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Early Years and Childcare Service Privacy Notice

Who we are and what we do 

The Early Years and Childcare Service is part of Gateshead Council. We are based at the Civic Centre, Gateshead. We provide the following services:   

  • checking the eligibility for a funded early education and childcare place 
  • directly contact families, potentially eligible for 2-year-old funding, who have been identified to the local authority by Department of Work and Pensions (DWP) 
  • audit and allocate funding to early education and childcare providers  
  • a family information service on-line directory 
  • childcare sufficiency assessment 
  • early years census 
  • support and training for childcare providers 

This privacy notice provides specific information about how we process your personal data. It is an addition to the information contained in our Corportate privacy notice.

What type of information is collected about you  

We collect personal information to understand your needs and provide services. Information may include: 

Family Information

  • name  
  • address 
  • date of birth 
  • email address 
  • telephone number 
  • National Insurance Number (NINO) or National Asylum Support Service (NASS)  

Child's information

  • name 
  • date of birth 
  • address 
  • gender 
  • attendance 

Childcare Provider Information 

  • contact details 
  • bank details  
  • children registered at setting and attendance information  
  • early years staff including training bookings 
  • Ofsted registration and inspection information 
  • welfare and safeguarding information 

Staff information 

  • staff name 
  • date of birth  
  • early years training records  
  • employment history (within Gateshead Childcare settings only) 
  • qualifications 

How we collect information about you  

We collect information about you from various sources to ensure that we meet your needs, including: 

  • phone calls and emails to the Family Information Service 
  • early years and childcare providers if your child is accessing a funded place, this can include primary schools with nursery, independent primary schools, day nurseries, pre-schools, childminders, breakfast clubs, after school clubs and holiday clubs  
  • Department for Work and Pensions  
  • from your employer if you work in a Gateshead Childcare Setting  
  • on-line applications for a funded place 
  • Ofsted 
  • other local authority departments for example children's social care 

Why we need your information  

Our purpose for collecting information is to enable us to:  

  • administer family information service directory  
  • administer training sessions and certificates  
  • allocate funding for your child to their early education and childcare provider  
  • conduct annual Childcare Sufficiency Assessment to ensure sufficient childcare places across the borough  
  • check if your child is eligible for a two-year-old funded place 
  • check if your child is eligible for extended funded hours 
  • check if your child is eligible for Early Years Pupil Premium 
  • record and allocate any due Disability Access Fund payments 
  • re-claim the funding from government 
  • provide appropriate support to childcare providers 

The lawful basis for our processing is: 

  • legal obligation to which the data controller is subject under regulations  

Our lawful basis for processing of sensitive personal data is:   

  • statutory and government purposes 
  • substantial public interest  

The legislation the service is obliged to comply with includes: 

  • Early Education and Childcare, Statutory Guidance for Local Authorities, 2018 
  • Sec 1 School and Early Years Finance (England) Regulations 2018 (S.I. 2018/10) 
  • Sec 99 CA2006 
  • Early Years Entitlements Operational Guidance June 2018 
  • Early Years Entitlements: Local Authority Funding of Providers 2019-2020

Who your information can be shared with  

Our Corporate privacy notice explains information sharing the Council carries out. This sharing fulfils statutory obligations, legal requirements and service delivery. Early Years and Childcare Service can share your information with:  

  • Department of Work and Pensions to check eligibility for a two-year-old funded place 
  • Department for Education to check children's eligibility and to allow Gateshead Council to claim funding from government that is then allocated to early education and childcare providers.   

If we wish to share your information with other council services or third parties for purposes outside of those listed above we will ask your permission. 

How long we will keep your information  

We keep your information for as long as we need to provide services to you. We may also need to keep your information in accordance with legal or other obligations. Where we have no need to keep your data it will be securely destroyed. We keep a Record of Processing Activity (a requirement under the GDPR). This sets out the specific retention periods applicable in different circumstances. For more information please contact:  

Where your information is held  

We hold personal information in secure electronic systems on Gateshead council servers.  

How you can update your information  

Our delivery of efficient services depends on the accuracy of your information. 

Please inform us of any changes to the following: 

  • email address 
  • personal circumstances that may affect your child's funding  
  • postal address 
  • any of the other information we hold 

Please contact: 

Your information rights

Please see the relevant section of our Corporate privacy notice.

Marketing and e-newsletters

Please see our email marketing privacy notice.

Business intelligence, profiling and automated-decision making

Please see the relevant section of our Corporate privacy notice.

Protecting your information

Please see the relevant section of our Corporate privacy notice.

Data Protection Officer

Data Protection Officer

Civic Centre

Regent Street



0191 433 3000

Information Commissioner's Office

The Information Commissioner is the UK's independent body for upholding information rights. Visit their website (opens new window) to find out more about your rights under Data Protection law, and what to expect from us.

For privacy practices or data protection rights concerns, contact the Information Commissioner's Office:

Information Commissioner's Office

Wycliffe House

Water Lane


Cheshire SK9 5AF

0303 123 1113 or 01625 545 745