Privacy Notice

(How we use children in need and children looked after information)

The categories of this information that we collect, process, hold and share include:


  • personal information (such as name, date of birth and address)
  • characteristics (such as gender, ethnicity and disability)
  • information relating to episodes of being a child in need (such as referral information, assessment information, Section 47 information, Initial Child Protection information and Child Protection Plan information)
  • information relating to any special educational needs, behavioural information and any relevant medical records.
  • episodes of being looked after (such as important dates, information on placements)
  • outcomes for looked after children (such as whether health and dental assessments are up to date, strengths and difficulties questionnaire scores and offending)
  • adoptions (such as dates of key court orders and decisions)
  • care leavers (such as their activity and what type of accommodation they have)

Why we collect and use this information

We use this personal data to:

  • support these children and monitor their progress
  • ensure their individual needs are being met in terms of their care, learning and development
  • provide them with pastoral care
  • assess the quality of our services
  • evaluate and improve our policies on children’s social care


The lawful basis on which we use this information

We collect and process information about children in our care and children to whom we provide services under:-

  • Article 6(1)(c ) “processing is necessary for compliance with a legal obligation to which the controller is subject”, and;
  • Article 9(2)(c ) “processing is necessary to protect the vital interests of the data subject or of another natural person where the data subject is physically or legally incapable of giving consent” of the General Data Protection Regulations 2018.


Collecting this information

Whilst the majority of children looked after information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with the data protection legislation, we will inform you whether you are required to provide certain information to us or if you have a choice in this.


Storing this information

We hold children in need and children looked after data for a period of 12 months after they have left our setting, with the exception of any information relating to a safeguarding concern. In this event we will retain the data for a period of 3 years after the child has left our setting.


Who we share this information with

We routinely share this information with:

  • Local Authority Funding Teams;
  • Social Services;
  • Police;
  • Doctors and Hospital Consultants;
  • SENISS (Special Educational Needs Inclusion Support Service;
  • Health Visitors;
  • Schools;
  • Sure Start Family Link Workers;


Why we share this information

We share children in need and children looked after data with the above bodies on a statutory basis under Section 83 of the 1989 Children’s Act, Section 7 of the Young People’s Act 2008 and also under Section 3 of The Education (Information About Individual Pupils) (England) Regulations 2013.

This data sharing helps to develop national policies, manage local authority performance, administer and allocate funding and ensure the needs of the individual children are being met.

We do not share information about our children in need or children looked after with anyone without consent unless the law and our policies allow us to do so.


Data collection requirements

The National Pupil Database (NPD)

The NPD is owned and managed by the Department for Education and contains information about children in England. It provides invaluable information on the background and circumstances on a child’s journey and evidence on educational performance to inform independent research, as well as studies commissioned by the Department. 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.

We are required by law, to provide information about our children to the DfE as part of statutory data collections. Some of this information is then stored in the national pupil database (NPD). The law that allows this is the Education (Information About Individual Pupils) (England) Regulations 2013.

To find out more about the NPD, go to

The department 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 Department 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.

For more information about the department’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:

To contact DfE:

Requesting access to your personal data

Under data protection legislation, parents, carers and children have the right to request access to information about them that we hold. To make a request for your personal information contact Claire Gould, Data Protection Officer, in writing to Sandfield Park Private Day Nursery Ltd, Sandfield House, North Drive, West Derby, Liverpool, L12 1LG or by email to [email protected]

You also have the right to:

  • object to processing of personal data that is likely to cause, or is causing, damage or distress
  • prevent processing for the purpose of direct marketing
  • object to decisions being taken by automated means
  • in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
  • claim compensation for damages caused by a breach of the Data Protection regulations

If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office at


If you would like to discuss anything in this privacy notice, please contact Claire Gould, Data Protection Officer, either by writing, email or by telephone to 0151-228-4040.





Dated 23rd April 2018


Privacy notice to be reviewed annually.