Privacy Policy

Broadwas Bumblebees is required to inform you of how we process and store personal data within the setting.

Broadwas Bumblebees

Bumblebees is a provider of a service that collects personal information about children, and their families. 

The Staff employed by Bumblebees will collect the necessary information. We collect and use information under the Early Years Foundation Stage Statutory Framework (2021) and the GDPR (2018).  It is both contractual and for emergency reasons.

The data we are required to hold by law, and as an OFSTED requirement, for each child is as follows:

  • Child’s full name
  • Child’s date of birth
  • Child’s address and contact details
  • Parents addresses (if different) and contact details including a phone number
  • Those who have parental responsibility
  • Those who have legal contact
  • Emergency contact details (2 people)
  • Allergies/dietary requirement information
  • Any other special requirements/needs/medical history details
  • Names of people who can collect your child if not yourselves
  • Doctors name, address and contact number.

Broadwas Bumblebees is required to inform you of how we process and store personal data within the setting.

All paperwork regarding your child is stored in the office, in the locked filing cabinet.

Your child’s full name and date of birth is written in our daily registers. The registers are stored in the office filing cabinet when not in use.

Broadwas Bumblebees has a computer in the office which is used only by Staff. The computer is password protected and is only known by management. Ipads are also provided for staff to use for taking photographs and uploading to Tapestry. All Ipads are password protected and staff have agreed and sign the tech policy to ensure correct use of these.

Broadwas Bumblebees will share information with other settings only after we have sought permission from you. Safeguarding concerns will be the only time permission may not be sought to speak to other agencies.

Broadwas Bumblebees is registered with the ICO.

Broadwas Bumblebees will only take photos of your children (after permission has been sought) for use in their online learning journeys and to display around the setting.

Broadwas Bumblebees will refer to a document ‘retention periods for records’ to ensure we retain personal data records for the correct amount of time.  There are certain records that Broadwas Bumblebees must retain, you have the right to ask for additional data to be handed over to you or we will destroy it appropriately. 

Broadwas Bumblebees must adhere to the lawfulness of Processing Data. All data collected by Broadwas Bumblebees will fall in to one of the following categories:

  1. Consent of the data subject.
  2. Processing is necessary for the performance of a contract with the data subject.
  3. Processing is necessary for the compliance with a legal obligation.
  4. Processing is necessary to protect the vital interests of the data subject.
  5. Processing is necessary in the public interest or the controller has official authority.
  6. Processing is necessary for the purpose of legitimate interests pursued by the controller or third party.

The personal data held at Broadwas Bumblebees is secure and only shared with a third party such as another childcare setting, NEF claims, health visitor, safeguarding complaint, doctors or emergency services in the event of an emergency. 

Broadwas Bumblebees can no longer process Special Category Data regarding Race, Ethnic Origin and Religious or Philosophical Beliefs unless explicit consent is given. Consent can be given and then withdrawn at any time.

As well as personal information such as your child’s name, date of birth and address we also collect and hold data on your child’s characteristics such as their language and ethnicity, attendance information such as sessions attended, number of absences and absence reasons, medical information, assessment information and information regarding special educational needs.

We use the collected data:

  • To support your child’s learning and development
  • To monitor and report on your child’s progress
  • To assess the quality of our care
  • To comply with the law regarding data sharing
  • To comply with the requirements of the Early Years Foundation Stage Statutory Framework (2021)

Under data protection legislation, parents/carers have the right to request access to information held by Broadwas Bumblebees and parents/carers can withdraw consent at any time (other than for information needed by law.)

If you have a concern about how Broadwas Bumblebees are collecting or storing personal data, we request that you raise your concern in the first instance with the management or chair of the committee.  Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/ 

Broadwas Bumblebees will also obtain and hold information on Staff, volunteers, students and committee members.


Committee member’s names, contact numbers, email addresses and DBS numbers will be kept in a file which is stored in the filing cabinet.

Committee member’s names will be displayed within the setting.

Government and Local Authorities need to know who has overall responsibility for those who run services for children and the community.

DBS checks will be sought for all Committee members to ensure volunteers are suitable to work in the management of children’s services.

Broadwas Bumblebees is required to hold adequate insurance. Committee members will be required to sign a disclosure to confirm they do not have any adverse credit history i.e. any bankruptcy, county court judgements etc.

Data will be retained for committee members with Broadwas Bumblebees for a period of 7 years after. After this time all data will be destroyed.


Employee’s personal details will be obtained and held in the filing cabinet.  This will include medical history, next of kin and emergency contacts and relevant qualification evidence in form of certificates, such as Safeguarding and first aid certificates. 

References will be sought from two sources along with a DBS check. Regular checks (6/8 weeks) will be asked for and recorded, asking staff if they have anything to disclose since last supervision that might affect their working with children or may affect Pre-schools insurance i.e. any bankruptcy / county court judgements etc.

Data will be retained during Staff’s employment with Broadwas Bumblebees for a period of 7 years after their employment has ended (40 years for medical records). After this time all data will be destroyed.


Those who wish to volunteer on a regular basis (regular constitutes attending once a fortnight) will be required to give personal information consisting of full name, address and contact telephone number. A DBS check will be sought.

Data will be retained for a period of 3 years during volunteer’s time with Broadwas Bumblebees after this time all data will be destroyed.

Parent Helpers

Parent helpers will be signed in on the daily register by a manager.

Data for parent helpers with Broadwas Bumblebees will be retained for a period of 12 months after this time all data will be destroyed.


Details of address, next of kin, doctor’s contacts and telephone numbers will be sought so we know who to contact in a case of emergency.

Information on the type and base of course or college will be needed before any student will be given work placement to ensure that students are registered with an educational provider.

DBS checks will be sought if applicant is aged 18 or over.

 Grant Application Children’s names, dates of birth and post codes will be submitted to Worcester County Council in order to claim for Nursery Education Funding.

 Personal Achievements Staff (Key persons) will collate information regarding observations made on individual children’s attainments. This allows us to plan for their individual progression.

 SEN at any time children may have a Special Educational Need. A separate record system is kept for the identification and monitoring of Special Educational Needs.

 Child Protection any issues relating to Child Protection will be recorded in a separate locked file. Information is given to those on a need, to know basis only. The well-being and safety of the child is paramount. Records will be kept until the child reaches 25 years of age.

Parent/Carer’s names, addresses and contact numbers are kept on children’s enrolment sheets. 

Records of Given Information Information statements regarding children’s personal circumstances i.e. child protection issues are recorded and signed and kept in a secure locked unit.