT Usage

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration or disclosure.

• Access to data is limited to authorised personnel

• Passwords must be kept confidential and not shared

• Nursery IT systems and communications may be monitored

• Nursery and personal devices must not be used for illegal, offensive, pornographic or discriminatory activity

• CCTV is used for security and safeguarding purposes and forms part of contractual terms where applicable

7. Confidentiality Obligations

All employees and workers are required to maintain strict confidentiality.

• Confidential information, trade secrets and third-party data must not be disclosed during or after employment, except in the proper course of duties or where legally required

• Confidential documents must not be removed without authority

• All Nursery property and confidential materials must be returned or securely destroyed on request or on termination of engagement

8. DBS and Criminal Records Information

Where Disclosure and Barring Service (DBS) checks are required:

• Disclosure information is stored securely and separately from personnel files

• Access is strictly limited to authorised individuals

• Disclosure information is never shared with unauthorised persons

• We recognise that unlawful disclosure of DBS information is a criminal offence

• Data is retained and disposed of in accordance with legal requirements

9. Contact Details and Complaints

If you have any questions about this Privacy Policy or how your data is handled, please contact:

Data Protection Officer / Nursery Management

EDG Nursery
support@edgnurserystaffing.co.uk

If you believe your data protection rights have been breached, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

• Website: www.ico.org.uk

• Helpline: 0303 123 1113