Behaviour management policy
At N we focus on promoting positive behaviour to encourage children to learn by good example. Our staff demonstrate to the children how to be a good role model, for example remembering to say please and thank you. We praise all attempts at good and positive behaviour and distract them to stop undesirable behaviour - this way children learn the benefits of listening and being helpful. We try to focus our teaching with the children on things they can do, rather than telling them what they can't do, for example, if a child is throwing toys, we will show them what they can throw, and find a ball for an activity which involves making friends. We work closely with parents to ensure continuity as much as possible; we will manage inappropriate behaviour and inform parents/carers. Whilst in the nursery, staff should use a gentle, calm tone, and child friendly and age appropriate language when dealing with undesirable behaviour. Staff will always keep calm and should never show that undesirable behaviour has had any impact on them.
We take a partnership approach to addressing any challenging behaviour, encouraging parents and carers to work with the nursery team and to support any behaviour management techniques and use them at home as well as at nursery.
Staff cannot give information about other children in the nursery, so cannot disclose who has bitten a child or who your child has bitten. Very young children do not bite maliciously, they bite because they don’t know how else to act or react. We deal with events when they happen but also have preventative measures to stop reoccurrence, through investigating potential causes and remedying these.
For children who are teething, we provide chilled teethers and, with parental consent, can offer herbal teething granules.
Concerns and complaints procedures
N has an open door policy to welcome parents and carers at all times. Our culture is one of accountability, communication and transparency in order to engender and maintain trust with parents and carers. We constantly strive to provide a continuously improving environment that operates at a high standard. To that end, we work in partnership with parents/carers and outside agencies and we welcome any comments or suggestions that will help us to improve.
We understand that from time to time, there may be occasions when issues become sufficiently important that escalation is required. It is therefore the responsibility of nursery management to ensure that parents/carers have clear access to information that will assist this need.
The purpose of this policy is to clarify how complaints and escalation can be made in a confidential, transparent and effective way. It outlines the procedures from discussion with the key person and lead educator through to Nursery Manager and Head of Education. If the issue is still unresolved how to take this further to the N Family Club Leadership team, and if at this stage you are still unhappy with the outcome methods for contacting Ofsted and the Local Authority including through our self-reporting policy.
Equality & diversity policy
N is committed to providing equality of opportunity and anti-discriminatory practice for all children and families according to their individual needs. We foster a positive atmosphere of mutual respect and trust among children and staff. We will provide equal opportunity and inclusion for all children and their families, regardless of gender, ethnic origin, race, colour, sexual orientation, marital status, family structure, social grouping, nationality, age or disability. We will deal with all forms of discrimination consistently, promptly and efficiently. We will recruit, select, train and promote individuals on the basis of occupational skills requirements, with no regard to age, sex, gender reassignment, disability, marriage or civil partnership, race, religion or belief, sexual orientation and pregnancy or maternity which cannot be justified as being necessary for the safe and effective performance of their work or training. Promote fundamental British Values of democracy, rule of law, individual liberty, mutual respect and tolerance for those with different faiths and believes. Provide an inclusive environment for any children with learning difficulties and/or disabilities. Ensure there is equal access to all areas of the curriculum for all the children at our nurseries. Include and value the contribution of all our families to our understanding of equality, inclusion and diversity.
Failure to collect procedure
N Family Club offers a more flexible approach to nursery provision. We offer a flexible hour either side of our core hours in which parents can discretionarily drop off or pick up outside of core hours. However, this flexibility has its boundaries. For both the child’s safety and emotional wellbeing, and for operating staff out of hours on site, this is our lateness / escalation procedure which is initiated if we have not had contact from parents or carers within certain thresholds of the expected pick up time. This starts with attempts to contact the immediate parents or carers, ten minutes past the expected collection time. If we are unable to reach you, we will then try the emergency contacts.
Fire prevention, maintenance & emergency evacuation procedure
The team at N are vigilant against fire and risk of fire and always ready for evacuation procedures at any time. Our local evacuation procedures are documented and tested. Weekly alarm tests and regular fire drills are in operation. Prevention and maintenance procedures (for example professional checking fire safety equipment) are also in place to minimise the risk of fire.
Health & safety policy
All reasonably practicable actions will be taken to ensure the maintenance of a safe and healthy working environment, the health and safety of all persons, and to prevent damage to nursery property, by promoting awareness of legal, personal and economic responsibilities.
Daily risk assessments enable us to action any issues as required. We also run in depth yearly risk assessments to review our environment and ensure its continued suitability.
Management has a responsibility to:
• provide and maintain safe and healthy working conditions taking account of any statutory requirements;
• provide training and instruction to enable employees to perform their work safely and efficiently;
• make available all necessary safety devices and protective equipment and to supervise their use;
• maintain a constant and continuing interest in health and safety matters applicable to the Nursery’s activities, in particular, by consulting and involving employees or their representatives wherever possible.
All employees have a duty to:
• Work safely and efficiently;
• Use protective equipment provided and by meeting statutory obligations;
• report incidents that have led or may lead to injury to people or damage to property, plant or equipment;
• adhere to the Nursery Procedures for securing a safe workplace;
• assist in investigation of accidents in order to introduce new measures to prevent a recurrence.
Illness and infection procedures
We promote the good health of children attending nursery and take necessary steps to prevent the spread of infection. This policy and set of procedures are to ensure that children who become unwell whilst at the nursery are treated with sensitivity and respect, and to help us protect other children from illness and the spread of infection.
Children should not be left at nursery if they are unwell. If a child is unwell then they will prefer to be at home with their parent/carer rather than at nursery with their peers.
Exclusion periods as defined by Public Health England (Guidance on Infection Control in Schools and other Childcare Settings (2016)) will be followed. Click here
for more details.
Lost or missing child procedures
The child’s welfare is our key concern. If a child is unexpectedly absent from nursery, or repeatedly absent, we will locate the child and ascertain their welfare. While under our care, if a child is missing for more than 15 minutes, the police and child’s parents/carers will be informed.
Medication administration procedures
Children should not be left at nursery if they are unwell, but there may be cases where a child requires medication during their time with us. If a child requires medicine we will familiarise ourselves with the child’s needs and will ensure this information is kept up-to-date.
When dealing with medication of any kind in the nursery, strict guidelines will be followed. Senior Educators will only administer prescription medicine from it's original packaging with written consent from the parent or carer. If the nursery manager, deputy manager or supervisor feels a child is unwell then they will contact the parent/carer and ask for the child to be collected from the nursery.
No smoking policy
Smoking is a proven health risk and therefore in accordance with childcare legislation, the nursery operates a strict “No Smoking Policy” within its buildings and grounds, and when on excursions off-site.
Safeguarding children policy
Children’s welfare is at the centre of everything we do. We follow guidelines from the Local Safeguarding Children’s Board (LSCB) on how to protect children from harm by others and provide them with safe and effective care.
Safeguarding children runs through every core policy and procedure we have, from safe recruitment and DBS checks of staff, to daily activities and training all members of staff on how to recognise any signs and symptoms of possible abuse.
We respond immediately to any concerns for a child’s welfare and will share all relevant information with the respective statutory child protection agencies (children’s services and/or police) without delay when required.
All our staff complete an induction training programme and regular refreshers on how to recognise and respond to signs and symptoms of potential abuse and neglect as well as how to identify children at risk of being drawn into terrorism and to challenge extremist ideas. Volunteers and visitors are never left unsupervised and we have enhanced security on our entrances and exits, as well as CCTV throughout the building.
We ensure that everyone in the N Family Club team maintains focus on safeguarding reflected through sound individual practice and knowledge, and through internal policies and guidance.
We aim to foster an environment that encourages children to develop a positive self-image regardless of race, religion, culture, sexuality, disability, gender or background, where everyone feels valued. We expect children to establish and sustain satisfying relationships within their families, with peers and other adults, and we hope to support children to develop a sense of autonomy and independence within their community.
Throughout the daily routine the children’s environment is risk assessed to ensure its continued suitability for the safety and security of all children. We also teach children methods to handle potential risks from situations such as crossing the road safely and walking with scissors so that children can develop and understanding of how and why they need to keep safe. At whatever level we identify risks, we highlight them and seek to ensure that appropriate steps are taken to safeguard the children concerned.
N is for Nursery endeavours to build trusting and supportive relationships with the families of children who attend. With the understanding that the care and safety of children is paramount, we do all in our power to support and work with you at all times.
Special educational needs and disabilities policy
N is a fully inclusive setting following the guidelines from the SEND code of practice and the local offer. All our staff are trained in how to assess children's learning putting measures into place of how to support development and progression. In any situations where we feel your child may benefit from some extra support, we are committed to putting measures into place to tailor the curriculum to suit your child's individual needs. We operate a four-stage graduated approach for supporting children: “assess, plan, do, review”. All early years educators monitor each child’s learning and development through accurate observation and assessment. Through this process, we can identify any child who may be experiencing difficulties in specific areas and organise additional support to enhance their progression by writing up an individual support plan (ISP). We’ll invite you in to discuss their progress with the nursery’s appointed Special Educational Needs Co-ordinator (SENCO) to discuss next steps and best strategies. If, after reviewing their progression we agree that the child is still not making sufficient and age appropriate progress, we will seek and follow advice from outside agencies such as Speech and Language Therapy. At this point a meeting will be held and new targets set based on the expertise of the professionals involved. You will meet with the nursery's SENCO every 6-8 weeks to discuss your child's development and strategies used ensuring consistency.
Staff induction procedures
We will ensure that by following a safe recruitment process we fulfil and exceed our duty of care to safeguard and protect children from unsuitable adults. We will enable new staff to understand N’s Policies and Procedures, culture and standards. We will ensure that staff appointed to posts involving teaching and care responsibilities are completely up to date with the nursery’s and their responsibilities regarding all nursery policies, including Safeguarding, through our in-house training and induction procedures. Staff appointed will understand and support the culture of N, have the right attitudes and approaches to support our values and continuously improve both themselves (through the training and development framework of the N Academy) and the setting (standards of care and education for children, policies and processes, service for families). Specifically, staff will be made aware of emergency evacuation procedures, safeguarding, child protection, the N is for Nursery equality policy, and health and safety issues. We will also ensure that any specific staff requirements are taken into account.
Staff recruitment policy & procedure
We have a rigorous recruitment and selection process enabling us to only recruit staff with the necessary skills and cultural fit to enable the Nursery to operate at its best and to contribute to the N Family Club culture and values. The Recruitment and Selection Policy and Procedures provides guidance to managers and others involved with recruitment – both selection and appointment of staff. We commit to following a safe recruitment process to fulfil and exceed our duty of care to safeguard and protect children from unsuitable adults. We will apply this policy every time we recruit a new member to our nursery staff. We will ensure that staff appointed to posts involving teaching and care responsibilities are qualified to carry out such duties or are working towards an appropriate qualification. We will select for staff who are a good cultural fit for N, have the right attitude and approach to support our values and continuously improve both themselves (through the training and development framework of the N Academy) and the setting (standards of care and education for children, policies and processes, service for families).
The recruitment process reflects and demonstrates our culture and values. The process is candidate-centric, giving the best possible candidate experience and offering the candidate an opportunity to see how N operates, showcase our culture and high levels of care, education and service.
We will ensure that individuals are recruited, selected, trained and promoted on the basis of their own skills, qualification and experience. By doing this we will ensure that everybody will be treated equally on the grounds of gender, ethnic origin, race, colour, sexual orientation, marital status, nationality, age or disability.
Staff suitability checking procedure
We are committed to safeguarding and promoting the welfare of children. We operate a safe recruitment policy. The nursery will ensure all staff, including contractors, bank staff, students and volunteers, are suitable to work with children.
Checks are carried out via enhanced Disclosure and Barring Service (DBS) clearance checks as well as other sources, such as employer references, identity checks and qualification checks, amongst others. We aim to have checks completed for all staff prior to their work commencing, but in exceptional cases, any staff whose checks are still awaiting completion will be able to undertake limited duties but will not be allowed to work unsupervised at any time and will not have access to children's records.
All visitors will be greeted at the main reception, which is the only access point for visitors, and asked to sign in and out. Unexpected or unknown visitors may be asked to make an appointment and provide contact details to return for their visit another time. All visits are recorded on the calendar to allow all staff to see who is expected on the premises at all times. Visitors are never left unaccompanied or unsupervised with children at any time. Visitors are defined for this policy as anyone who is not a current child's parent or carer or authorised explicitly by parents/carers to drop off or pick up a child at the nursery and is known to staff.
Fees, Terms & Conditions
Open 7am - 7pm, Monday - Friday.
We’re open 51 weeks per year.
Standard day: 8am - 6pm
You can extend this by up to an hour each way at the same hourly rate on a pay as you go basis
We require a minimum of 3 standard full days across the week. This plan must include either a Monday or Friday.
Please check out individual fee sheets for relevant daily / monthly fees. Fees include all meals, snacks, formula for infants, nappies and trips. Fees are due in advance, and we issue invoices mid-month for the following month. Unfortunately there can be no refunds for sickness or holidays.
– Fees are calculated based on the 51 weeks of the year that N is open, averaged into 12 monthly payments i.e. each invoice is for 4.25 weeks
– Bank / public holidays & INSET days are payable in full
– N is closed between Christmas & New Year - please note you will not be charged for this period
– Fee increases are applied in April and are calculated on the previous year’s running costs
– Any places outside of the standard plans are offered at the manager’s sole discretion
Monthly invoices are issued mid-month for the following month.
You can extend the standard day (8-6pm) by up to an hour each way - this is charged at your standard hourly rate on a pay as you go basis.
EMERGENCY DAY SWAPS
Subject to availability, in cases of sickness or unforeseen absence, we can offer a maximum of 1-day swap per month, to be used in the same calendar month. An admin fee of £10 will be payable. Bank holidays and nursery closures are exempt.
AD HOC DAYS
Subject to availability, you can purchase extra ad hoc days at the standard daily rate. Ad hoc days can booked a maximum of two weeks before the requested date.
Please note, we do not allow plan swaps between families or between siblings. Please contact Front of House with any inquiries.
There is a 7% discount if you have two siblings in nursery at the same time. The discount is applied to the child with fewer sessions, or to the oldest child if equal number of sessions, for as long as you have two or more children with us.
There are multi-day discounts on our standard day rates if you are taking 4 full days (5% discount) or 5 full days (7.5% discount).
Unless you are taking a place in a newly launching nursery, intake happens at the beginning of every month. Minimum attendance is 3 full days (this plan must include either a Monday or Friday). All conditions are subject to availability.
In order to register your child for N Family Club please send an enquiry form via the ‘Get in touch’ button on our site. One of our team will then book you in for an introductory call.
To join the waiting list at N, parents are required to pay a registration fee of £100. On accepting a place, this fee will become a non-refundable joining fee. If you decide to leave the waiting list, your £100 will be refunded.
Once your payment has been received you will be sent an email confirming that you are on the waiting list.
We will need to know your child’s date of birth, the month & year that you would like her/ him to start and for how many days a week.
Availability is assessed on a quarterly basis, taking in to account any leavers or room moves. We will inform you if a place comes available. If your child does not receive a place to start at the requested time, they will remain on the waiting list until a place becomes available. If you wish to be removed from our waiting list at any time we will refund the registration fee.
If our waiting lists are closed, we will invite you to join our N Updates mailing list, via which we’ll let you know of any new nursery openings and waiting list
ALLOCATION OF PLACES:
Places are offered on the basis of the following order of priority:
1) A child who is currently at N, wishing to increase sessions
2) A child with a sibling already at the nursery
3) The date of registration for the waiting list
Even though N offers a sibling priority on the waiting list, we still require parents to register their younger siblings as early as possible. We cannot always guarantee a place, though try our best to accommodate everyone.
If you are top of the waiting list, we will automatically offer you any places that become available, even if the days that have become available do not match your first preference. If you don’t take the offered days, please note that your child will be placed back at the top of the waitlist until your preferred days are available.
When you are offered a place, you will be given two days to accept the place, otherwise we will offer it to the next person on the list.
ACCEPTING A PLACE:
In order to accept a place, you are required to pay a place acceptance fee of £400 which will be deducted from your first month ́s invoice. At the point you accept a place, your £100 refundable waiting list registration fee will become a non-refundable £100 joining fee. Upon receipt of your acceptance fee and a signed parent contract we will confirm your sessions are secure. At this stage we will also require key information about your child for your nursery app profile, and a copy of your child’s birth certificate.
N will be in touch 6 weeks ahead of your start date to set up a convenient time for a home visit and to schedule the settling in times, which usually take place over 3 sessions in the week prior to the agreed start date. There is no charge for the settling sessions.
CANCELLING A CONFIRMED PLACE (PRIOR TO STARTING):
Should you wish to cancel your child’s place at N prior to starting, we ask that you inform us as soon as possible. Neither your £400 place acceptance fee or your £100 joining fee will be refunded.
The registration fee and deposit will need to be paid directly into our bank account via our online payment portal. Please get in touch with Kat for more information.
NOTICE OF LEAVING OR DECREASING NUMBER OF DAYS:
Two calendar months notice is required if parents which to decrease the number of days or if their child is leaving and must be submitted in writing.
For parents/carers of children in their final year with us before leaving for a reception class, we assume that your child’s last day will be at the end of August (31st August or the last schedule session prior to that date) unless you inform us otherwise with a month’s written notice.
LATE PAYMENT OF FEES:
Fees are payable one month in advance on the last working day of the previous month. A late payment fee of 0.5% of your outstanding balance will be applied daily to the accumulative balance.
We encourage parents to communicate with us if they are having difficulty paying their fees as it may be possible to set up a payment plan to support you.
Unfortunately, if an outstanding balance runs into the third week of the month following an unpaid invoice without agreement being reached with the parents/carers then the nursery will be forced to suspend the child’s entry. This remains the case until an agreement is put in place.
The nursery uses an agency that takes over the responsibility of any unpaid fees.
THE KIND OF INFORMATION WE HOLD ABOUT YOU
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
There are “special categories” of more sensitive personal data which require a higher level of protection, such as information about a person’s health or sexual orientation.
We will collect, store, and use the following categories of personal information about Employees:
Personal contact details such as name, title, addresses, telephone numbers, and personal email addresses.
Date of birth.
Marital status and dependants.
Next of kin and emergency contact information.
National Insurance number.
Bank account details, payroll records and tax status information.
Salary, annual leave, pension and benefits information.
Start date and, if different, the date of an Employee’s continuous employment.
Location of employment or workplace.
This may include copies of driving licence, passport, utility bills to enable us to process an enhanced DBS check.
Recruitment information (including copies of right to work documentation, references and other information included in a CV or cover letter or as part of the application process).
Employment records (including job titles, work history, working hours, holidays, training records and professional memberships).
Personnel files and training records including performance information, disciplinary and grievance information, and working time records.
Information about your use of our information and communications systems.
Records of any reportable death, injury, disease or dangerous occurrence.
We may also collect, store and use the following “special categories” of more sensitive personal information:
Information about an Employee’s race or ethnicity.
Information about an Employee’s health, including any medical condition, accident, health and sickness records, including:
where an Employee leaves employment and the reason for leaving is determined to be ill-health, injury or disability, the records relating to that decision;
details of any absences (other than holidays) from work including time on statutory parental leave and sick leave; and
where an Employee leaves employment and the reason for leaving is related to their health, information about that condition needed for pensions and permanent health insurance purposes.
We will collect, store, and use the following categories of personal information about Children:
Date of birth
Attendance information, such as sessions attended, number of absences, absence reasons and any previous settings attended
Photographs and video clips of the Child for their Famly profile, learning journals and for general display purposes
Emergency contact should Parents be unavailable and the emergency contact’s contact details
Learning Journal for each Child containing the work of the Child whilst at the Nursery, observations about the Child’s development whilst at the Nursery from Employees of the Nursery, specific examples of the Child’s progress, photographs demonstrating the Child’s development whilst at the Nursery, and personal details of the Child (e.g. their date of birth) (“Progress Report”)
Records relating to individual Children e.g. care plans, common assessment frameworks, speech and language referral forms
Accidents and pre-existing injuries forms
Records of any reportable death, injury, disease or dangerous occurrence
Observation, planning and assessment records of Children
Special educational needs (including the needs and ranking)
We may also collect, store and use the following “special categories” of more sensitive personal information:
Information about a Child’s race or ethnicity, spoken language and nationality.
Information about a Child’s health, including any medical condition, allergies health and sickness records.
Information about a Child’s accident or incident reports including reports of pre-existing injuries.
Information about a Child’s incident forms / child protection referral forms / child protection case details / reports.
We will collect, store, and use the following categories of personal information about Parents:
Telephone numbers, and personal email addresses.
National Insurance number.
Bank account details.
We may also collect, store and use the following “special categories” of more sensitive personal information:
Information about a Parent’s race or ethnicity, spoken language and nationality.
Conversations with Parents where Employees of the Nursery deem it relevant to the prevention of radicalisation or other aspects of the governments Prevent strategy.
WHY WE COLLECT AND USE PERSONAL INFORMATION
The personal data collected is essential, in order for the Nursery to fulfil their official funcation and meet legal requirements.
We collect and use Children’s information for the following purposes:
To support learning
To monitor and report on attainment progress
To provide a high quality of care
To assess the quality of our provision
To keep children safe
To meet the statutory duties placed upon us
HOW IS YOUR PERSONAL INFORMATION COLLECTED?
We collect personal information about Employees through the application and recruitment process, either directly from candidates or sometimes from an employment agency or background check provider. We may collect additional information from third parties including former employers, credit reference agencies or other background check agencies, such as the Disclosure and Barring Service.
We will collect additional personal information in the course of job-related activities throughout the period of when an Employee works for us.
CHILDREN & PARENTS:
We collect personal information about Children and Parents from when the initial enquiry is made by the Parents, through the enrolment process and until the Children stop using the Nursery’s services.
HOW WE WILL USE INFORMATION ABOUT YOU
We will only use Your personal information when the law allows us to. Most commonly, we will use Your personal information in the following circumstances:
1. Where we need to perform the contract we have entered into with You.
2. Where we need to comply with a legal obligation.
3. Where it is necessary for our legitimate interests (or those of a third party) and Your interests and fundamental rights do not override those interests.
We may also use Your personal information in the following situations, which are likely to be rare:
1. Where we need to protect Your interests (or someone else’s interests).
2. Where it is needed in the public interest or for official purposes.
Situations in which we will use Employee personal information
We need all the categories of information in the list above (see Employee section within the Paragraph entitled ‘The Kind of Information We Hold About You’) primarily to allow us to perform our contracts with Employees and to enable us to comply with legal obligations. The situations in which we will process Employee personal information are listed below.
Making a decision about an Employee’s recruitment or appointment.
Checking an Employee is legally entitled to work in the UK. Paying an Employee and, if an Employee is an Employee or deemed Employee for tax purposes, deducting tax and National Insurance contributions (NICs).
Providing any Employee benefits to Employees.
Enrolling you in a pension arrangement in accordance with our statutory automatic enrolment duties.
Administering the contract we have entered into with an Employee.
Conducting performance and/or salary reviews, managing performance and determining performance requirements.
Assessing qualifications for a particular job or task, including decisions about promotions.
Gathering evidence for possible grievance or disciplinary hearings.
Making decisions about an Employee’s continued employment, engagement.
Making arrangements for the termination of our working relationship.
Education, training and development requirements.
Dealing with legal disputes involving Employees, including accidents at work.
Ascertaining an Employee’s fitness to work.
Managing sickness absence.
Complying with health and safety obligations.
To prevent fraud.
To monitor your use of our information and communication systems to ensure compliance with our IT policies.
To ensure network and information security, including preventing unauthorised access to our computer and electronic communications systems and preventing malicious software distribution.
Equal opportunities monitoring.
Some of the above grounds for processing will overlap and there may be several grounds which justify our use of an Employee’s personal information.
Situations in which the Nursery will use personal information of Children
We need all the categories of information in the list above (see Children section within the Paragraph entitled ‘The Kind of Information We Hold About You’) primarily to allow us to perform our obligations (including our legal obligations to Children. The situations in which we will process personal information of Children are listed below.
Upon consent from the Parents, Personal Data of Children will be shared with schools for progression into the next stage of their education.
Personal information of Children will be shared with local authorities without the consent of Parents where there is a situation where child protection is necessary.
The personal information of Children will be shared with local authorities without the consent of Parents for funding purposes.
Ofsted will be allowed access to the Nursery’s systems to review child protection records.
To ensure we meet the needs of the Children
To enable the appropriate funding to be received
Report on a Child’s progress whilst with the Nursery
To check safeguarding records
To check complaint records
To check attendance patterns are recorded
When a Child’s Progress Report is given to its Parent in order for that Parent to pass the same Progress Report to a school for application or enrolment purposes
Situations in which the Nursery will use personal information of Parents
We need all the categories of information in the list above (see Parents section within the Paragraph entitled ‘The Kind of Information we Hold About You’) primarily to allow us to perform our contracts with Parents and to enable us to comply with legal obligations. The situations in which we will process personal information of Parents are listed below.
The personal information of Parents will be shared with local authorities with the consent of Parents for funding purposes.
To report on a Child’s attendance
To be able to contact a Parent or a Child’s emergency contact about their Child
To ensure nursery fees are paid
CHANGE OF PURPOSE
We will only use Your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use Your personal information for an unrelated purpose, we will notify the Employee, Child or Parent, as is appropriate in the circumstances, and we will explain the legal basis which allows us to do so.
Please note that we may process an Employee’s, a Child’s or a Parent’s personal information without their respective knowledge or consent, as relevant to the circumstances, in compliance with the above rules, where this is required or permitted by law.
HOW WE USE PARTICULARLY SENSITIVE PERSONAL INFORMATION
”Special categories” of particularly sensitive personal information require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal information. We have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data. We may process special categories of personal information in the following circumstances:
In limited circumstances, with Employee or Parent explicit written consent.
Where we need to carry out our legal obligations or exercise rights in connection with Employee Employment.
Where it is needed in the public interest, such as for equal opportunities monitoring or in relation to our occupational pension scheme.
Less commonly, we may process this type of information where it is needed in relation to legal claims or where it is needed to protect an Employee, a Child or a Parents’ interests (or someone else’s interests) and the Employee, Child or Parent as is appropriate is not capable of giving consent, or where the Employee or Parent has already made the information public.
THE NURSERY'S OBLIGATIONS AS AN EMPLOYERS:
We will use particularly sensitive personal information of Employees in the following ways:
We will use information relating to leaves of absence, which may include sickness absence or family related leaves, to comply with employment and other laws.
We will use information about the physical or mental health of an Employee, or their disability status, to ensure Employee health and safety in the workplace and to assess the fitness of Employees to work, to provide appropriate workplace adjustments, to monitor and manage sickness absence and to administer benefits including statutory maternity pay, statutory sick pay, pensions and permanent health insurance.
We will use information about an Employee’s race or national or ethnic origin, religious, philosophical or moral beliefs, or an Employee’s sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting.
DO WE NEED EMPLOYERS CONSENT?
We do not need the consent of Employees if we use special categories of personal information in accordance with our written policy to carry out our legal obligations or exercise specific rights in the field of employment law. In limited circumstances, we may approach Employees for their written consent to allow us to process certain particularly sensitive data. If we do so, we will provide Employees with full details of the information that we would like and the reason we need it, so that Employees can carefully consider whether they wish to consent. Employees should be aware that it is not a condition of their contract with the nursery that they agree to any request for consent from us.
INFORMATION ABOUT CRIMINAL CONVICTIONS
We may only use information relating to criminal convictions where the law allows us to do so. This will usually be where such processing is necessary to carry out our obligations and provided we do so in line with our data protection policy.
We will only collect information about criminal convictions if it is appropriate given the nature of the role and where we are legally able to do so, which includes but is not limited to Disclosure and Barring Service (“DBS”) checks. Where appropriate, we will collect information about criminal convictions as part of the recruitment process or we may be notified of such information directly by you in the course of you working for us. We will use information about criminal convictions and offences in the following ways:
To conduct a DBS check on each Employee, to record the date of the DBS check, the number of the DBS check and the name of the body conducting the DBS check.
We are allowed to use your personal information in this way to carry out our obligations. We have in place an appropriate policy and safeguards which we are required by law to maintain when processing such data.
Less commonly, we may use information relating to criminal convictions where it is necessary in relation to legal claims, where it is necessary to protect the interests of You (or someone else’s interests) and You are not capable of giving your consent, or where an Employee or a Parent, as is relevant to the circumstances, has already made the information public.
Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention. We are allowed to use automated decision-making in the following circumstances:
Where we have notified Employees or Parents of the decision and given the Employee of the Parent as is appropriate 21 days to request a reconsideration.
Where it is necessary to perform the contract with an Employee or a Parent and appropriate measures are in place to safeguard the Employee’s, the Child’s or the Parent’s rights as is appropriate.
In limited circumstances, with explicit written consent from the Employee or the Parent, as is appropriate, and where appropriate measures are in place to safeguard Employee or Parent rights.
If we make an automated decision on the basis of any particularly sensitive personal information, we must have either explicit written consent from an Employee or a Parent as is appropriate, or it must be justified in the public interest, and we must also put in place appropriate measures to safeguard an Employee or a Parents rights as is relevant in the circumstances.
You will not be subject to decisions that will have a significant impact on You based solely on automated decision-making, unless we have a lawful basis for doing so and we have notified the Employee or the Parent as is appropriate in the circumstances.
We won’t share your information with any other organisations for marketing, market research or commercial purposes, and we won’t pass on your details to other websites. We may use your personal information for direct marketing purposes in relation to N is for Nursery Ltd products and services. You may unsubscribe directly within any communication received, by writing or via email.
We do not share information about our Employees, Children and Parents with anyone without consent unless the law and our policies allow us to do so. We may have to share Employee, Child or Parent data with third parties, including third-party service providers and other entities in the group. We require third parties to respect the security of Your data and to treat it in accordance with the law.
Why might the Nursery share Employee, Child or Parent personal information with third parties?
We will share Your personal information with third parties where required by law, where it is necessary to administer the working relationship with You or where we have another legitimate interest in doing so.
Which third-party service providers process my personal information?
”Third parties” includes third-party service providers (including contractors and designated agents), local authorities, regulatory bodies, schools and other entities within our group. The following third-party service providers process personal information about you for the following purposes:
Local Authorities – for funding and monitoring reasons (e.g. equal opportunities and uptake of funded hours)
Regulatory bodies (Ofsted) – for ensuring compliance and the safety and welfare of the children
Schools – to provide a successful transition by ensuring information about the child’s progress and current level of development and interests are shared
We will share Employees personal data regarding participation in any pension arrangement operated by a group company with the scheme managers of the arrangement in connection with the administration of the arrangements.
All data is transferred securely.
How secure is my information with third-party service providers and other entities in our group?
All our third-party service providers and other entities in the group are required to take appropriate security measures to protect Your personal information in line with our policies. We do not allow our third-party service providers to use Your personal data for their own purposes. We only permit them to process Your personal data for specified purposes and in accordance with our instructions.
When might you share my personal information with other entities in the group?
We will share Your personal information with other entities in our group to give access to our Family Club and other N settings.
What about other third parties?
We may share Your personal information with other third parties, for example in the context of the possible sale or restructuring of the business. In this situation we will, so far as possible, share anonymised data with the other parties before the transaction completes. Once the transaction is completed, we will share Your personal data with the other parties if and to the extent required under the terms of the transaction.
We may also need to share Your personal information with a regulator or to otherwise comply with the law.
How long will you use my information for?
We will only retain Your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. Retention periods differ for different aspects of your personal information, but we will aim for all data to be removed from our records 7 years after you request are available in our retention policy which is available from the manager. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of Your personal data, the purposes for which we process Your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
In some circumstances we may anonymise Your personal information so that it can no longer be associated with You, in which case we may use such information without further notice to You. Once you are no longer an Employee, or a Child benefiting from the Nursery’s services or a Parent, as is appropriate, we will retain and securely destroy your personal information in accordance with applicable laws and regulations.
RIGHTS OF ACCESS, CORRECTION, ERASURE, AND RESTRICTION
Your duty to inform us of changes
It is important that the personal information we hold about You is accurate and current. Please keep us informed if Your personal information changes during your relationship with us.
Your rights in connection with personal information
Under certain circumstances, by law You have the right to:
Request access to the personal information that we hold about you (commonly known as a “data subject access request”). This enables You to receive a copy of the personal information we hold about You and to check that we are lawfully processing it. The information is provided free of charge and we will reply within 1 month. If you would like to request a copy of your personal data, please contact the Operations Manager.
Request correction of the personal information that we hold about You. This enables You to have any incomplete or inaccurate information we hold about You corrected.
Request erasure of your personal information. This enables Employees or Parents to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove Your personal information where You have exercised Your right to object to processing (see below).
Object to processing of Your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about Your particular situation which makes You want to object to processing on this ground. You also have the right to object where we are processing Your personal information for direct marketing purposes.
Request the restriction of processing of Your personal information. This enables Employees or Parents, as is appropriate, to ask us to suspend the processing of personal information about You, for example if You want us to establish its accuracy or the reason for processing it.
Request the transfer of Your personal information to another party.
If You want to review, verify, correct or request erasure of Your personal information, object to the processing of Your personal data, or request that we transfer a copy of Your personal information to another party, please contact the Operations Manager in writing.
What we may need from You
We may need to request specific information from You to help us confirm your identity and ensure Your right to access the information (or to exercise any of Your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
RIGHT TO WITHDRAW CONSENT
In the limited circumstances where You may have provided Your consent to the collection, processing and transfer of Your personal information for a specific purpose, You have the right to withdraw Your consent for that specific processing at any time. To withdraw Your consent, please contact the Operations Manager. Once we have received notification that You have withdrawn Your consent, we will no longer process Your information for the purpose or purposes You originally agreed to, unless we have another legitimate basis for doing so in law.
REFUSAL TO GIVE INFORMATION
Refusal to give information during the Nursery registration process or Employee onboarding process will result in the user being unable to complete their application.
CHANGES TO THIS PRIVACY NOTICE
We reserve the right to update this privacy notice at any time, and we will provide You with a new privacy notice when we make any substantial updates. We may also notify You in other ways from time to time about the processing of your personal information.
If you have any questions about this privacy notice, please contact the Operations Manager.
WiFi User Agreement
N Family Club provide WiFi internet access across its site for staff and authorised visitors. If granted permission, users are expected to use the N Family Club WiFi in a legal and responsible manner. By using N Family Club WiFi, the user acknowledges that they are subject to, and agree to abide by all laws, rules and regulations applicable to its use.
N Family Club will not be liable for any damages or claims of any kind arising from the use of its WiFi. The setting takes no responsibility for the security, safety, theft, insurance and ownership of any device used within the premises that is not the property of the setting.
Anyone using N Family Club WiFi is forewarned that there can be no expectation of privacy when using the network. Users assume all associated risks and agree that the setting does not accept responsibility for any personal information that is compromised, or for any damage caused to users' hardware or software however it may be caused, including but not limited to; electric surges, security issues or consequences caused by viruses or hacking. It is the responsibility of users to have equipment that is adequately secured (such as up-to date virus protection, and applicable operating system security patches, updates and licenced software) when using it to access N Family Club WiFi.
Users must also agree that they will not create or transmit:
• Any offensive, obscene or indecent images.
• Material which is designed or likely to cause annoyance, inconvenience or needless anxiety.
• Defamatory material.
• Material that infringes the copyright of another person.
• Images of children and staff within the Nursery and Family Club.
Terms and Conditions of Use
• The use of ICT devices and N Family Club WiFi is in line with the setting’s Technology and Communications Policy and Safeguarding Policy.
• N Family Club reserves the right to refuse access to its WiFi to any user, at any time for whatever reason.
• N Family Club reserves the right to limit the bandwidth of the wireless network as necessary, to ensure network reliability and fair sharing of network resources for all users.
• N Family Club WiFi may be temporarily withdrawn at any time for essential maintenance without notice.
Misuse or failure to abide by the Terms and Conditions of Use will results in withdrawal of access for the individuals concerned and may result in disciplinary or legal proceedings.
Your usage of the N Family Club WiFi constitutes your acceptance of these conditions.