Collecting data


As a pre-school it is necessary for us to collect personal information about you and your child. For the majority of data we collect, the lawful basis for doing so falls under the category of ‘legal obligation’ such as names, date of birth and addresses as we have a legal requirement to obtain this data.


Some data we collect, for example, photographs of your child, requires you to give consent for us to do so. Where this is the case, you will be required to sign a consent form to ‘opt in’ and have the right to withdraw your consent at any time.

You may also be required to provide data as part of your contract with the setting or local authority, for example, in order for us to claim government funding for your child.

We will make sure that the information about you is accurate and up to date when we collect or use it. You can help us with this by keeping us informed of any changes to the information we hold about you.

In order for us to collect data from you, you will be required to complete paper forms. The types of data we collect from you include:

  • Full name (for you and your child)

  • Gender

  • Your child’s date of birth

  • Home address

  • Religion, nationality and language

  • Work address

  • Telephone number(s)

  • Photographs of your child (with consent)

  • Names, contact numbers and relationship of your emergency contacts

  • Parental responsibility

  • Any court order information relating to yourself or your child

  • Password for collection of child

  • Your email address

  • Your child’s medical conditions

  • Health and development details

  • Allergies and intolerancies

  • Sleeping and toileting needs

  • Food and drink requirements

  • Information surrounding child’s family, interests and needs

  • Celebrations, important events and cultural needs

Whilst your child attends with us, we may also collect the following information:

  • Ongoing progress and development records

  • Photographs

  • Accident records

  • Medical records

  • Behavioural forms

  • Attendance records

  • Safeguarding/child protection logs

  • Your date of birth and national insurance number (for funding purposes)

  • Birth certificate or passport number including date of issue (for funding purposes)

Sharing information with others

Sometimes we have to confirm or share information with other organisations. If we need to do this, we will make it clear to you on the forms you complete giving us the information. We will inform you before sharing any of yours or your child’s information. In some cases, a third-party organisation, such as a funding body, may require you to sign an agreement to allow your information to be shared e.g. on a funding form. Please read all paperwork thoroughly before signing, so that you know exactly how your information will be used. We also share your child’s information on a transition form when they are due to start reception class.  This is done two months prior to their start date at primary school.


We will keep data about you and your child secure. We will protect your data against unauthorised change, damage, loss or theft. All data collected is only accessed by authorised individuals. All paper forms are kept locked away and all computers and tablets are password protected.


Data retention

We will hold information about you and your child only for as long as the law says and no longer than necessary. After this, we will dispose of it securely. Please see appendix A. of our General Data Protection Regulation policy for more information.

Access and correctness

Whenever possible, we will let you see the information we hold about you and correct it if it is wrong. This needs to be requested in writing.

Our Commitment

We will only collect information that is necessary for what we do. We will be fair in the way we collect information about you. We will tell you what we intend to do with the information about you. Where possible, we will collect information directly from you. If we collect information about you from someone else, we will make sure you know what information we hold on you, where possible and legal to do so.

General Data Protection Regulation (2018)

We will comply with the General Data Protection Regulation 2018 (GDPR) and any subsequent legislation on information handling and privacy. We will do this through The Brislington Village Pre-School Ltd GDPR policy and procedures. We will support you with any questions or problems that you may have with the Data Protection Act 1998, General Data Protection Regulation 2018, the Human Rights Act 1998 or the Freedom of Information Act 2000. If we cannot help you, we will give you advice on where to get the information you may need. Our in-depth GDPR is held in our policies folder, which is always available.