Schedule Part A Capture location Who provides this info? What data is being collected? Why do we collect it? Contractual? is it used? is it kept? How will it be kept secure? Who has access to it? Who do you it with? Why do you share it with them? Do you have the contact details of you share the data with? If you share it, what country do they store it in? Expression of Interest form parent Legal guardian Child first name To identify the who needs to be on the registration list contractual Expression of interest form form transferred to a waiting list spreadsheet Spreadsheet is held on a password protected cloud storage location Hard copy of the form is kept in a locked cabinet Manager Administrator Trustee's Ofsted No one NA NA NA Expression of Interest form Legal parent Legal guardian Child surname To identify the child who needs to be on the registration list contractual Expression of interest form Paper form transferred to a waiting list spreadsheet Spreadsheet is held on a password protected storage location Hard copy of the form is kept in a locked cabinet Manager Administrator Trustee's Ofsted No one NA NA NA Expression of Interest form Legal parent Legal guardian Child date of birth To identify the age of said child to determine ofsted ratios and possible start date contractual Expression of interest form Paper form transferred to a waiting list spreadsheet Spreadsheet is held on a password protected cloud storage location Hard copy of the form is kept in a locked cabinet Manager Administrator Trustee's Ofsted No one NA NA NA
Expression of Interest form parent Legal guardian Parent 1 first name To identify the parent in discussions re child contractual Expression of interest form form transferred to a waiting list spreadsheet Spreadsheet is held on a password protected cloud storage location Hard copy of the form is kept in a locked cabinet Manager Administrator Trustee's Ofsted No one NA NA NA Expression of Interest form Legal parent Legal guardian Parent 1 surname To identify the parent in discussions re child contractual Expression of interest form Paper form transferred to a waiting list spreadsheet Spreadsheet is held on a password protected cloud storage location Hard copy of the form is kept in a locked cabinet Manager Administrator Trustee's Ofsted No one NA NA NA Expression of Interest form Legal parent Legal guardian Parent 1 full address To enable us to distribute the necessary documents to enrol the child with the preschool contractual Expression of interest form Paper form transferred to a waiting list spreadsheet Spreadsheet is held on a password protected cloud storage location Hard copy of the form is kept in a locked cabinet Manager Administrator Trustee's Ofsted No one NA NA NA Expression of Interest form Legal parent Legal guardian Parent 1 email To enable us to contact the parent once we are able to offer the child a place at preschool contractual (or) Expression of interest form form transferred to a waiting list spreadsheet Spreadsheet is held on a password protected cloud storage location Hard copy of the form is kept in a locked cabinet Manager Administrator Trustee's Ofsted No one NA NA NA
Registration form Legal parent Legal guardian Child date of birth To identify the age of said child to determine ofsted ratios and start date / end dates contractual form Child's records Locked filing cabinet in a locked office All members of staff Trustees Ofsted Relevant authorities if deemed necessary To ensure safeguarding of the child Yes EU, non 3rd country Registration form parent Legal guardian Child full address To identify the child who needs to be enrolled at preschool contractual form records Locked filing cabinet in a locked office All members of staff Trustees Ofsted Relevant authorities if deemed necessary To ensure safeguarding of the child Yes EU, non 3rd country Registration form Legal parent Legal guardian Family religion To ensure family religion needs are taken into account whilst child is enrolled at preschool Not contractual form Child's records Locked filing cabinet in a locked office All members of staff Trustees Ofsted Relevant authorities if deemed necessary To ensure safeguarding of the child Yes EU, non 3rd country Registration form parent Legal guardian Family religious festivals To ensure family religious festivals are celebrated if the family wish them to be Not contractual form Child's records Locked filing cabinet in a locked office All members of staff Trustees Ofsted Relevant authorities if deemed necessary To ensure safeguarding of the child Yes EU, non 3rd country Registration form Legal parent Legal guardian Parent 1 first name To identify the parent in discussions re child contractual form Child's records Locked filing cabinet in a locked office All members of staff Trustees Ofsted Relevant authorities if deemed necessary To ensure safeguarding of the child Yes EU, non 3rd country
Registration form Legal parent Legal guardian Parent 1 surname To identify the parent in discussions re child contractual form records Locked filing cabinet in a locked office All members of staff Trustees Ofsted Relevant authorities if deemed necessary To ensure safeguarding of the child Yes EU, non 3rd country Registration form Legal parent Legal guardian Parent 1 mobile number To be able to contact the parent to discuss child contractual form Child's records Locked filing cabinet in a locked office All members of Trustees Ofsted Relevant authorities if deemed necessary To ensure safeguarding of the child Yes EU, non 3rd country Registration form parent Legal guardian Parent 1 work number To be able to contact the parent to discuss their child contractual form Child's records Locked filing cabinet in a locked office All members of staff Trustees Ofsted Relevant authorities if deemed necessary To ensure safeguarding of the child Yes EU, non 3rd country Registration form Legal parent Legal guardian Parent 1 home number To be able to contact the parent to discuss their child contractual form Child's records Locked filing cabinet in a locked office All members of staff Trustees Ofsted Relevant authorities if deemed necessary To ensure safeguarding of the child Yes EU, non 3rd country Registration form Legal parent Legal guardian Parent 1 occupation To have an of home life for the child Not contractual form records Locked filing cabinet in a locked office All members of staff Trustees Ofsted Relevant authorities if deemed necessary To ensure safeguarding of the child Yes EU, non 3rd country Registration form Legal parent Legal guardian Parent 1 full address (if different to child) To be able to contact the parent to discuss child contractual form Child's records Locked filing cabinet in a locked office All members of staff Trustees Ofsted Relevant authorities if deemed necessary To ensure safeguarding of the child Yes EU, non 3rd country
Registration form Legal parent Legal guardian Parent 2 work number To be able to contact the parent to discuss their child contractual form Child's records Locked filing cabinet in a locked office All members of staff Trustees Ofsted Relevant authorities if deemed necessary To ensure safeguarding of the child Yes EU, non 3rd country Registration form Legal parent Legal guardian Parent 2 home number To be able to contact the parent to discuss their child contractual form Child's records Locked filing cabinet in a locked office All members of staff Trustees Ofsted Relevant authorities if deemed necessary To ensure safeguarding of the child Yes EU, non 3rd country Registration form Legal parent Legal guardian Parent 2 occupation To have an of home life for the child contractual form records Locked filing cabinet in a locked office All members of staff Trustees Ofsted Relevant authorities if deemed necessary To ensure safeguarding of the child Yes EU, non 3rd country Registration form Legal parent Legal guardian Parent 2 home address (if different to parent 1) To have an of home life for the child contractual form Child's records Locked filing cabinet in a locked office All members of staff Trustees Ofsted Relevant authorities if deemed necessary To ensure safeguarding of the child Yes EU, non 3rd country Registration form Legal parent Legal guardian Parent 2 email address To be able to contact the parent to discuss their child contractual form Child's records Locked filing cabinet in a locked office All members of staff Trustees Ofsted Relevant authorities if deemed necessary To ensure safeguarding of the child Yes EU, non 3rd country Registration form Legal parent Legal guardian Parent 2 NI number To be able to set up the funding agreements for parents seeking a government funded place contractual form Child's records Locked filing cabinet in a locked office All members of staff Trustees Ofsted Relevant authorities if deemed necessary To ensure safeguarding of the child Yes EU, non 3rd country
Registration form Legal parent Legal guardian Parent 2 date of birth To be able to set up the funding agreements for parents seeking a government funded place contractual form Child's records Locked filing cabinet in a locked office All members of staff Trustees Ofsted Relevant authorities if deemed necessary To ensure safeguarding of the child Yes EU, non 3rd country Registration form Legal parent Legal guardian Emergency contact 1 name To ensure we can contact a person connected with the child should we be unable to contact Parent 1 or Parent 2 contractual form Child's records Locked filing cabinet in a locked office All members of staff Trustees Ofsted Relevant authorities if deemed necessary To ensure safeguarding of the child Yes EU, non 3rd country Registration form Legal parent Legal guardian Emergency contact 1 daytime number To ensure we can contact a person connected with the should we be unable to contact Parent 1 or Parent 2 contractual form Child's records Locked filing cabinet in a locked office All members of staff Trustees Ofsted Relevant authorities if deemed necessary To ensure safeguarding of the child Yes EU, non 3rd country Registration form Legal parent Legal guardian Emergency contact 1 relationship To ensure we understand the relationship the child has with the emergency contact and can predict the behaviour of the child contractual form Child's records Locked filing cabinet in a locked office All members of staff Trustees Ofsted Relevant authorities if deemed necessary To ensure safeguarding of the child Yes EU, non 3rd country
the behaviour of the child when / if collected Registration form Legal parent Legal guardian Emergency contact password for collection If we are unable to identify the emergency contact then we require a password to be stated by the individual on collection contractual form records Locked filing cabinet in a locked office All members of Trustees Ofsted Relevant authorities if deemed necessary To ensure safeguarding of the child Yes EU, non 3rd country Registration form Legal parent Legal guardian Emergency contact 1 photograph To support the identification of the emergency contact should they need to collect the child Not contractual form records Locked filing cabinet in a locked office All members of staff Trustees Ofsted Relevant authorities if deemed necessary To ensure safeguarding of the child Yes EU, non 3rd country Registration form Legal parent Legal guardian Emergency contact 2 photograph To support the identification of the emergency contact should they need to Not contractual form Child's records Locked filing cabinet in a locked office All members of staff Trustees Ofsted Relevant authorities if deemed necessary To ensure safeguarding of the child Yes EU, non 3rd country
collect the child Registration form Legal parent Legal guardian Parent 1 photograph To support the identification of the Parent should they need to collect the child Not contractual form Child's records Locked filing cabinet in a locked office All members of staff Trustees Ofsted Relevant authorities if deemed necessary To ensure safeguarding of the Yes EU, non 3rd country Registration form Legal parent Legal guardian Parent 2 photograph To support the identification of the Parent should they need to collect the child Not contractual form Child's records Locked filing cabinet in a locked office All members of staff Trustees Ofsted Relevant authorities if deemed necessary To ensure safeguarding of the child Yes EU, non 3rd country Registration form Legal parent Legal guardian photograph To support the identification of the childminder should they need to collect the child Not contractual form Child's records Locked filing cabinet in a locked office All members of staff Trustees Ofsted Relevant authorities if deemed necessary To ensure safeguarding of the child Yes EU, non 3rd country Registration form parent Legal guardian Doctor name To us to liaise with your doctor should there be a medical issue Not contractual form Child's records Locked filing cabinet in a locked office All members of staff Trustees Ofsted Relevant authorities if deemed necessary To ensure safeguarding of the child Yes EU, non 3rd country
Registration form Legal parent Legal guardian Doctor telephone number To allow us to liaise with your doctor should there be a medical issue contractual form Child's records Locked filing cabinet in a locked office All members of Trustees Ofsted Relevant authorities if deemed necessary To ensure safeguarding of the Yes EU, non 3rd country Registration form Legal parent Legal guardian Doctor work address To us to liaise with your doctor should there be a medical issue contractual form Child's records Locked filing cabinet in a locked office All members of staff Trustees Ofsted Relevant authorities if deemed necessary To ensure safeguarding of the Yes EU, non 3rd country Registration form Legal parent Legal guardian Name of any involved with the child To ensure we have a thorough view of all the professionals / authorities involved with your contractual form Child's records Locked filing cabinet in a locked office All members of staff Trustees Ofsted Relevant authorities if deemed necessary To ensure safeguarding of the child Yes EU, non 3rd country Registration form Legal parent Legal guardian Health visitor name To ensure we have a thorough view of all the professionals / authorities involved with your child contractual form records Locked filing cabinet in a locked office All members of staff Trustees Ofsted Relevant authorities if deemed necessary To ensure safeguarding of the child Yes EU, non 3rd country Registration form Legal parent Legal guardian Health visitor office number To ensure we can contact your health visitor should there be any or safeguarding concerns contractual form Child's records Locked filing cabinet in a locked office All members of Trustees Ofsted Relevant authorities if deemed necessary To ensure safeguarding of the child Yes EU, non 3rd country development
Registration form Legal parent Legal guardian first name To support the childs and enable them to locate their own lunch place contractual Lunch place mat Preschool Room Preschool is locked at all times All members of staff No one NA NA NA Registration form Legal parent Legal guardian Child first name To celebrate successes, events Not contractual Newsletter Closed facebook group Preschool reception Cloud storage location Facebook group is for current parents only Preschool is locked at all times Password protected cloud storage All members of staff Trustees Existing parents Verified visitors No one NA NA NA Registration form Legal parent Legal guardian Child first name To support child and enable Contractual Room attendance tree Preschool Room Preschool is locked at all times All members of Trustees Existing parents Verified visitors No one NA NA NA Registration form Legal parent Legal guardian Child first name To enable artwork to be owned and the child to be publically proud of their achievement Not contractual Artwork naming Preschool Room Preschool is locked, only expected visitors are permitted access to the preschool All members of staff Trustees Existing parents Verified visitors No one NA NA NA Registration form Legal parent Legal guardian first name To enable to be aware of important facts (medical, collection Contractual Important notices on whiteboard Preschool Room Preschool is locked at all times All members of staff Trustees Existing parents Verified visitors No one NA NA NA
Registration form Legal parent Legal guardian Child first name Ofsted requirement to justify funding allocations contractual Funding allocation sheet Filing cabinet Locked filing cabinet in a locked office Manager Administrator Trustee's Ofsted No one NA NA NA Registration form Legal parent Legal guardian Child first name To support compliant contractual Complaint recording form Child's records Locked filing cabinet in a locked office All members of staff Trustee's Ofsted No one NA NA NA Registration form Legal parent Legal guardian Parent 1 first name To support compliant contractual Complaint recording form Child's records Locked filing cabinet in a locked office All members of staff Trustee's Ofsted No one NA NA NA Registration form Legal parent Legal guardian Child first name To support safeguarding concern contractual Cause for concern form Child's records Locked filing cabinet in a locked office All members of staff Relevant authorities if deemed necessary To ensure safeguarding of the child Yes Within EU, non 3rd country Registration form Legal parent Legal guardian Parent 1 date of To support safeguarding concern contractual Cause for concern form Child's records Locked filing cabinet in a locked office All members of staff Relevant authorities if deemed necessary To ensure safeguarding of the child Yes Within EU, non 3rd country Registration form Legal parent Legal guardian Parent 1 full name To support safeguarding concern contractual Cause for concern form Child's records Locked filing cabinet in a locked office All members of staff Relevant authorities if deemed necessary To ensure safeguarding of the child Yes Within EU, non 3rd country
Registration form Legal parent Legal guardian Parent 1 full address To support safeguarding concern contractual for concern form Child's records Locked filing cabinet in a locked office All members of staff Relevant authorities if deemed necessary To ensure safeguarding of the child Yes Within EU, non 3rd country Registration form Legal parent Legal guardian Child full address To support safeguarding concern contractual Cause for concern form Child's records Locked filing cabinet in a locked office All members of staff Relevant authorities if deemed necessary To ensure safeguarding of the child Yes Within EU, non 3rd country Registration form parent Legal guardian Child date of birth To support safeguarding concern contractual Cause for concern form Child's records Locked filing cabinet in a locked office All members of Relevant authorities if deemed necessary To ensure safeguarding of the child Yes Within EU, non 3rd country Cause for concern form Legal parent Legal guardian Parent 1 signature To support safeguarding concern contractual Cause for concern form Child's records Locked filing cabinet in a locked office All members of staff Relevant authorities if deemed necessary To ensure safeguarding of the child Yes Within EU, non 3rd country Registration form Legal parent Legal guardian Child first name Ofsted requirement; to record accidents involving a child contractual Accident form Filing cabinet Locked filing cabinet in a locked office All members of staff No one NA NA NA Accident form Legal parent Legal guardian Parent 1 signature Ofsted requirement; to confirm parent has been made aware contractual Accident form Filing cabinet Locked filing cabinet in a locked office All members of No one NA NA NA
Registration form parent Legal guardian Child first name Ofsted requirement; to record for whom nappies have been changed and by whom contractual Nappy change record Preschool Toilets Preschool is locked at all times All members of staff Trustees Ofsted No one NA NA NA Registration form Legal parent Legal guardian Child first name To ensure permission has been provided for a particular activity / action contractual Permission records Locked filing cabinet in a locked office All members of staff Trustee's Ofsted No one NA NA NA Accident form parent Legal guardian Parent 1 signature To ensure permission has been provided for a particular activity / action contractual Permission slips Child's records Locked filing cabinet in a locked office All members of staff Trustee's Ofsted No one NA NA NA Registration form parent Legal guardian Parent 1 passport (copy of) (incls. Passport number) Funding application requirement; To validate parent identify contractual Funding application form Child's records Locked filing cabinet in a locked office Government funding team All members of staff No one NA NA NA Registration form Legal parent Legal guardian Birth certificate (copy of) Funding application requirement; To validate childs identify contractual Funding application form Child's records Locked filing cabinet in a locked office Government funding team All members of staff No one NA NA NA Registration form Legal parent Legal guardian Child first name To ensure Key Persons know who their Key children are; key children assignment contractual Key person list Preschool Office Office is locked All members of staff Trustees Verified visitors No one NA NA NA
Registration form Legal parent Legal guardian Parent 2 passport (copy of) (incls. Passport number) Funding application requirement; To validate parents identify contractual Funding application form Child's records Locked filing cabinet in a locked office Government funding team All members of staff No one NA NA NA Registration form Legal parent Legal guardian Parent 1 signature To confirm that the parent / guardian has provided us with permission to hold the provided PII information and agrees with our privacy policy contractual form Child's records Locked filing cabinet in a locked office All members of staff Trustees No one NA NA NA Child Staff member Child photograph To support Ofsted required development observations of the child Not contractual Shoe drawers Preschool Room Preschool is locked at all times All members of staff Trustees Existing Parents Verified visitors No one NA NA NA Child Staff member Child photograph To support the childs and enable them to locate their own peg without them having to be able to read Not contractual Peg Preschool Room Preschool is locked at all times All members of Trustees Existing parents Verified visitors No one NA NA NA