Information Commissioners Office

 

Data protection and the Information Commissioner’s Office

 

If you keep details about other people (including staff, families or children in your care) on your computer or if you use a digital camera for your work with the children, you need to notify the Information Commissioner’s Office (ICO) that you are a ‘data controller’ for data protection purposes.

 

You do not need to inform ICO –

·         If you keep paper records;

.         If you do not use a digital camera;

·         If you keep necessary records for accounts purposes only.

 

You need to inform ICO –

·         If you keep records on  your computer or an external hard drive;

·         If you make reference to individual staff, children or families as part of completing your SEF (this would not normally be necessary though);

·         If you keep photographs from which the children can be identified on your computer or an external hard drive;

·         If you upload photographs from which the children can be identified for processing;

·         If you keep observations or planning which contain information about a child’s health, behaviour, development etc on your computer or an external hard drive;

This affects childminders in England and Wales.

 

Contacting the ICO

·         Follow the online system to check whether you need to register with the ICO.  You can find it here - www.ico.gov.uk;

·         Ring the Notification Helpline for more advice - 01625 545740.

 

Cost and completing the forms

·         Notification costs £35 a year. Diary the date you need to pay next year;

·         Do not forget that the £35 payment is tax deductable;

·         To describe the kind of data you hold on your computer, you should use template N894 – Nursery School / Playgroup / After school Club in the Education Section.