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Policies and Procedures

Table Of Contents

Thanet Early Years Project aims to provide equality of opportunity and value the diversity of the staff, volunteers and children and families using our services, irrespective of their age, disability, gender, race, religion or belief, sexual orientation, social class or marital status. Copies of our policies are held at our Nursery Settings.

Privacy Policy

Privacy Notice for Thanet Early Years Project

This notice explains what personal data (information) we hold about you, how we collect, how we use and may share information about you.  We are required to give you this information under data protection law.

Who are we?

Thanet Early Years Projectcollects, uses and is responsible for certain personal information about you. When we do so we are regulated under the General Data Protection Regulation which applies across the European Union (including in the United Kingdom) and we are responsible as ‘controller’ of that personal information for the purposes of those laws.

The personal information we collect and use

Information collected by us
In the course of providing education and care we collect the following personal information when you provide it to us:
  • Personal information (such as name, date of birth, gender, home address and postcode)
  • Special category characteristics (such as special educational needs (SEN) information, ethnicity, relevant medical information)
  • Parents/Carers Information (such as name, date of birth, National Insurance or National Asylum Support Service Number)
  • Financial eligibility information (such as 30 hours codes)
  • Attendance information (such as sessions attended, number of absences and absence reasons)

How we use your personal information

We use your personal information to:
  • Check and calculate free entitlement
  • Provide appropriate pastoral care and support services to children
  • Provide funding
  • Provide advice, support and guidance to the setting
  • Enable financial and policy compliance checks of the setting
  • Assess and improve the quality of our services
  • Comply with the law regarding data sharing
  • Safeguard children

How long your personal data will be kept

We will hold financial information securely and retain it for 7 years, after which the information is archived or securely destroyed.
We will hold your personal information securely and retain it from the child /young person’s date of birth until they reach the age of 25, after which the information is archived or securely destroyed.
Reasons we can collect and use your personal information

We collect and use personal information to comply with our legal obligations under section 537A of the Education Act 1996, section 83 of the Children Act 1989, and to carry out tasks in the public interest. If we need to collect special category (sensitive) personal information, we rely upon reasons of substantial public interest (equality of opportunity or treatment).

Who we share your personal information with

  • Department for Education (DfE) (statutory for early years funding and policy monitoring)
  • Kent County Council Management Information & Finance (to provide funding)
  • Other local authorities, or other early years settings, to resolve duplicate claims and funding queries
  • Kent County Council teams working to improve outcomes for children and young people
  • Commissioned providers of local authority services (such as education services)
  • Local multi-agency forums which provide SEND advice, support and guidance (such as EY Local Inclusion Forum Team (EY LIFT))
  • Schools that you attend after leaving us
  • Partner organisations signed up to the Kent & Medway Information Sharing Agreement, where necessary, which may include Police, school nurses, doctors and mental health workers and Kent Community Health NHS Foundation Trust
  • Contracted providers of services (such as external photographers and catering providers) where consent has been given

We will share personal information with law enforcement or other authorities if required by applicable law.
The National Pupil Database (NPD)
We are required by law, to provide information about our pupils to the DfE as part of statutory data collections such as the school census and early years’ census. Some of this information is then stored in the NPD. The law that allows this is the Education (Information About Individual Pupils) (England) Regulations 2013.

The NPD is owned and managed by the DfE and contains information about pupils in schools in England. It provides invaluable evidence on educational performance to inform independent research, as well as studies commissioned by the DfE. It is held in electronic format for statistical purposes. This information is securely collected from a range of sources including schools, local authorities and awarding bodies.
The DfE may share information about our pupils from the NPD with third parties who promote the education or well-being of children in England by:
  • conducting research or analysis
  • producing statistics
  • providing information, advice or guidance
The DfE has robust processes in place to ensure the confidentiality of our data is maintained and there are stringent controls in place regarding access and use of the data. Decisions on whether DfE releases data to third parties are subject to a strict approval process and based on a detailed assessment of:
  • who is requesting the data
  • the purpose for which it is required
  • the level and sensitivity of data requested: and
  • the arrangements in place to store and handle the data
To be granted access to pupil information, organisations must comply with strict terms and conditions covering the confidentiality and handling of the data, security arrangements and retention and use of the data.

Your Rights

Under the GDPR you have rights which you can exercise free of charge which allow you to:
  • Know what we are doing with your information and why we are doing it
  • Ask to see what information we hold about you (Subject Access Request)
  • Ask us to correct any mistakes in the information we hold about you
  • Object to direct marketing
  • Make a complaint to the Information Commissioners Office
  • Withdraw consent (if applicable)
Depending on our reason for using your information you may also be entitled to:
  • Ask us to delete information we hold about you
  • Have your information transferred electronically to yourself or to another organisation
  • Object to decisions being made that significantly affect you
  • Object to how we are using your information
  • Stop us using your information in certain ways
We will always seek to comply with your request however we may be required to hold or use your information to comply with legal duties. Please note: your request may delay or prevent us delivering a service to you.

For further information about your rights, including the circumstances in which they apply, see the guidance from the UK Information Commissioners Office (ICO) on individuals’ rights under the General Data Protection Regulation.

If you would like to exercise a right, please contact the Project Manager of Thanet Early Years Project on 01743 609634.

Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

Who to Contact and Where to go for Further Information

Please contact the Project Manager of Thanet Early Years Project to exercise any of your rights, or if you have a complaint about why your information has been collected, how it has been used or how long we have kept it for.

If you would like to get a copy of the information about you that KCC shares with the DfE or how they use your information, please contact the Information Resilience and Transparency Team at .

For more information about services for young children, please go to: http://www.kent.gov.uk/education-and-children/childcare-and-pre-school or the KCC website at www.kent.gov.uk

The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns or telephone 03031 231113.

For further information visit https://www.kent.gov.uk/about-the-council/about-the-website/privacy-statement

For further information about how the Department for Education uses your information:

To find out more about the pupil information we share with the DfE, for the purpose of data collections, go to https://www.gov.uk/guidance/early-years-census
To find out more about the NPD, go to https://www.gov.uk/government/publications/national-pupil-database-user-guide-and-supporting-information.
For more information about the DfE’s data sharing process, please visit:
For information about which organisations the department has provided pupil information, (and for which project), please visit the following website: https://www.gov.uk/government/publications/national-pupil-database-requests-received
To contact DfE: https://www.gov.uk/contact-dfe

Data Protection Policy

Data protection principals

Thanet Early Years Project (TEYP) is committed to processing data in accordance with its responsibilities under the General Data Protection Regulation (GDPR) and The Data Protection Act 2018.

Article 5 of the GDPR requires that personal data shall be:

  1. Processed lawfully, fairly and in a transparent manner in relation to individuals;
  2. Collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes:
  3. Adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
  4. Accurate, and where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;
  5. Kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals; and

Processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.
The Eight Data Protection Principles (Data Protection Act 2018)

  1. Fairly and lawfully processed.
  2. Processed for limited purposes.
  3. Adequate, relevant and not excessive.
  4. Accurate.
  5. Not kept for longer than is necessary.
  6. Processed in line with your rights.
  7. Secure.
  8. Not transferred to other countries without adequate protection.

General Provisions 

  1. This policy applies to all personal data processed by Thanet Early Years Project.
  2. The Responsible Person (Kim Hammond) shall take responsibility for the Charity’s ongoing compliance with this policy.
  3. This policy shall be reviewed at least annually.
  4. Thanet Early Years Project shall register with the Information Commissioner’s Office (ICO) as an organisation that processes personal data.

Lawful, fair and transparent processing 

  1. To ensure its processing of data is lawful, fair and transparent, Thanet Early Years Project shall maintain a Register of Systems.
  2. The Register of Systems shall be reviewed at least annually.
  3. Individuals have the right of access their personal data and any such requests made to Thanet Early Years Project shall be dealt with in a timely manner.

Lawful purposes 

  1. All data processed by Thanet Early Years Project must be done on one of the following lawful bases; consent, contract, legal obligation, vital interests, public task or legitimate interest.
  2. Thanet Early Years Project shall note the lawful basis in the Register of Systems.
  3. Where consent is relied upon as a lawful basis for processing data, evidence of opting in consent shall be kept with the personal data.
  4. Where communications are sent to individuals based on their consent, the option for the individuals to revoke their consent should be clearly available, and systems should be in place to ensure such revocation is reflected accurately in Thanet Early Years Project’s systems.

Data Minimisation

Thanet Early Years Project shall ensure that personal data are adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.


  1. Thanet Early Years Project shall take reasonable steps to ensure personal data is accurate.
  2. Where necessary for the lawful basis on which data is processed, steps shall be put in place to ensure that personal data is kept up to date.


  1. To ensure that personal data is kept for no longer than necessary, Thanet Early Years Project shall put in place an archiving policy for each area in which personal data is processed and review this process annually.
  2. The archiving policy shall consider what data should/must be retained, for how long, and why.


  1. Thanet Early Years Project shall ensure that personal data is stored security using modern software that is kept up to date.
  2. Access to personal data shall be limited to personnel who need access and appropriate security should be in place to avoid unauthorised sharing of information.
  3. Where personal data is deleted, this should be done safely such that the data is irrecoverable.
  4. Appropriate back up and disaster recovery solutions shall be in place.


In the event of a breach of security leading to the accidental or unlawful destruction, loss, alternation, unauthorised disclosure of, or access to, personal data, Thanet Early Years Project shall promptly assess the risk to people’s rights and freedoms and if appropriate report this breach to the ICO.

​Complaints Procedure

Thanet Early Years Project (TEYP) aims to provide the highest standards of care and education in all of our settings. Any complaints received from parents/carers are dealt with as a serious and urgent matter.
If you have a complaint or concern about any aspect of the services provided, it is imperative that you bring this to our attention in order for us to resolve any issues promptly.
It is a requirement of our regulator Ofsted that all complaints received in writing or by electronic mail that relate to one or more of the requirements or conditions of registration are investigated fully and the complainant must receive a written account of the findings within 28 days.
 Our procedures for dealing with complaints are as follows: Applications, Regulatory and Contact (ARC) Team
Piccadilly Gate
Store Street
M1 2WD                      
Tel: 0300 123 1231
Thanet Early Years Project
Thanet Reach Business Park
Millennium Way
CT10 2QQ
Tel: 01843 609630
Thanet Early Years Project will keep a written record of all complaints received (Data Protection Act 2018); details of any action taken and an outcome of the investigation will be provided on request to parents in a summary form.
All records will be retained for a period of 3 years.

Thanet Early Years Project Safeguarding Policy

Each nursery setting has its own version of this policy which parents or carers may view in their settings' Safeguarding and Welfare Requirements (SAWR) folder.
The policies are also available in the links below:-


Best Practice Documents

Thanet Early Years Project

Company Number 4690236. Charity Registration 1100011. Registered in England and Wales.