Privacy Notice

A Privacy Notice is the statement that tells you who is collecting information about you and what it is used for. This helps organisations to comply with the data protection law that requires personal date to be obtained for specified and lawful purposes.

Rainbow Nursery and Rainbow Preschool deliver childcare to children aged 0-5 years old. The staff employed at both sites will collect information about each child and their parents and or carers.  This is in accordance to the Early Years Foundation Stage (EYFS), Data Protection Act (1998) and the GDPR (2018). This is both contractual and for emergencies.

This privacy notice informs you about:

  • What information is collected about your child and you as a parent/carer.
  • What the information is used for.
  • Whom the information is shared with.
  • How the information is stored.

The information we are required by law and as an Ofsted requirement to hold for each child is as follows:

  • Full Name (legal and chosen)
  • Date of Birth
  • Gender
  • Home Address (including postcode)
  • Ethnicity and religious persuasion
  • First Language
  • Special Educational Needs requirements
  • Dietary requirements
  • History of immunisations
  • Medical needs

Whenever your child attends our facility we will also monitor and record the following:

  • Attendance
  • Attainment
  • Physical Development
  • Pre assessment record check
  • Routines
  • Children’s photos (once permission has been granted to use in observations, learning journeys and around the nursery on display boards with the first name only

We collect the parent/carers:

  • Full Name
  • Date of Birth
  • National Insurance (NI) or National Asylum Support Service (NASS) Number.
  • Address (including postcode)
  • Occupation Details
  • Bank detail (if applicable)

Other information we collect:

  • Who has legal responsibility and legal contact with the child
  • Emergency contact information
  • Authorised persons to collect
  • Security passwords and photo identification
  • Information if the child stay with anyone other than immediate family
  • Doctors and health visitor details
  • Any other agencies or childcare providers associated with the family

In accordance  to the Early Years Foundation Stage (EYFS) we must maintain records and share information (with parents and carer, other professionals working with the child, the police, social services and Ofsted) to ensure the safe and efficient management of the setting, and to help ensure the needs of all children are met. Providers must enable a regular two-way flow of information with parents/carers, and between providers, if a child is attending more than one setting.

Confidential information and records about children are held securely and only accessible and available to those who have a right or professional need to see them.

The information may be used in order to safeguard the children within our care. Sharing information where deemed appropriate in accordance with the 7 golden rules of information sharing.

The information will be used to claim Early Years Education Funding for eligible 2, 3 and 4 year olds and if applicable the Early Years Pupil Premium for eligible 3 and 4 year olds.

With your agreement the Local Authority will use this information to enable your child’s Early Years Provider to claim the funding your child is entitled to in the current and future academic years for the purposes of Early Years Pupil Premium. The Local Authority may also use this information when your child begins school to check your child’s entitlement for Free School Meals. This Eligibility also awards your child’s school pupil premium which will directly benefit your child’s learning.

The local authority may request a copy of your agreement with your child’ Early Years Provider to support the funding claim and as part of the compliance function they perform to check that the funding is being claimed appropriately.

The information we collect on your child is also used to help us monitor yours child’s progress and achievements during their time spent with us, and to identify any additional educational or early year’s services that can be offered to support your child’s overall development and help them prepare your child for school.

Rainbow Nursery and Rainbow Preschool will share information with other settings and external agencies only after we have sought permission from you. Safeguarding concerns will be the only time permission may not be sought to speak to other agencies.

As your childcare provider, it is our responsibility to forward your children’s registration details to the Local Authority (LA) – in our case Hull City Council. Hull City Council will use this information to carry out a number of activities. These include:

  • Monitoring the learning and development attainment levels in accordance with the EYFS though termly PVI data collection
  • Assessment of planning of early years childcare places and services offered throughout the city to meet the needs of children and their families
  • Sharing information with external agencies to support children with additional or medical needs and requirements
  • Informing current and future educational settings of your eligibility status for additional funding.
  • Calculating Early Educational funding (EEF) received by childcare providers
  • Sharing with another setting, the number of EEF hours previously claimed for a child to avoid double funding claims for the same child
  • Making an assessment of any Special Educational Needs and/or Disabilities (SEND) a child may have
  • Monitoring the number of statutory EYFS 2 year progress checks. Inform the development of Early Years Quality Improvement programmes, including moderation activity and future targeted and universal support to providers
  • Implement 2 year old checks with the contribution of parents and to liaise with health visitor

All paperwork regarding personal information about your child and family is stored in the office, in a locked filing cabinet. Information regarding children’s learning and development is stored in individual learning journey in the children’s key person box within their rooms.

Your child’s full name and date of birth is printed on our daily registers. The registers are stored in the office when not in use.

Rainbow nursery has computers, laptops, Ipad and tablets within the setting these are all password protected. The main office computers are only used by the management team.  Emails are only sent and received by the office computer also.

Records relating to individual children must be retained for a reasonable period of time after they have left our provision. Rainbow refers to the document ‘retention periods for records’ to ensure we retain personal data records for the correct amount of time. There are certain records the Rainbow Nursery and Rainbow Preschool must retain, you have the right to ask for additional data to be handed over to you or Rainbow will destroy it appropriately.

Photographs are deleted from the camera and computer straight away after they have been printed.

Under the data protection legislation, parents/carers have the right to request access to information held by Rainbow Nursery and Rainbow Preschool and parents/ carers can withdraw consent at any time (other than the information needed by law). 

If you have any concerns about how  Rainbow Nursery and Rainbow Preschool  are collecting and storing personal data, we request that you raise your concerns in the first instance to Claire Kinsley (Rainbow Nursery Manager) or Racheal Fischer (data protection officer).

Alternatively, you can contact the Information Commissioner’s Office at


Employee’s personal details will be obtained and held in the filing cabinet.  This will include medical history, next of kin and emergency contacts.

References will be sought from two sources. A DBS check will also be sought.

Evidence of previous qualifications, if necessary will be asked for.

Consent will be granted to use their photographs on display around the setting including their names and level of qualification. Photographs may also be used on our social networking sites with permission sought.


Those who wish to volunteer on a regular basis (regular constitutes attending once a fortnight) will be required to give personal information consisting of full name, address and contact telephone number.  A DBS CHECK will be sought.

Parent Helpers

Parent helpers will be asked to sign in to the visitors book and Rainbow Nursery and Rainbow Preschool will hold a record of who volunteered and when.


Details of address, next of kin, medical needs and requirements, doctor’s contacts and telephone numbers will be sought so we know who to contact in a case of emergency.

Information on the type and base of course or college will be needed before any student will be given work placement to ensure that students are registered with an educational provider.

DBS checks will be sought if applicant is aged 18 or over.

Personal Achievements; Staff (Key persons) will collate information regarding observations made on individual children’s attainments. This allows us to plan for their individual progression.

SENCO; at any time children may have a Special Educational Need and/or disability. A separate record system is kept for the identification and monitoring of Special Educational Needs. This is stored in the office in a locked cabinet. Assessments will be kept in the child’s base room in flip chart.

Child Protection; any issues relating to Child Protection will be recorded in a separate file. Information is given to those on a need to know basis only. The well-being and safety of the child is paramount. This will be stored within a locked cabinet in the office.

Parent/Carer’s; names, addresses and contact numbers are kept on children’s enrolment sheets.

Records of Given Information; Information statements regarding children’s personal circumstances i.e. existing injury and child protection issues are recorded and signed.

Register Your Little Loved One With Us Today!

Rainbow Nursery
Rainbow Preschool