Privacy Policy

Rationale

This policy describes why and how we collect and use information and how we comply with the requirements of the Privacy Act 2020.

It applies to information / data provided to us by the individuals (for example employees) or by third parties (for example parents / carers providing information about a child), and collected by our centre (for example police / reference check).

Information provided to us or collected by us may be used for any of the purposes described in this privacy statement or as otherwise stated at the point of collection.

If you have any further questions in relation to this policy, please contact our Privacy

Personal Information/personal data

• Personal information is information about an identifiable person (an employee, a child, a family member / carer).
• Personal information includes names, address, contact details, carer’s identity and could include information about health, (including vaccination status), and qualifications / work experience.
• It also includes images, (where cameras are operating, or photographs are taken) or voice recording (where audio recording is in use (for example voicemail messages, video camera operating)

Collection of Personal Information

We collect information:

• Directly from the individuals concerned (for example job application forms, emergency contact details, enrolment forms).
• We may collect information via third parties for example parents / carers or if we are appropriately authorised to receive that information. (for example, seeking a reference)
• We utilize an external security camera for building security and IT monitoring software and backups which record information / data which may constitute ‘personal information’ as defined in the Privacy Act.
• We only collect information which is necessary for a lawful purpose connected with the function of or activity of the centre, as required by law or where you have agreed to the collection of the information for another identified purpose.

Identified Purposes

We will collect, use and disclose personal information for the following purposes:

• To contact parents / carers
• To contact employees
• To comply with MOE requirements (including funding)
• To comply with MOH requirements
• To respond to emergencies, including communication with emergency contacts, hospitals and or medical practitioners
• As part of an investigation process (eg health and safety, incident investigation).
• To assist with accurate working time / hours recording systems
• To maintain up to date employment records
• To complete the payroll
• To comply with the Teaching Council and other statutory requirements.
• For security and risk management purposes (premises and IT security, compliance with the Privacy Act)
• Promotion and marketing of the centre

Transfer and disclosure of personal information

We will not disclose personal information to other organisations except where:

• Use or disclosure is permitted by this policy;
• The individuals give consent; or
• Such disclosure is otherwise required or permitted by law, regulation
• An organisation or individual is engaged on behalf of the company to provide services to the company (for example payroll, occupational health services, ICT services, data storage providers).
• The company will only use service providers that are bound to maintain appropriate levels of security and confidentiality, to process personal information only as instructed by the company and in accordance with our privacy guidelines and not to keep, use or disclose personal information we provide to them for any unauthorised purposes. We may store personal information within services provided by offshore cloud service providers. Where service providers and contractors are not New Zealand entities or regulated by the Privacy Act, we will ensure that the entities are subject to privacy laws that provide the same level of protection as New Zealand’s.
• As required by the Ministry of Education. Our enrolment form contains the following statement;

Security, Storage and Retention of information

Fun N Play Childcare Centre will take all reasonable steps to keep secure any personal information which we hold whether electronically or in hard-copy, and to keep this information accurate and up to date.

Fun N Play Childcare Centre requires all of our employees and contractors to respect the confidentiality of any personal information held by the centre and only to access and use the information in accordance with this policy and their authority to do so.

The company regularly reviews the appropriateness of the security, confidentiality and privacy measures we have in place to keep the data we hold secure.

Records containing personal information collected by CENTRE NAME are retained for as long as is necessary for the purpose for which it was collected. Some information is subject to retention periods required by law. After such time, personal information and records will be securely destroyed.

Access to information

Fun N Play Childcare Centre will provide access to personal information on request by an individual (or parent / carer) except in the limited circumstances in which it is permitted to withhold the information.

Fun N Play Childcare Centre will use its best efforts to ensure that the personal information that is held / used on an on-going basis is accurate, complete and up to date.

Individuals have the right to correct inaccurate information held by the centre.

Requests for access must be made to the Privacy Officer.

Breach of Privacy

The company views any breach of privacy as a serious matter which will be investigated.

If we become aware of a privacy breach that poses a risk of serious harm, we will notify the Privacy Commissioner and any affected people. Serious harm means that it has caused or may cause loss, damage, injury etc, it has adversely affected (or may adversely affect) the rights and interests of the individual or has resulted in (or may result in) significant humiliation, loss of dignity or injury to feelings.

There are some grounds which permit the company not to notify the affected individual in the event of a breach, or to delay that notification.

Concerns about personal information

If you have concerns about how Fun N Play Childcare Centre is handling personal information, please contact our Privacy Officer.

If you are not satisfied with the company’s handling of the concern, if you have requested access to information which has been declined, or you believe that CENTRE NAME has been in breach of its obligations under the Privacy Act 2020 you may make a complaint to the Office of the Privacy Commissioner https://www.privacy.org.nz/about-us/contact/

Persons Responsible: Staff Agreement

I understand that as a person responsible in our ECE service I must uphold the following responsibilities at all times;

1. supervise, and be actively involved with, children in attendance and staff providing education and care (even when children and staff are located in separate spaces) during opening hours; and
2. provide education and care to children in attendance and guidance to staff providing education and care; and
3. ensure that staff are implementing our prescribed curriculum framework and know how to use it in providing education and care; and
4. ensure that day-to-day health and safety risks and hazards are identified, and appropriate steps are taken to address those risks or hazards when children attend. Ensuring that all H&S licensing criteria are consistently met throughout the centre.
5. ensure that when children leave the premises on a regular or special excursion the excursion has been approved by the Person Responsible.