Renfrewshire Council

This notice, along with the Renfrewshire Council's privacy policy, explains how we process personal information for the purposes of determining early learning and childcare admissions and the provision of early learning and childcare across Renfrewshire.

To deliver early learning and childcare across Renfrewshire, we need to collect, store, use, share and dispose of personal information. This is known as data processing.

As part of the admission and application process for early learning and childcare, we collect personal and special category data in a variety of forms:

1. Application form for a place in an early learning and childcare setting

Personal and special category data is collected and processed by us and we use the personal data to assess and determine, in line with Renfrewshire Council's guidelines, the child's eligibility for, and whether the child is eligible for a priority place in, an early learning and childcare setting in Renfrewshire.

2. Request for assistance in an early learning and childcare setting

Personal and special category data is shared with us in this form by a professional agency e.g., social work, health or in the voluntary sector, and we use this personal data to identify those individuals that will require further substantial support and assistance when we are determining the allocations for early learning and childcare in Renfrewshire.

3. Early learning and childcare enrolment form

Personal and special category data is collected and processed by the setting where the early learning childcare place is offered, and we use the personal data to create and maintain a personal file of the child, including for example whether the child has any dietary requirements while in an early learning and childcare setting in Renfrewshire.

4. Deferred entry to primary school: Application for an additional year of free early learning and childcare

Personal and special category data is collected and processed by us to assess and determine, in accordance with the child's best educational interests and Renfrewshire Council guidelines, requests for a child to continue with an additional year of early learning and childcare prior to be enrolled in primary school.

5. Application to purchase wraparound care

Personal (and potentially some special category) data is collected and processed by us for us to assess and determine, in accordance with Renfrewshire Council guidelines, applications for wraparound care, and the terms of any wraparound care to be delivered by the setting.

6. Agreement to purchase wraparound care

Personal (and potentially some special category) data is collected and processed by us for maintain a record of terms of the agreement to purchase wraparound care and a record of the relevant personal details and to allow the setting to deliver the wraparound care.

7. Emergency/temporary early learning and childcare placement contract

Personal (and potentially some special category) data is collected and processed by us for maintain a record of terms and the review date of the emergency or temporary early learning and childcare placement.

In processing personal information, Renfrewshire Council must comply with the UK General Data Protection Regulation and the Data Protection Act 2018. We refer to this as data protection legislation.

Data collection and personal data categories

More generally, the personal information we hold in our provision of early learning and childcare admissions is collected in a variety of ways. We will collect information from you in paper and online forms (as outlined above), by telephone, email, CCTV and in conversation with a member of our staff. We will also collect information from one or more of our partners agencies such as NHS, Police Scotland and voluntary sector organisations working with the us. When we collect and process your personal information, we are committed to the principles set out in data protection legislation.

Data protection principles

• We only collect information that we need.
• We keep your personal information secure.
• We don't keep your information for longer than we need to.
• We tell you why we need your information and what we will do with it.
• We collect accurate information and, where necessary, keep it up to date.
• We don't use your information for a different reason than the one we have told you about. The exception to this is if we must do so by law, e.g., for the purposes of providing child protection and safeguarding services.

Personal data categories

We process personal data and special category data as part of determining early learning and childcare admissions and the provision of early learning and childcare. Personal data is information which can be used to identify you, such as your:

• name
• address
• date of birth
• a unique identifier, such as a Social Work Client ID number.

Special category data is information that reveals:

• racial or ethnic origin
• data concerning health and sex life
• religious or philosophical beliefs

Purpose of processing personal information

Processing personal information when determining early learning and childcare admissions and the provision of early learning and childcare allows us to provide those services and fulfil our legal responsibilities, such as:

• allocating early learning and childcare placements in an equitable way
• ensuring those families in greatest need of early learning and childcare obtain a service appropriate to their needs
• providing advice and support
• providing early learning and childcare services
• supporting children with disabilities
• providing child protection services.

On occasions, we may keep your personal information within our archives for evidential and historical reasons or use it for research and statistical purposes. It will sometimes be necessary to process personal information to protect individuals from harm or injury, to prevent and detect crime, to comply with legal orders, and to provide information in accordance with a person's rights. We will only process your personal information when it is lawful to do so.

Reasons

Data processed by the Council when determining early learning and childcare admissions and the provision of early learning and childcare is processed because:

• it is required by law
• it is necessary for the performance of a task carried out in the public interest
• it is necessary as part of a contract
• it is necessary to protect someone's life.

If we require your permission to process your personal information, we will ask you. If you wish to withdraw your consent, you can do so through contacting our information governance team or by emailing dataprotection@renfrewshire.gov.uk.