CONFIDENTIALITY POLICY

The Pre-School’s work with children and families brings us into contact with confidential information.
We aim to ensure that all parents and carers can share their information in the confidence that it will
only be used to enhance the welfare of their children. We have record keeping systems in place that
meet legal requirements and how we store and share the information takes place within the framework
of the General Data Protection Regulations 2018 and the Human Rights Act 1998.

To ensure that all those using and working in the Pre-School can do so with confidence, we will respect
confidentiality in the following ways:

Procedures

Children’s Developmental Records - These include observations of children in the pre-school setting,
photographs and samples of their work and our Pre-school progress records.

 Records are kept by the Keyperson in the child’s Learning Journal. They are contributed to by
staff, the child and the child’s parents and will be shared with the parents regularly and at any
time upon parental request.
 Parents will have ready access to the records of their own child but will not have access to
information about any other child.
 Children’s developmental records will not be shared with any other settings or outside agencies
except with prior parental written consent. If a child attends another setting we will establish a
regular two way flow of appropriate information with parents and other providers. Where
appropriate we will include comments from other providers, as well as parents and carers into
the child’s records.

Personal Records - these include registration forms, accident and incident records and correspondence
concerning the child or family. Correspondence and reports concerning the child and ongoing records of
relevant contact with parents, together with observations by staff on any confidential matter involving
the child, such as developmental concerns or child protection matters, are kept secure by the Pre-school
Manager (see our Privacy Notice)..

 Parents may have access to their child’s personal information on written request to the Pre-
school Manager. The setting will normally make such information available within 28 days. Any
third parties, including family members, who may be referred to in the record, will be written to
and if they do not consent to part of the disclosure their name will be removed before the
parents can view the information.
 Our staff will not discuss individual children, other than for purposes of curriculum
planning/group management, with people other than the parents/carers of that child. Staff
induction includes an awareness of the importance of confidentiality.
 Children’s records are kept securely for the relevant period of retention (see the Retention table
and Privacy notice.

Other Records
 Issues to do with the employment of staff, whether paid or unpaid, will remain confidential to
the people directly involved with making personal decisions.

Scout Hall Preschool Ltd Policy & Procedures – reviewed 21/07/2022

  Students on NVQ’s or other recognised courses observing in the Pre-School will be advised of our
confidentiality policy and required to respect it.

All the undertakings above are subject to a paramount commitment of the Pre-School, which is to the
safety and well being of the child. Please see our policy on Safeguarding Children.

Provider Records – We keep records and documentation for the purpose of maintaining the business.
These include records pertaining to our registration, financial records, risk assessments, staff
employment records and names, addresses and telephone numbers of anyone else in regular contact
with the children. These confidential records are maintained and processed in accordance with the
General Data Protection Regulations 2018, (see our Data Privacy notice).

Procedures
 All records are kept securely and in an orderly way by the Pre-school Manager
 Our financial records are kept up to date for audit purposes
 We maintain Health and Safety records which includes risk assessments, details of checks, and
inspections and guidance etc.
 Our OFSTED Registration Certificate is displayed
 Our Public Liability Insurance Certificate is displayed
 All employment and staff records are kept securely and confidentially
We notify OFSTED of the following:
 Any change of the address of our setting
 Any change to our premises which may affect the space available or the quality of the
childcare we provide
 Any change to the providers contact information
 Any change to the person managing the provision
 Any significant event which is likely to affect our suitability to look after children
 Any other event as detailed in the Statutory Framework for the Early Years Foundation 2017.

The Confidentiality Policy should be read in conjunction with our Data Protection Policy

Scout Hall Preschool Ltd Policy & Procedures – reviewed 21/07/2022