Please read our general privacy notice as well as this notice.
What we do
We are responsible for administering the Early Education Entitlements.
The Early Education Entitlement is a central government scheme administered by local authorities. The scheme provides funded hours of childcare for children aged 2, 3 or 4 years old (subject to eligibility criteria) until they reach compulsory school age.
The purposes we use your information for
We will collect personal information in order to provide you with services for the following purposes:
- process Early Education Funding entitlement for 2, 3, 4 Year Olds
- process Early Years Pupil Premium and the Disability Access Fund
- process SEND Top Up Grant
- to deliver services and support you
- to enable us to carry out specific functions for which we are responsible
- to derive statistics.
The personal information we collect and use
We only obtain and use the information we need to provide our services to you. We are not permitted to collect information we do not need or will not use.
Our service also needs to use sensitive personal data also called "special category data" which requires more protection to keep it safe. This is often information you would not want to be widely known and is very personal to you. It includes:
- ethnicity.
If we don’t need your personal information, we will either keep your details anonymous, if we already have it for another service, or we won’t ask you for it. If we use your personal information for research or analysis, we will always keep your details anonymous or use a fake name.
We don’t sell your personal information to anyone else.
The law we use to process your personal information
Statutory legislation: The main legislation that provides us with the statutory basis to deliver our services is:
- Data Protection Act 2018
- General Data Protection Regulations (GDPR)
- Local Government Act 1972
- Children’s Act 2004
- Childcare Act 2006.
The GDPR/DPA conditions we meet: According to the General Data Protection Regulations (GDPR) and the Data Protection Act 2018, we must have a reason to collect and use your information.
This will be:
- to deliver services and support you
- to enable us to manage the services we provide
- to train and manage our workers who deliver those services
- to investigate any worries or complaints you may have about our goods or services
- to check the quality of our goods and services
- to help with research and planning of new services.
There are a number of legal reasons why we need to collect and use your personal information for this service:
Legal obligation:
GDPR Article 6(1)(c) processing is necessary for compliance with a legal obligation to which the controller is subject.
We are carrying out a specific task with a legal obligation as implied under the following Acts: Early Years Census, under Section 99 of the Childcare Act 2006 and The Education (Provision of Information About Young Children) (England) Regulations 2009).
Special category data:
GDPR Article 9(2)(g) processing is necessary for reasons of substantial public interest, on the basis of Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject.
We are collecting information (where provided) about your child’s ethnic background. We will take extra care of this data.
Your rights
You have the right to request, in writing, details of the information that is held about you and also the right to access a copy of the information. This may be by the Council providing copies of documents or by inviting you to view the records at one of its offices, if appropriate. Please see our webpage for further information about how to make a subject access request.
We will not charge a fee to access your information. Sometimes there may be information that we are not allowed to show you, such as:
- legal information or advice
- crime prevention and detection records
- information that we believe may be harmful to you and your well-being
- details about or provided by other people – this is called third party information (e.g., information from the Police or Department for Work & Pensions).
You may contact us at earlyeducation.fundingteam@bcpcouncil.gov.uk.
Who we may share your information with
We use a range of organisations to either store personal information or to help deliver our services to you. Sometimes we have a legal duty to provide your personal information to other organisations, for example the court service or HMRC.
We may also share your personal information with these organisations:
- The Department for Education
- Corporate Parenting
- School Admissions Team
- Law and Governance
- Early Years Childcare Providers your child attends.
Your information will not be disclosed to any other organisations, except where we are required and allowed to by law.
We may seek your consent if we are able to offer additional services which we believe are of benefit to you. This will be clearly communicated to you. We will only share your details with these organisations if we have your consent. We will not share your information otherwise.
How long we keep information about you
We will retain this information for seven years as stated in our retention schedule and in accordance with Financial Regulations.