Early Years Improvement and Childcare

This notice explains what personal data (information) we hold about you, how we collect it, how we use it and how we may share information that we hold about you in order to deliver our services. We are required to give you this information under data protection law. Northamptonshire County Council is committed to protecting your privacy when you use our services. The Privacy Notice below explains how we use information about you and how we protect your privacy.

Northamptonshire County Council (NCC) complies with data protection legislation (the Data Protection Act 2018 and the General Data Protection Regulation (GDPR) and is registered as a 'Data Controller' (Reg. No. Z7589390).

Who we are

Children First Northamptonshire is part of Northamptonshire County Council and provides services in the following areas:

  • Adoption and Fostering
  • Help and Protection for Children
  • Early Years
  • Schools and Education
  • Special Educational Needs and Disability
  • Youth Offending Service

The Early Years team supports early years and childcare providers to deliver childcare and early education. The team administers and supports with Government funded childcare places, and plans funded places across Northamptonshire to meet the needs of parents and carers.

We work closely with other children's services teams in NCC and with partner organisations to ensure we support the best possible outcomes for children, young people and families in the county.

What personal information do we collect to deliver this service?

This privacy notice covers the personal information NCC holds about early year's childcare providers and their staff. The information collected by providers at child level and shared with NCC is covered in the privacy notice issued directly to parents by the early years and childcare provider.

The information we collect will vary dependent upon the service we are delivering but we may collect the following (these lists are not exhaustive):

  • personal information such as your name, address, contact details, date of birth
  • special category information such as disabilities
  • attendance at NCC provided training
  • assigned professionals or practitioner details
  • Child in Care status
  • current school
  • Early Years Foundation Stage profile
  • education information history
  • nursery type
  • business address
  • National Insurance number
  • Pupil Premium details
  • HMRC 30 hour reference number
  • CFN 2 year old eligibility reference number
  • SEND details
  • attendance information
  • payment information

We may seek personal information from other sources including:

  • other Northamptonshire County Council departments
  • childcare provider
  • Ofsted

How do we collect this personal information?

We collect personal information in the following ways:

  • face to face
  • assessment or report
  • telephone
  • email
  • Ofsted download report
  • Online Form
  • training registers

How your personal information is stored

We hold data securely for the set amount of time detailed in our records Retention Schedule. For more information in regards to this and how we keep your information safe please check our Records retention schedule.

Purpose of collecting this personal information

  • assessments
  • service delivery
  • service improvement
  • service planning and research

How we use this personal information

  • to meet the statutory duty to distribute information to childcare providers
  • to meet the statutory duty to provide training to Early Years providers
  • to ensure that EYFSP judgements are moderated and accurate
  • to fulfil statutory duties to support settings which are not yet 'good'
  • to set up new Early Years child care providers to enable them to claim government funding
  • to fund providers free early education places

How long your personal information will be held

Information which you have provided the council will be stored securely in line with the retention periods shown below after which time it is archived or securely destroyed, unless we are required by law to retain records for longer than the stated retention period. The information will only be used for the purposes stated when it was collected. Information will not be sold, rented or provided to anyone else, or used for any other purpose than that for which it was originally collected unless required to by law.

​Category of information​Retention period
All records relating to information and support for those interested in becoming a registered child minder and those already registered where there is financial involvement​Retain from year records created for 6 years
All records relating to information and support for those interested in becoming a registered child minder and those already registered where there is no financial involvement​Retain from year records created for 3 years
All records relating to training provided for those interested in becoming a registered childminder and those who are already registered
Retain from date award expires for 3 years
All records relating to the provision of information about registered childminders and day care facilities in the area for parents and carers of pre-school age childrenRetain from year records created for 1 year
​All information relating to provider funding​Retain from year records created for 7 years

What is the legal basis for the collection and use of your personal information?

We collect and use your personal information in order to:

  • perform a Statutory Duty
  • to enable service delivery
  • to enable official reporting
  • management of funding and grants

The additional legal bases that govern and direct the delivery of services is as follows:

  • Childcare Act 2006
  • Early Education and Childcare 2008

Who we may share your information with

If required we will share your information with other Northamptonshire County Council (NCC) departments such as:

  • Children First
  • Education and Universal Services
  • Health service providers, including NHS agencies (examples include GPs, hospitals, ambulance, health visitor, mental health services)

We may also share your information outside of NCC with the following organisations (this list is not exhaustive):

  • Childcare provider
  • Ofsted
  • Standards and Testing Agency
  • District and Borough Councils
  • Department for Education

Why we share this information

In order for the service to fully carry out its legal duties and to deliver its service it is a necessary requirement to share this information. If you have approached the service in a voluntary capacity, consent to share will be sought as appropriate.

We will share personal information with law enforcement or other authorities if required by applicable law.

Your rights

Under 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 at any time (if applicable as this will not be possible in certain circumstances)

Depending on our reason for using your information you may also be entitled to:

  • ask us to delete information we hold about you (if applicable) 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 which will override the requirements of the GDPR. 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 GDPR.

We are required under Section 6 of the Audit Commission Act 1998 to participate in the National Fraud Initiative data matching exercise. The data held will be used for cross-system and cross authority comparison for the prevention and detection of fraud. For further information see the National Fraud Initiative webpage.

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.

Requesting access to your personal information

Under data protection legislation, parents, carers and children have the right to request access to information that we hold on them. To make a request for your personal information please contact:

FOI/Data Protection Team
Northamptonshire County Council
One Angel Square

Email: Dataprotection@northamptonshire.gov.uk

Phone: 01604 368 360

If you have a concern about the way we are collecting or using your personal information, you should raise your concern with us in the first instance. GDPR 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 on 03031 231 113. Or see the ICO Website for further details.

Read our corporate privacy statement for more information.

Contact us

If you would like to discuss anything in this Privacy Notice please contact:

Data Protection Officer
Northamptonshire County Council
One Angel Square

Email DPO@northamptonshire.gov.uk

Phone number: 01604 368 360