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Nursery Policies - Chuckles Nursery Newport

General Data Protection Regulations(GDPR)/Privacy Policy

Chuckles Nursery is committed to protecting the privacy and security of you and your children’s personal information.

This privacy notice describes how the Nursery collects and uses personal information about children attending the Nursery (“Child” or “Children”) and the parents of the Children (“Parents”) (known collectively as “You” or “Your”), in accordance with the General Data Protection Regulation (GDPR).


Chuckles Nursery is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about You. We are required under data protection legislation to notify You of the information contained in this privacy notice.

This notice applies to Children and Parents. This notice does not form part of any contract of employment or other contract to provide services. We may update this notice at any time but if we do so, we will provide You with an updated copy of this notice as soon as reasonably practical.

It is important that Parents read and retain this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about You, so that You are aware of how and why we are using such information and what Your rights are under the data protection legislation.


We will comply with data protection law. This says that the personal information we hold about You must be:

  1. Used lawfully, fairly and in a transparent way.
  2. Collected only for valid purposes that we have clearly explained to You and not used in any way that is incompatible with those purposes.
  3. Relevant to the purposes we have told You about and limited only to those purposes.
  4. Accurate and kept up to date.
  5. Kept only as long as necessary for the purposes we have told You about.
  6. Kept securely.


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 Children:

  • Name
  • Date of birth
  • Home address
  • Dietary requirements
  • Attendance information
  • Photographs and video clips of the Child to:

signpost Children to where their belongings are stored at the Nursery

for general display purposes

use for publicity through outside  publications, social media and the Nursery website

  • Emergency contact should Parents be unavailable and the emergency contact’s contact details
  • Names and telephone numbers of 2nd contact in an emergency.
  • Records relating to individual Children e.g. care plans, observations and assessment showing the child’s development whilst at Nursery, speech and language referral forms
  • Information about a Child’s health, including any medical condition, health and sickness records.
  • Information about a Child’s accident or incident reports including reports of pre-existing injuries
  • 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 a Child’s race or ethnicity, spoken language and nationality
  • 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:

  • Name
  • Home address
  • Telephone numbers, and personal email addresses.
  • 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.


Children and 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.


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.
  4. Where we need to protect Your interests (or someone else’s interests).
  5. Where it is needed in the public interest or for official purposes:
  • 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.
  • CIW (Care Inspectorate Wales) 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 without 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

If Parents fail to provide certain information when requested, we may not be able to perform the respective contracts we have entered into with Parents, or we may be prevented from complying with our respective legal obligations to Children and Parents.

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 Parentand we will explain the legal basis which allows us to do so.

Please note that we may process a Child or  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.


”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 limited circumstances, with Parent explicit written consent.

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 a Child or a Parents’ interests (or someone else’s interests) and the Child or Parent is not capable of giving consent, or where the Parent 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:

  1. Where we have notified Parents of the decision and given the Parent 21 days to request a reconsideration.
  2. Where it is necessary to perform the contract with a Parent and appropriate measures are in place to safeguard the the Child’s or the Parent’s rights
  3. In limited circumstances, with explicit written consent from the Parent where appropriate measures are in place to safeguard 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 a Parent or it must be justified in the public interest, and we must also put in place appropriate measures to safeguard 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 Parent.


We may have to share 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 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 – 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
  • Debt collection agencies
  • Data (photos) of your child will be shared with other parents at events organised by and attended by the children by way of the fact that the parents will be taken photographs themselves.

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.

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. Details of retention periods for different aspects of your personal information 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 a Parent or  Child benefiting from the Nursery’s services, we will retain and securely destroy your personal information in accordance with our data retention policy OR applicable laws and regulations.


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 working relationship with us.

Your rights in connection with personal information

Under certain circumstances, by law You have the right to:

  • Request access to Your personal information (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.
  • 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 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 manager in writing.

You will not have to pay a fee to access Your personal information (or to exercise any of the other rights).

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.


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 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.


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 Amy Baugh, Manager on 01633 852373 or

Behaviour Management Policy

At Chuckles, the team have a belief that a child should grow up to respect the environment in which they live and the people around them.  This is introduced to the child through guidance and example and positive behaviour techniques

On some occasions where a child’s behaviour becomes unacceptable, it is necessary to adopt a time-out policy.  The aim of time out is to remove the child from the activity they are disrupting, enabling them to reflect on what they have done and for the nursery nurses to explain why their actions were unacceptable.  A younger child will be distracted with an alternative activity.  If the problem persists, issues of discipline are discussed with parents to reach a solution.

Participation Policy

Participation is when people are given the opportunity to express their views effectively and for those views to be listened to and taken account of. At Chuckles we encourage children, parents and the team to participate in the areas of the Nursery which affect them. There are a variety of ways that children can participate, such as picture questionnaires, circle time and through group question and answer sessions (mind mapping).

Anti- Bullying Policy

No person should feel they are victimised/bullied because of their colour, race, religion, disability, gender, age or for any other reason.  If at any time a member of the team feels a child in their care is being victimised/bullied they will report it immediately to their Team Leader.  The matter will be dealt with immediately and in confidence and the necessary parents will be contacted.

Child Protection Policy

At Chuckles the well being of all children must come first.  We are committed to working in partnership with families and other agencies and feel that this is in the best interest of children who use our services.

Members of the Chuckles team have a responsibility to use their professional judgement in how to act upon concerns which arise over the health or welfare of any child in their care, and this may, on some very rare occasions result in a referral to Children & Family Services for advice or investigation.  They will be honest with parents about any action that they undertake, except in cases where this may affect the safety of the child concerned.

On no account will any information regarding concerns about a child be shared with any other nursery user.

Should a member of the Chuckles Team become under suspicion of harming any child whether it be in the work place or outside in their personal lives, the Nursery Manager will inform Children & Family Services immediately, and that member of the team will be suspended from work until they have been fully cleared.

The Protection of Children Act 1999 created a single system for identifying people unsuitable to work with children,, which combined the previous Department of Health’s “Consultancy Index List” and the Department of Education’s “List 99” with police criminal records. Any person employed by Chuckles Nursery will be checked against this list when undergoing their CRB check (Criminal Records Bureau). It is an offence to employ anyone on this list.

If a member of the team suspects that the person collecting a child is under the influence of drugs or alcohol, the child will have to remain on the premises until another member of the family is contacted. This will be recorded and Children & Family Services notified. Children under the age of 16 will not be allowed to collect a child from the Nursery with or without the parent’s permission.

Additional Learning Needs Policy

Children with aditional learning needs are very welcome within Chuckles.  We would point out, however, that the following should be considered:-
(1) The geographical nature of the building is suitable
(2) Whether the needs of the child can be met within the general day to day routine.
If additional trained personnel are required we will have to discuss any costs.

Additionally the team should have

  1. As much information as possible concerning the child
  2. Help and support from the caring agencies
  3. The parents commitment to work in partnership with the nursery team
  4. The support of the parents and the caring agencies in an agreed system of continuous assessment and records.

Equality Policy

This policy refers to person’s that have “protected characteristics” (PC). These are the groups previously protected by equality legislation; they are age, disability, gender reassignment, race, religion or belief, sex, sexual orientation, marriage and civil partnership and pregnancy and maternity.

Chuckles Day Care Wales is committed to ensuring that anyone directly involved with the company will not be subjected to any types of discrimination

The Manager is responsible for ensuring that information, guidance, advice and support  is given on any issues regarding equality all person’s involved with Chuckles in order to prevent discrimination occurring

For full details on the types of discrimination that may occur and how the management will prevent them occurring please request a copy of the full equality policy

Confidentiality Policy

It is Chuckles policy to treat all parent/child information with the utmost confidentiality.  Information is:-
Personal records relating to the parent/child
Medical records relating to the child
Progress reports relating to the child
Discussions with and relating to the parent/child
If it is necessary for health/progress information to be used by someone outside Chuckles, it will be released only on written authorisation from the parent/carer.
Should there seem to be a risk to the child’s safety a breach of confidentiality may be necessary; however this will only be done with proper consultation and will be a joint not an individual decision.

Left / Lost Children

Chuckles closes at 6pm each day.  If an emergency arises and you cannot
collect your child you must contact the Nursery to let them know and to tell
them who will be collecting your child in your place. Any child left after 6pm
will be charged per 15 minutes. If no call has been received and we cannot contact you ourselves, we will notify firstly Children & Family Services and then the local Police.  May I remind you at this time that Chuckles licence runs from 6am to 6pm.  Our insurance does not cover your child outside these times.

Should a child become lost whilst on a trip outside the Nursery we will contact the Police if your child is not found within five minutes and then yourselves and Social Services immediately after.

Complaints Procedure

Should you ever feel it necessary to make a complaint about our Childcare procedures, please contact the Nursery Manager who must address your issue within 14 days. (which can be extended a further 28 days on agreement from all parties involved)  However, and I hope this never has to happen,  if you feel the need to make a complaint about the Manager or are not happy with the response from the Manager, please contact myself, Lisa Owen (telephone number can be obtained by contacting Tara Owen the Nursery or by email on

All complaints will be dealt with confidentially and a copy of the outcome will be forwarded to the CIW.

Should the matter remain unresolved, the complainant can contact the nursery who will arrange for an impartial advisor to hear the complaint, if this advisor still fails to resolve the issue then the complainant can request formal consideration of the complaint by the CIW and their details can be obtained by requesting a copy of Chuckles complaints procedure

Sickness / Illness Policy

Part of growing up means that the child will go through a whole of series of illnesses, all quite common and in most cases nothing to be feared. For the parents of a child, it must seem that their children are constantly suffering from something or other whether it is a common cold or an ear infection.
When children first attend nursery, they are coughed over by infants with a multitude of viruses, and this is frequently their worst year for infections. Eventually some immunity is acquired and the number of illnesses gradually decreases each year until adulthood. At Chuckles we have an obligation to children to minimise illnesses and infections so even though the child may be quite happy to come to nursery, we reserve the right to refuse admittance.

Collecting your child from Nursery

We understand it is difficult, but it is imperative you collect your child as soon as possible after being contacted. We have to act quickly to reduce the spread of infection within the Nursery.