Privacy policy

Play & Learn  is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about You. We are required under data protection legislation to notify You of the information contained in this privacy notice.

DATA PROTECTION PRINCIPLES

Play & Learn preschool and Language Center is committed to protecting the privacy and security of your personal information.

This privacy notice describes how the Setting collects and uses personal information about employees of the Setting (“Employees”),  children attending the Setting (“Child” or “Children”) and the parents of the Children (“Parents”) (known collectively as “You” or “Your”), in accordance with the General Data Protection Regulation (GDPR). Play & Learn is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice.

This notice applies to Employees, Children and Parents. This notice does not form part of any contract of employment or other contract to provide services. We may update this notice at any time but if we do so, we will provide You with an updated copy of this notice as soon as reasonably practical.

It is important that Employees,  Children and Parents read and retain this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about You, so that You are aware of how and why we are using such information and what Your rights are under the data protection legislation.

This notice applies Children and Parents.

 This notice does not form part of any contract of employment or other contract to provide services. We may update this notice at any time but if we do so, we will provide You with an updated copy of this notice as soon as reasonably practical. It is important that Employees, Committee Members, Children and Parents read and retain this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about You, so that You are aware of how and why we are using such information and what Your rights are under the data protection legislation.

DATA PROTECTION PRINCIPLES

We will comply with data protection law. This says that the personal information we hold about You must be:

1. Used lawfully, fairly and in a transparent way.

2. Collected only for valid purposes that we have clearly explained to You and not used in any way that is incompatible with those purposes.

3. Relevant to the purposes we have told You about and limited only to those purposes.

4. Accurate and kept up to date.

5. Kept only as long as necessary for the purposes we have told You about.

6. Kept securely.

THE KIND OF INFORMATION WE HOLD ABOUT YOU

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). There are “special categories” of more sensitive personal data which require a higher level of protection, such as information about a person’s health or sexual orientation.

Employees:

We will collect, store, and use the following categories of personal information about Employees:

• Personal contact details such as name, title, addresses, telephone numbers, and personal email addresses.
• Date of birth.
• Gender.
• Marital status and dependants.
• Next of kin and emergency contact information.
• National Insurance number.
• Bank account details, payroll records and tax status information.
• Salary, annual leave, pension and benefits information.
• Start date and, if different, the date of an Employee’s continuous employment.
• Location of employment or workplace.
• Copy of driving licence and car insurance (where applicable).
• Recruitment information (including copies of right to work documentation, references and other information included in a CV or cover letter or as part of the application process).
• Employment records (including job titles, work history, working hours, holidays, training records and professional memberships).
• Personnel files and training records including performance information, disciplinary and grievance information, and working time records.
• Information about your use of our information and communications systems.
• Records of any reportable death, injury, disease or dangerous occurrence. We may also collect, store and use the following “special categories” of more sensitive personal information:
• Information about an Employee’s race or ethnicity.
• Information about an Employee’s health, including any medical condition, accident, health and sickness records, including:
• where an Employee leaves employment and under any share plan operated by a group company the reason for leaving is determined to be ill-health, injury or disability, the records relating to that decision;
• details of any absences (other than holidays) from work including time on statutory parental leave and sick leave; and
• where an Employee leaves employment and the reason for leaving is related to their health, information about that condition needed for pensions and permanent health insurance purposes.

Children:

We will collect, store, and use the following categories of personal information about Children:

• Name
• Date of birth
• Home address
• Dietary requirements
• Attendance information
• Photographs and video clips of the Child for general display and other purposes
• Emergency contact should Parents be unavailable and the emergency contact’s contact details
• Personal details of the Child (e.g. their his/her routine at home, etc.)
• Records relating to individual Children e.g. Individual education plans, speech and language or social and emotional referral forms
• Accidents and pre-existing injuries forms
• Records of any reportable death, injury, disease or dangerous occurrence
• Observation, planning and assessment records of Children (“Progress Report”) We may also collect, store and use the following “special categories” of more sensitive personal information:
• Information about a Child’s race or ethnicity, spoken language and nationality.
• Information about a Child’s health, including any medical condition, health and sickness records.
• Parents:
• We will collect, store, and use the following categories of personal information about Parents:
• Name
• Home address
• Telephone numbers, and personal email addresses.
• We may also collect, store and use the following “special categories” of more sensitive personal
• information:
• Information about a Parent’s race or ethnicity, spoken language and nationality.

HOW WE WILL USE INFORMATION ABOUT YOU

We will only use Your personal information when the law allows us to. Most commonly, we will use Your personal information in the following circumstances:

1. Where we need to perform the contract we have entered into with You.

2. Where we need to comply with a legal obligation.

3. Where it is necessary for our legitimate interests (or those of a third party) and Your interests and fundamental rights do not override those interests.

We may also use Your personal information in the following situations, which are likely to be rare:

1. Where we need to protect Your interests (or someone else’s interests).

2. Where it is needed in the public interest or for official purposes.

Situations in which we will use Employee personal information

We need all the categories of information in the list above (see Employee section within the Paragraph entitled ‘The Kind of Information We Hold About You’) primarily to allow us to perform our contracts with Employees and to enable us to comply with legal obligations. The situations in which we will process Employee personal information are listed below.

• Making a decision about an Employee’s recruitment.
• Checking an Employee is legally entitled to work in the Greece and paying an Employee
• Providing any Employee benefits to Employees.
• Liaising with any other provider of employee benefits.
• Administering the contract we have entered into with an Employee.
• Conducting performance and/or salary reviews, managing performance and determining performance requirements.
• Assessing qualifications for a particular job or task.
• Gathering evidence for possible grievance or disciplinary hearings.
• Making decisions about an Employee’s continued employment, engagement.
• Making arrangements for the termination of our working relationship.
• Education, training and development requirements.
• Dealing with legal disputes involving Employees, including accidents at work.
• Ascertaining an Employee’s fitness to work.
• Managing sickness absence.
• Complying with health and safety obligations.
• To prevent fraud.
• To monitor your use of our information and communication systems to ensure compliance with our IT policies.
• To ensure network and information security, including preventing unauthorised access to our computer and electronic communications systems and preventing malicious software distribution.
• Equal opportunities monitoring.

Some of the above grounds for processing will overlap and there may be several grounds which justify our use of an Employee’s personal information.

The situations in which we will process personal information of Children are listed below.

• Upon consent from the Parents, Personal Data of Children will be shared with schools and other settings for progression into the next stage of their education.
• Personal information of Children will be shared with local authorities without the consent of
• Parents where there is a situation where child protection is necessary.
• To ensure we meet the needs of the Children
• Report on a Child’s progress whilst with the Setting
• To check safeguarding records
• To check complaint records
• To check attendance patterns are recorded

Situations in which the Setting will use personal information of Parents.

We need all the categories of information in the list above (see Parents section within the Paragraph entitled ‘The Kind of Information we Hold About You’) primarily to allow us to perform our contracts with Parents and to enable us to comply with legal obligations. The situations in which we will process personal information of Parents are listed below.

• To report on a Child’s attendance
• To be able to contact a Parent or a Child’s emergency contact about their Child
• To ensure Setting fees are paid

 If Employees and Parents fail to provide personal information, or if  Employees and Parents fail to provide certain information when requested, we may not be able to perform the respective contracts we have entered into with Employees and Parents, or we may be prevented from complying with our respective legal obligations to Employees, Children and Parents.

DATA SHARING

We may have to share Employee, Child or Parent data with third parties, including third-party service providers and other entities in the group.

We require third parties to respect the security of Your data and to treat it in accordance with the law.

Why might the Setting share Employee,Child or Parent personal information with third parties?

DATA RETENTION

How long will you use my information for? We will only retain Your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. Details of retention periods for different aspects of your personal information are available in our access and storage of information policy which is available from the manager. To determine the appropriate

retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of Your personal data, the purposes for which we process Your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. In some circumstances we may anonymise Your personal information so that it can no longer be

associated with You, in which case we may use such information without further notice to You. Once you are no longer an Employee, or a Child benefiting from the Setting’s services

or a Parent, as is appropriate, we will retain and securely destroy your personal information in

RIGHT TO WITHDRAW CONSENT

In the limited circumstances where You may have provided Your consent to the collection, processing and transfer of Your personal information for a specific purpose, You have the right to withdraw Your consent for that specific processing at any time. To withdraw Your consent, please contact the manager. Once we have received notification that You have withdrawn Your consent, we will no longer process Your information for the purpose or purposes You originally agreed to, unless we have another legitimate basis for doing so in law.