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Privacy Policy

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Policies & Procedures Rationale:

Beckermet Nursery’s policies and procedures aim to explicitly define structure and to materialise its philosophies and vision; they are defined guidelines to be followed and to be referred back to when necessary.

Nonetheless, it is paramount to understand that they are not exhaustive and there are implicit expectations of a common sense nature which may not be mentioned, but they are expected from all staff, students, parents and community in general.

In trying to organise the policies by sections, we aim to facilitate its reading flow, but it is important to understand that the area that each policy covers might be appropriate and common to other sections as well. Thus, they are to be understood within a flexible reasoning.

In order to keep these policies and procedures relevant, they are reviewed annually by management, or earlier if necessary.

The triggers for a new policy and/or procedures may include:

  • Changes to the external operating environment;
  • Changes to government policy or legislation;
  • Review of the strategic directions of Beckermet Nursery;
  • New initiatives within or across pedagogical/educational or management areas;
  • Need for consistency across areas of service delivery.

These policies do not affect your statutory rights.

Careful consideration is given to the parents and carers who use this nursery and their input is vital to the organisation and development of it. Policy documents are always available for parents and carers to look at; comments, opinions and explanations are always received and given with interest and respect.

Beckermet Nursery will notify Ofsted of any changes:

  • In the address of the nursery, to the premises which may affect the space available to children and the quality of childcare available to them, in the name or address of the provider, or any of the providers other contact information or the person who is managing the early years provision.
  • Any proposal to change the hours during when childcare is provided; or to provide overnight care
  • Any significant event which is likely to affect the suitability of the early years provider or any person who cares for, or is in regular contact with, children on the premises to look after children
  • Where the early years provision is provided by a company, any change in the name or registered number of the company
  • Where the early years provision is provided by a charity, any change in the name or registration number of the charity
  • Where the childcare is provided by a partnership, body corporate or unincorporated association, any change to the ‘nominated individual’
  • Where the childcare is provided by a partnership, body corporate or unincorporated association whose sole or main purpose is the provision of childcare, any change to the individuals who are partners in, or a director, secretary or other officer or members of its governing body

Where we are required to notify Ofsted about a change of person except for managers we will give Ofsted the new parson’s name, any former aliases, date of birth and home address. If we have a change of manager we will notify Ofsted that a new manager has been appointed. We will do so in advance if reasonably practicable. If it is not reasonably practicable we will do it within 14 days.   




Dear Parents/Carers 

Welcome to Beckermet Nursery.  We have been established since 1976, are registered with OFSTED to provide nursery Educare and members of the pre-school learning alliance. 

Our nursery aims to:

  1. Provide a safe and stimulating environment in which children feel happy and secure;
  2. Encourage the emotional, social, physical, creative and intellectual development of the children;
  3. Encourage positive attitudes to self and others and develop confidence and self-esteem;
  4. Create opportunities for play both indoors and outdoors;
  5. Encourage children to explore the world;
  6. Provide opportunities to stimulate interest and imagination;
  7. Extend the children’s abilities to communicate ideas and feelings in a variety of ways.

How do we achieve our aims?   

We have a highly committed nursery team comprising of Manager (BSc Hons Child and Family Studies) together with several fully qualified and experienced nursery nurses (Level 2 & 3) who are responsible for the welfare of the children during each session. The nursery team work together to plan activities for your child.  Observations are made on a regular basis and through these we can assess and plan the “next step” for your child.


When children are asked, “What were you doing at nursery today?” often the reply is “I was playing!. That is exactly what the children have been doing. However, there is more to play than meets the eye!  Play is natural to the children and is the means by which they learn. Through play, children learn new skills, develop new interests and encounter new experiences.

In nursery, we provide a secure, caring, happy and structured environment where the children learn through meaningful and constructive play using materials and equipment, which have been carefully selected by the staff. 

Each of the activities in the nursery provides a learning experience for children, e.g. they are preparing for reading by becoming used to seeing their names on painting and drawings. This, and other types of labelling, together with books in the book corner and storytelling enable the children to become familiar with the printed word and encourage an interest in books.

The children are preparing for writing by expressing ideas through drawings and learning how to hold and control pens and pencils.

There is preparation for mathematics by sorting, matching, selecting and ordering as they play with materials such as sand, water and construction toys. Jigsaws, games, painting, drawing, and computer programs all encourage recognition of colour and shape.                                      

The children acquire knowledge about the world and participate in physical education and outdoor play. They sing songs and rhymes daily, and also have opportunities to play musical instruments.

The children’s increasing attention span is catered for both individually and in groups. Opportunities are provided for discussing, describing, questioning, listening and recalling so that the children’s language skills are increased. Many practical skills are taught and encouraged during the daily nursery routine e.g. washing and drying dishes, going to the toilet (and washing hands!) and tidying.   

In nursery, the children make new friends and learn to respect and care for each other. They learn to share and take turns and they become more independent.

They also learn to follow routines and obey rules and instructions which helps prepare them for school.

As there are so many activities in the nursery, your child may not always take home evidence of his/her play (e.g. paintings, drawings or gluing). However, whatever they do take home is always their own work.   

We firmly believe that children learn more when they are allowed to create their own pictures, models etc. but they do need encouragement and praise. What looks like scribbles to us could be a work of art to a child and we must value their efforts.   

So when your child tells you he/she has been “playing” in nursery, please bear in mind that they have been very busy participating in numerous activities and learning many new skills through their play.  

Special Educational Needs  

If children attending the nursery have special educational needs. Where necessary they will receive additional support from a qualified member of staff. 


All children are individual and progress at different rates. Our assessment involves establishing what each child can do and planning the next step through the keyworker system.   We observe all the children regularly and, throughout the year we build up a profile for each child. This is presented to you at the end of each full term, to include a 0-2 or 3+ progress check and ECAT (Every Child a Talker) assessment.  A summary is passed on to the relevant reception teacher to ensure continuity of learning and progression. Any concerns about your child would be raised with you during the term.  However, each keyworker is available for a chat on a daily basis. 

The Management of our Nursery                                                                                                     

A voluntary parent management committee – whose members are elected by the parents of the children who attend the nursery - manage the nursery. The elections take place at our Annual General Meeting.  The committee is responsible for:

  • Managing the nurseries finances;
  • Employing and managing the staff;
  • Making sure that the nursery has – and works to – policies that help to provide a high quality service (these can be found on the main notice board or website;
  • Making sure that the nursery works in partnership with the children’s parents and maintains a safe and healthy nursery.

The Annual General Meeting is open to all parents of the children who attend the nursery and includes relatives and friends who may be interested in joining our committee. It is our shared forum for looking back over the previous year’s activities and shaping the coming year’s plan.



Starting at our Nursery 

We want your child to feel happy and safe with us. To make sure the transition from home to nursery is a smooth process the staff will work with you to decide on how to help your child to settle in. All children are dealt with on an individual basis to ensure the best transition possible.                              


We provide protective aprons for the children when playing with messy activities, although we reserve the right to change children into dry/clean clothes if during the course of an activity etc. they need changing - to do this we follow our safeguarding procedures. We encourage children to gain the skills that help them to be independent and look after themselves. These include taking themselves to the toilet and taking off and putting on outdoor clothes.  Clothing that is easy for them to manage will help them to do this.  A sweatshirt and polo shirt embroidered with our nursery logo is available at a small cost, and is worn by ALL children in their preschool year.  For reasons of health and safety, it is the policy of the nursery that no jewellery should by worn by children during the school day. When you child starts with us we ask you to provide slippers, wellies and a waterproof suit which will stay in nursery. These are laundered on a regular basis. 

Baby Unit at Beckermet Nursery

The Baby Unit has a homely atmosphere with comfortable cots and lots of soft cushions. It is a self-contained area providing dedicated care for babies from 3 months to approx. 18/20 months old. They will then move to the ‘tiddler area’ specifically for children aged 18/20 months to 30 months. After this they will move into the ‘main area’ designed for children rising 3 and over. All children will transition from each area based on stage of development rather than their age. The areas are brightly decorated with colourful displays; there are mirrors on the walls and mobiles.  The baby unit, tiddler area and main area are resourced with age-appropriate play equipment which includes soft play toys, multi-activity centres, push-around toys, heuristic and sensory equipment.  

There is a basic daily routine, but it is very flexible and always takes into account each baby’s familiar feeding and sleeping patterns.  As well as providing physical care for your baby, time is also devoted to playing actively with the babies to encourage them to explore and discover new experiences for themselves. Baby’s day includes activities such as painting, sticky activities, messy play, playing action games, singing nursery rhymes and imaginary play. 

In the Baby Unit we provide a safe, stimulating environment to encourage baby’s senses, giving them the freedom and space to move around and the opportunity to explore their environment and encourage their development.  

The unit has its own Senior Nursery Nurse who is fully qualified with a great deal of experience in the running of a day nursery, assisted by nursery assistants who specialise in the care of babies.  The children in the Baby Unit are usually cared for on a ratio of one member of staff to a maximum of two babies. This ensures excellent quality care in a stimulating environment, (OFSTED requirement Statutory Framework for EYFS - Appendix 2 No.5 states “there must be at least one member of staff for every three children).                           

Each child has a baby information sheet which is given to the parents/carers for them to write in their child’s daily routine and any other information the baby unit staff might need to know from time to time.  Each day staff complete a log for the individual child to inform parents/carers as to how their child’s day has gone, including their sleep times, what food and milk they have consumed, and times of nappy changes.  This helps ensure good communication between staff and parents/carers. The partnership between parents/carers and staff is crucial to the child’s well-being, development and progress.  We aim to foster a trusting and mutually-supportive partnership, in which individuals feel welcome.    

We also have a separate area where you can gather information regarding different issues e.g. child development and a room for which to have any confidential discussions with staff.  The babies have their own separate quiet sleeping room and their sleep is monitored every 10 minutes. A sleep chart is signed when the children have been checked and records of nappy changes are also kept during the day. 

When the children are fully weaned on to adult food they have the option of having nursery meals, which can be blended to the right consistency. Sample menus are displayed in the Nursery entrance for parents to see.  


We make the baby area as sterile and hygienic an environment as possible to help keep your child healthy. All feeding items are sterilised each session and stored in your child’s individual utensil container. We recommend that all feeding bottles supplied are sterilised until your child is a year old. The Baby Unit toys and equipment are steam cleaned at the end of each week (or earlier if necessary) and recorded.  


Each baby will have their own separate bed linen which will be washed at the end of their week or earlier if necessary. The sleep room temperature is maintained at a comfortable level and regularly checked via a wall thermometer. Sleeping babies are checked every ten minutes, monitored and this is then recorded via wall chart. 

Nappy changing

We have three routine nappy changes each day, plus extra if needed.  Sometimes bottoms become sore, so please provide a tub of cream (e.g. Sudocreme) labelled with your child’s name (see medicine policy on main notice-board).  


During the first few weeks of your Baby’s time in Nursery we fit in with his/her own daily routine, however we hope that gradually he/she will move on to our regular Nursery routine, where the children all eat at the same time. All feeding matters will be discussed with parents, we recommend that young babies are able to accept a cup or bottle prior to starting Nursery to aid settling and help maintain their feeding routine. At lunch times we aim to have all the nursery children eating together with the staff. If bottle-feeding, you will need to provide ready prepared formula milk in your baby’s own bottle which will be stored in our own separate baby fridge preferably carton bought. Breast fed babies are also catered for i.e. expressed bottle mothers milk can be stored in our baby fridge. Parents are more than welcome to come into Nursery to bottle or breast-feed their baby if they are able to.  All bottles should be provided daily and any excess will be returned at the end of each day. We have cooled boiled water available for the babies to drink in compliance with the Statutory Framework for the EYFS specific legal requirement for ‘food and drink’. Diluted juices, of any kind, are not recommended.    

Dietary requirements

We also cater for most dietary requirements.  The staff are made well aware of all the babies individual needs with any allergies clearly displayed in the kitchen.   

Development through play   

We communicate with the babies as much as possible, to develop early listening/language skills and play with them using a variety of toys to encourage them to develop control over their body and to be alert and interested. We regularly play with water, paint, dough and whenever we can we go for walks in the fresh air. The children have regular access to the outside play area.  

Daily Record books

We provide all babies with a record book until age two. Messages are written by the Baby Unit staff ie. Any relevant information that they feel you would like to know about your baby’s day.   Any information you feel you need to let us know about can also be passed this way e.g. times of their last feed and nappy change or any problems that would be useful for us to know about.  This information exchange ensures that parent/carers receive all relevant information regarding their child.  After children turn two, daily information is recorded on the main notice board in the cloakroom.  If you require detailed information ie: length of sleeps etc then this can be requested from your child’s keyworker.  You will also find a “what I did today’ information sheet.   

Multicultural awareness

We are a multicultural nursery. Each child is treated as an individual and we make ourselves aware of and share each other’s festivals and customs. We are always keen for parents to help develop our own knowledge in this area, by talking to us of any activities they may be celebrating at home which we could continue in our Baby Unit and throughout the nursery. We feel it is important for each child to be aware of cultural differences and preferences and to respect the beliefs of others in a friendly and fun way. 

An example of items required: 

  • Milk feeds (already made up)
  • Food (if baby food)
  • Change of clothes x 2
  • Nappies (pack)
  • Nappy cream (optional)
  • Baby wipes
  • Nappy Sacks
  • High Factor Sun cream
  • Waterproof suit

All items should come clearly labelled with baby’s name 




Any child suffering from infectious illnesses such as chicken pox should be kept at home. For illnesses such as sickness, diarrhoea or conjunctivitis the child should be kept at home for at least 48 hours. If you need advice on the incubation period of infectious diseases you should contact your GP. Should a child become ill, efforts will be made to contact the parents or nominated carer.

We hope that you and your child will enjoy being involved with our nursery and that you find taking part in our activities and events interesting and stimulating.  Staff are always ready and willing to talk with you about your ideas, views or questions.

These policies go into a great amount of detail so continue reading for more information.

Overarching Principles

We use four guiding principles to shape our settings practice.

These are:

  • Every child is a unique child, who is constantly learning and can be resilient, capable, confident and self-assured;
  • Children learn to be strong and independent through positive relationships;
  • Children learn and develop well in enabling environments, in which their experiences respond to their individual needs and there is a strong partnership between practitioners and parents and/or carers;
  • Children develop and learn in different ways and at different rates. The framework covers the education and care of all children in early year’s provision, including children with special educational needs and disabilities.


Charter of Partnership with Parents:

Our commitment to you:

We believe that children benefit the most when parents and staff work together in partnership to ensure quality care and learning development. The nursery welcomes parents as partners and this relationship needs to be built on trust and understanding. It is important that we, as carers, are able to support parents in an open and sensitive manner. A two way sharing of information is key to this.

If we become aware that we are going to be inspected by Ofsted, we will notify parents and/or carers. After an inspection by Ofsted we will supply a copy of the report to parents and/or carers of the children attending on a regular basis.

Each child has a key worker and significant other. This will benefit the child, parent/carer and Beckermet Nursery since the child has one particular person that they can relate to where possible; this provides a stable and consistent relationship for the child. At the same time, a high standard of individual quality care and play is achieved, fulfilling in this way, Beckermet Nursery ethos.

We will:

  • Recognise and support parents as their child’s first and most important educators, and to welcome them into the life of the nursery;
  • Generate confidence and encourage parents to trust their own instincts and judgement regarding their own child;
  • Involve parents in shared record keeping about their own child/ren, both formally and informally, ensuring that parents have access to all written records on their own child/ren. They will also become familiar with and work with the key worker and significant other assigned to their child.
  • Ensure that parents are given information on a regular basis about their child/ren’s progress and have an opportunity to discuss it with their child’s key worker, or other staff when appropriate. The nursery will hold parent consultation evenings at yearly (occasionally more often if necessary) intervals.
  • Ensure that all new parents are aware of and can contribute to the nursery’s systems and policies.
  • Encourage parents and carers to actively contribute to their child’s development profile and other planning.
  • Emphasise and demonstrate to parents and carers the importance of play to children and how they are instrumental in their children’s learning both within the setting and at home.
  • Ensure that all parents are fully informed about meetings which are held in venues which are accessible and appropriate for all.
  • Make known to all parents/carers the systems for registering queries, complaints or suggestions.
  • Provide opportunities for parents/carers to contribute to the nursery’s curriculum and the learning of young children.
  • Provide support and guidance, signposting where necessary to ensure parents feel able to improve their own lives and their family’s lives.
  • Be discreet about information obtained when discussing issues and family circumstances. Confidentiality will be maintained unless we feel that the welfare of the child is at risk.
  • Ask your permission for outings and special events.
  • Provide a written contract between the parent(s) and the nursery regarding conditions of acceptance and arrangements for payment;
  • Respect the family’s religious and cultural backgrounds and to accommodate any special requirements wherever possible and practicable to do so;
  • Identify any special educational needs, to monitor and record these, liaising with parents/carers are outside specialists if needed.
  • Find out the needs and expectations of parents. We will do this through regular feedback via questionnaires and encouraging parents to review working practices. We will evaluate any responses and use these to promote nursery practice, policy and staff development.

Your commitment to us

  • Book and pay for childcare in advance.
  • Notify us as soon as possible if your child will not be attending.
  • Inform us of any important events and changes in your child’s life.
  • Read all letters sent home and sign forms where appropriate.
  • Pick up your child from the nursery no later than the arranged time.
  • Provide notice of one month if you are reducing sessions or withdrawing your child from the nursery.

Open Door Policy

At Beckermet Nursery we aim to involve parents as much as possible as we believe, as the main carers, they are of extreme importance to the child’s well-being and development. To do this we aim to develop an effective partnership with each family that uses the nursery. Within the nursery we promote positive relationships between parents/carers and practitioners.

‘Parents and practitioners should work together in an atmosphere of mutual respect within which children can have security and confidence’ as stated in the early years guidance.

Parents/carers are free to visit at any time that the child is in attendance, other times need to be arranged with management so that we can ensure all children’s needs are met.

Parents can stay and join in with the activities when they drop off or return early to play with their child or simply stay for the whole session.

Security is obviously a very high priority to us so all parents who are staying or visiting must sign in the visitor’s book.

The open door policy allows parents:

  • To see the child has made friends and settled;
  • To see how the children learn through play and what the ‘early year’s foundation stage’ means to see what we do and why;
  • Work closely with staff and build up the relationship.

Whilst parents are in the nursery on visits they are expected to follow these simple rules. Parents must not:

  • Intervene on disputes between children;
  • Be left alone with the children or used as part of the ratios;
  • Have or been given access to information about other children including profiles or individual planning;
  • Take photos during their time in nursery;
  • Have access to the staff room, office and children’s bathrooms (without being accompanied by a staff member).

All parents/carers must be briefed on any health and safety issues i.e. fire exits, wet floor signs and cleaning things. All parents/carers must be reminded about the importance of confidentiality and that anything you hear or see regarding other children must remain confidential and must not be discussed with any parents.

During the session we try to use the skills that all parents have from doing music with the children, playing on the computer or cooking; children love to do anything different and with different people so new ideas are greatly appreciated.

Abusive Parents

Here at Beckermet Nursery we believe that we have a strong partnership with our parents and an open door policy to discuss any matters arising. In the unlikely event that a parent starts to act in an aggressive or abusive way at the nursery, our policy is as follows:

  • Direct the parent away from the children and into a private area such as the office;
  • Ensure that a second member of staff be in attendance, where possible, whilst ensuring the safe supervision of the children;
  • Act in a calm and professional way, ask the parent to calm down and make it clear that we do not tolerate aggressive or abusive language or behaviour;
  • Contact the police if the behaviour does not diffuse;
  • Once the parent calms down, the member of staff will then listen to their concerns and respond appropriately;
  • An incident form will be completed detailing the time, reason and action taken;
  • With incidents like this staff may require support and reassurance following the experience, management will provide this and seek further support where necessary;
  • Management will also signpost parents to further support if applicable.


Zero Tolerance Behaviour Policy:

Harassment takes many forms ranging from tasteless jokes, abusive remarks, threatening behaviour, intimidation and actual physical abuse. Whatever form it takes, personal harassment from parents/clients is always taken seriously and is totally unacceptable.

Harassment can seriously affect employee’s working lives by interfering with their job performance or by creating a stressful, intimidating and unpleasant working environment.

As mentioned personal harassment takes many forms and people may not always realise that their behaviour constitutes harassment. Personal harassment is unwanted behaviour by one person towards another and examples of this include:

  • Insensitive jokes and pranks
  • Lewd or abusive comments about appearance
  • Deliberate exclusion from conversations
  • Displaying abusive or offensive writing or material
  • Unwelcome touching
  • Intimidating or aggressive behaviour
  • Verbal abuse (e.g. raised voices, aggressive tones)

NB: These examples are not exhaustive

Any parent/client displaying examples of the above behaviour will be asked to calm down, and once calm the situation will be dealt with. Any parent/client who refuses to calm down will be asked to leave the premises and will be told they can make an appointment with the Manager or Director to continue the discussion so long as they do not display any more of the mentioned types of behaviour. If the parents refuse to leave then the member of staff is well within their rights to call the police. The parent will be informed of this. The parent may be asked to remove their child from the nursery if management feel this is the most appropriate course of action.

This similarly applies to any other individual and course of actions will be circumstantial.

Key Person Policy:

At Beckermet Nursery we recognise that parent/carers are by far the most important people in the lives of their children. We see that it is of vital importance that there is an identified member of staff that both the child and parent/carer can develop a close professional relationship with, which allows warm attachments to develop and gain continuity, security and significance to their present lives.

The key person is the first person that the child learns to relate to in the setting. In time they build relationships with other staff members working in the nursery. The role of the key worker is to develop with both the child and parent/carer a trusting, caring and sensitive relationship.

The key worker will build an emotional attachment with each child in their group. They will know their individual routine as well as their likes and dislikes.

The key person takes on many important functions such as easing separation from parent/carer, meeting the individual needs of the child, relaying information to parents, assessment and record keeping.

Your child’s key person is also there to answer any questions or concerns you may have alongside senior staff.


Complaints & Compliments Policy:

The aim of this policy is to make parents and carers fully aware of what to do if they have a complaint or compliment and what steps management will take to ensure that a complaint is managed. We believe children and their families are entitled to expect courtesy and prompt, careful attention to their needs and wishes. Our intention is to work in partnership with parents and the community generally and we welcome suggestions on how to improve our services.


We welcome comments from parents about our setting and recognise that parents are the prime educators of their child and that comments, whether negative or positive, about our setting are made with the child’s interests at heart. Positive comments are a good way for parents to let settings know their work is valued and appreciated, give everyone concerned the chance to build on good practice which promotes children’s development, parents are encouraged to praise where appropriate.


Many concerns can be resolved quickly by an informal approach to the Manager. However if this approach does not achieve the desired result the following procedures should be used.

How to Complain

A parent who is unhappy about any aspect of the nursery’s provision, concerns should first be raised with the Supervisor on duty at the time. At this stage the following information will be recorded:

  • The nature of the complaint including date and time
  • Action taken initially
  • The subsequent action

Everyone involved with the discussion and outcome of a complaint will be expected to treat information as confidential and will not discuss the situation with anyone else.

If the issue remains unresolved or parents feel they have received an unsatisfactory outcome, then they must present their concerns in writing as a formal complaint to the nursery manager. The manager will then investigate the complaint and report back to the parent within 28 days. The manager will document the complaint fully and the actions taken in relation to it in the Complaints Summary Record as well as kept in the child’s personal file. If parents prefer, there is a template form for recording complaints held in the office which may be completed by the nursery manager and signed by the parent.

If the problem is still not resolved to the parent’s satisfaction, the parent/carer should again contact the manager. A formal meeting will be arranged and the nursery will make a record of the meeting and document any actions. All parties present at the meeting will be asked to review the accuracy of the record, sign to agree it and will receive a copy.

If the nursery feels necessary, an external mediator may be appointed who is agreeable to both parties, to listen to both sides and offer advice. A mediator has no legal powers but can help to define the problem, review the action that has already been taken and suggest further ways in which the issue might be resolved. The mediator will keep all discussions confidential. They will keep an agreed written record of any meetings that are held and any advice which may be given. The involvement of the mediator represents the final stage in the complaints procedure.

The role of the registering authority (Ofsted)

Details of how to contact OFSTED are available from the nursery office and displayed in our reception area.

OFSTED Contact Details:

Piccadilly Gate

Store Street


M1 2WD

Registration Number; EY382153

Telephone Number; 0300 123 1231

We ensure that our Complaints Summary Record is available to Ofsted.

In some circumstances, it will be necessary to contact the registering body regarding a complaint. Ofsted has a duty to ensure legislation and requirements are adhered to in order to encourage high standards.

We believe that most complaints are made constructively and can be resolved at an early stage. We also believe that it is in the best interests of the parents and the nursery, that complaints are taken seriously and dealt with fairly, in a way which respects confidentiality.

Confidentiality Policy:

It is a legal requirement for the nursery to hold information regarding the children and staff using the setting. All confidential information regarding staff, parents/carers and children is stored in a locked cupboard inside the nursery office.

Beckermet Nursery will seek to ensure that confidentiality is maintained. However, we may disclose information where necessary for the discharge of duties/as required by law.

Disclosure of Information Relating to a Member of Staff

In all but defined cases (e.g. disciplinary procedures), the ultimate reference point for deciding who should be informed of a piece of confidential information is the individual to whom it applies.

It is important, however, that where consent is given that it is informed consent. For this to be the case it is necessary to tell the person concerned why there is a need to disclose information and to whom. The person should also be told of the likely consequences of their agreeing or not agreeing to this (in some instances, for example, non-disclosure could mean that the persons need for a service could not be identified).

Disclosure of confidential information may require written authorisation by the individual concerned. This should be dated and specify to whom disclosure is authorised; for example if you are requesting information from one person’s GP. Once consent has been obtained, it is the responsibility of the person passing on any information to ensure that this is only done on the terms agreed.


In cases where there are concerns relating to suspected abuse or neglect of children, Beckermet Nursery’s Safeguarding Policy will apply. Where it is possible to involve the other parent in addressing concerns around their children’s welfare every effort will be made to do so.

Confidentiality between Clients

Beckermet Nursery cannot guarantee that other clients will maintain each other’s confidentiality but we will take every reasonable step to ensure that they do so.

When clients meet each other in group settings the issue of confidentiality will be discussed with them and clients will be asked to maintain each other’s confidentiality. The fact that Beckermet Nursery cannot guarantee confidentiality will be raised.

Information about Staff

A request for an employee’s home address and telephone number will always be referred to the individual concerned before any information is disclosed. This is done via the manager.

There are some agencies who may have an automatic right of access to certain parts of personnel information e.g. inland revenue or tax queries. The manager will notify any staff member of any legal requirements whereby Beckermet Nursery is obliged to provide such information.

Staff should never divulge a colleague’s personal circumstances, including their address, future work place etc without permission of the worker.

Information within Beckermet Nursery

This section gives guidance where staff are discussing clients amongst themselves, discussing a client with another agency on the telephone or when clients visit Beckermet Nursery’s office:

  • Make sure any discussion happens in an appropriate place, e.g. not in an office where other staff are working or where people are coming in and out of the place;
  • Do not gossip about clients with other clients, staff or members of your management. Information shared should be on a need to know basis;
  • Do not discuss personal facts about one client with another client or in the presence of another client;
  • Do not write derogatory comments about clients in their files (or anywhere else);
  • Do not leave information lying around or on screen but replace it in the appropriate place (locked filing cabinet).

Personnel Records

  • All staff will be given a copy of the confidentiality procedure as part of their induction. The implications of the procedure for their work will be explained.
  • Access to personnel files can be arranged with the line manager who should make clear the following:
  • Who has access to files and procedure for gaining access
  • How the information is stored, e.g. Locked cabinet
  • Application forms, interview records, medical information and monitoring forms are confidential to Beckermet Nursery.
  • Equal opportunity monitoring forms will be detached from application forms on receipt and kept separate from application forms.
  • Unsuccessful applicants – we may wish to monitor applications and keep information about applicants. Only relevant information should be kept, e.g. race, sexuality, sex and the rest destroyed.
  • References – when seeking references for a new employee it is made clear to the referees that information is sought in confidence.
  • Probationary reviews and appraisals. The line manager should make clear who receives information on the review.
  • Medical records will be held on personnel files in a sealed envelope. Copies of medical certificates and self-certification forms will be placed on personnel files after action for payroll purposes.
  • Breaches of confidentiality by staff will normally be treated within the remit of Beckermet Nursery’s disciplinary and grievance procedure. The nature of any breaches of this procedure will determine the level of disciplinary action, e.g. disclosure of unauthorised staff details would be gross misconduct.

Children’s Files

We keep two kinds of records on children attending Nursery:

Developmental records

These include observations of children in the Nursery, samples of their work, summary developmental reports and records of achievement.

Personal records:

These include registration and admission forms, signed consents, and correspondence concerning the child from other agencies, an ongoing record of relevant contact with parents, and observations by employees on any confidential matter involving the child, such as developmental concerns or child protection matters.

The information recorded will be factual and where an opinion is recorded it will be clear that this is opinion and what this is based on. This information should be kept in a filing cabinet, which is kept locked. All files must be returned to the cabinet after use. (This cabinet is kept in the office/staff room and locked when not in use). All clients are protected under the General Data Protection Regulation 2018. Information will be kept for six years once the child has left Beckermet Nursery. It will then be destroyed or archived. Where records refer to children, this information will be kept until the child is 21.

Parents may request access to any records held on their child and family following the procedure below:

  • Any request to see the child's personal file by a parent or person with parental responsibility must be made in writing to the Nursery Manager.
  • The Nursery Manager informs the chairperson of the management committee and sends a written acknowledgement.
  • The Nursery commits to providing access within 14 days - although this may be extended.
  • The Nursery Manager and Committee Chairperson prepare the file for viewing.
  • All third parties are written to, stating that a request for disclosure has been received and asking for their permission to disclose to the person requesting it. A copy of these letters is retained on the file.
  • 'Third parties' include all family members who may be referred to in the records. It also includes workers from any other agency, including social services, the health authority, etc. It is usual for agencies to refuse consent to disclose, preferring the individual to go directly to them.
  • When all the consents/refusals to disclose have been received these are attached to the copy of the request letter.
  • A photocopy of the complete file is taken.
  • The Nursery Manager and Committee Chairperson go through the file and remove any information which a third party has refused consent to disclose. This is best done with a thick black marker, to score through every reference to the third party and information they have added to the file.
  • What remains is the information recorded by the Nursery, detailing the work initiated and followed by them in relation to confidential matters. This is called the 'clean copy'.
  • The 'clean copy' is photocopied for the parents who are then invited in to discuss the contents. The file should never be given straight over, but should be gone through by Nursery Manager, so that it can be explained.
  • Legal advice may be sought before sharing a file, especially where the parent has possible grounds for litigation against the Nursery or another (third party) agency.

All computer records will be password protected and compliant with Beckermet Nursery’s IT security procedures.

We use the parents provided e-mail addresses for nursery related communication and for administration purposes only. The e-mails' contents are used for internal training and service improvement where/when applicable and when confidentiality is not specifically requested. However, e-mail addresses and/or contents are not passed or/and published on to third parties or used for marketing purposes, unless there is a written consent from the sender.

Children’s developmental records must be easily accessible and available to those with permission to view them, but stored securely otherwise; only with prior agreement from Ofsted may these be kept securely off the premises.

Partnerships with other Organisations

Beckermet Nursery may be working in partnership with other bodies. Where specific information sharing protocols exist that affect a particular client, all agencies should be aware of this. Beckermet Nursery will give all partnership agencies a copy of the confidentiality procedure and will explain the requirements it places on the partnership organisation that will have access to information and in what circumstances. Management agreements will state that breaches of confidentiality by either party will be treated as a breach of the agreement.


Data Protection Policy & Procedure:

The Nursery is committed to protecting personal data and ensuring that we comply with the data protection principles as listed below:

  • Personal data shall be processed fairly and lawfully;
  • Personal data shall be obtained for one or more specified and lawful purposes, and shall not be further processed in any manner incompatible with that purpose or those purposes;
  • Personal data shall be adequate, relevant and not excessive in relation to the purpose or purposes for which they are processed;
  • Personal data shall be accurate and, where necessary, kept up to date;
  • Personal data processed for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes;
  • Personal data shall be processed in accordance with the rights of data subjects under the General Data Protection Regulation 2018, appropriate technical and organisational measures shall be taken against unauthorised and unlawful processing of personal data and against accidental loss or destruction of, or damage to, personal data;
  • Personal data shall not be transferred to a country or territory outside the European Economic Area unless that country or territory ensures an adequate level of protection for the rights and freedoms of data subjects in relation to the processing of personal data.

In addition the Nursery will meet their legal obligations as laid down by the General Data Protection Regulation 2018 by:  

  • Ensuring that any data is collected is used fairly and lawfully;
  • Processing personal data only in order to meet our operational needs or fulfil legal requirements;
  • Taking steps to ensure that personal data is up to date and accurate;
  • Establishing appropriate retention periods for personal data;
  • Ensuring that data subjects' rights can be appropriately exercised;
  • Providing adequate security measures to protect personal data;
  • Ensuring that a named Nursery employee is responsible for data protection compliance and provides a point of contact for all data protection issues;
  • Ensuring that all employees are made aware of good practice in data protection;
  • Providing adequate training for all employees responsible for personal data;
  • Ensuring that everyone handling personal data knows where to find further guidance;
  • Ensuring that queries about data protection, internal and external to the Nursery, are dealt with effectively and promptly;
  • Regularly reviewing data protection procedures and guidelines within the Nursery.

Information recorded on paper format such as staff details, children’s details, child protection and special needs forms are stored in a locked filing cabinet in the office and only management have access to these, to protect confidentiality. On the computer, data is password protected and only Managers, Deputy Managers and Directors are entitled to access it.

All information on staff and children is updated regularly by way of data collection sheets. All children have individual personal record and development files, stored in the children's respective rooms.

Staff members’ files

Members of staff are allowed to have access to all personal data about them held under the General Data Protection Regulation 2018. This Act requires the provider to respond to requests for access to personal data within one month (this can be extended to two months if the request is complex). We will aim to provide such data electronically. Members of staff are required to read this information carefully and inform head office at the earliest opportunity if they believe that any of their personal data is inaccurate or untrue, or if they are dissatisfied with the information in any way. The data will be rectified and if it is not rectified for any reason, we will explain to the individual why we have not done so and inform them of their right to complain to the supervisory authority or judicial remedy.

The General Data Protection Regulation 2018 gives data subjects the right to have access to their personal data, free of charge, at reasonable intervals, with some exceptions, such as certain information relating to job applications. In certain circumstances, such as if the requests for personal data are unfounded, excessive or repetitive; we may charge a reasonable fee or refuse to provide the data. The fee will be based on administrative costs. The member of staff will be informed whether or not the request is to be granted. If it is, the information will be provided within one month of the date of the request.

In the event of a disagreement between a member of staff and Beckermet Nursery regarding personal data, the matter should be taken up under our formal grievance procedure.


Access and Storage of Information Policy:

We believe that an open access policy is the best way of encouraging parent/carers and nursery partnerships. Parents/carers are welcome to view the policies and procedures file which governs the way in which the nursery works. These can be viewed at any time when the nursery is open, simply by asking the nursery staff or by accessing the file situated at the nursery entrance.

Parents are also welcome to see and contribute to all the records that are kept on their child; however the nursery will adhere to the Data Protection laws. 

The nursery ensures that it is registered in regard to data protection and all parent, child and staff information is stored securely according to the data protection registration ensuring confidentiality is maintained at all times. This includes all contact details, permissions, certificates and photographic images.

The nursery’s records and documentation are kept and stored in accordance to the minimum legislative archiving time. This will be reviewed and amended according to any change in legislation. Records relating to individual children are retained for a reasonable period of time after they have left the provision.

Record Keeping

The record keeping systems employed by this nursery are comprehensive and are up-dated regularly, and consist of the following:

Register – The daily register is taken on the arrival of the children where all attendances are noted with the time. Any children who arrive late will be marked in and the time of arrival indicated on the register, any child leaving early will also be noted.

Registration forms – Are completed by the parents/carers and contain details of home address, date of birth, contact telephone numbers, allergies and long term medical conditions, health problems, G.P’s address and telephone number, immunisation record and previous early years experience e.g. parents and toddler groups.

Accident forms – These detail all the accidents that occur during the nursery session and describe – the name of the casualty, the date, time and place of the accident. Also the circumstances in which it occurred, the nature of the injury, treatment given, medical aid sought (if any), the name of the person treating the accident (must hold a current First Aid qualification). The information will also contain the name of any witness, the signature of the parent or carer on collecting the child from the group, and layout of the accident if it is of a serious nature.

If the child receives a bump to the head, a “bump note” is given to the parent/carer explaining that the child must continue to be observed for a period of 24 hours, and that any concerns must be reported the child’s GP. The nature of the accident will also be noted in the accident form.

Incident forms – This is a two part form which is completed when a child is hurt by another child whilst at the nursery. Its purpose is to identify how the incident occurred and how we can prevent future incidents occurring. Parents/carers are asked to sign the form to say they have been informed of the incident. The form is then kept in the office and monitored on a monthly basis to identify any behaviour patterns.

Medication record – Details administration (with a letter of parental consent) of any life saving/maintaining medicines. The report also contains the child’s name, name of the child’s G.P, dosage, time of administration, circumstances of administration, parent’s signature, and signature of member of staff administering the medication (must hold a current First Aid certificate).

Functional medications can be given to the children, providing the parent/carer has given consent and that it has been prescribed by the doctor (with the exception of calpol). Parents/Carers must sign the medication book, with the name of the medicine and the dosage and time to be given. If the name of the medication and/or dosage on the bottle does not match that which is written in the medication book, staff will not administer the medicine.

Cause for Concern Form – If a member of staff have any concerns about a child attending nursery, this form will be completed and returned to the manager. A cause for concern may be any of the following:

  • Significant changes in children’s behaviour
  • Deterioration in their general well being
  • Unexplained bruising, marks or signs of possible abuse
  • Signs of neglect
  • Comments children make which give cause for concern

Pre – existing injury form – will be completed if a child comes into the nursery with an injury which has occurred at home or on the way to nursery. The form should be completed and signed by the parent when signing the child in at the beginning of the session.

Staff appraisals (Annual and more often if necessary)  – Regular monitoring by the manager of staff training records for the past year, and future training planning, with the wishes of the member of staff and the organisation taken into consideration.

Staff training records – are completed by the individual staff member undertaking the training. They must provide a brief evaluation of the course, and must always feedback to the other members of staff once training is completed.

Equal Opportunities:

At Beckermet Nursery we follow the guidance under the Equality Act 2010 and we are committed to:

  • Promoting equal opportunities;
  • Promoting good relations between members of different racial, cultural and religious groups and communities;
  • Eliminating unlawful discrimination which includes any discrimination towards: Age, Disability, Gender reassignment, Marriage and civil partnership, Race, Religion/belief, Sex, Sexual orientation, Pregnancy/maternity.

Guiding Principles

In fulfilling these duties listed above, we are guided by three essential principles:

  • Every child should have opportunities to achieve the highest possible standards and the best possible experiences for the next stages of their development and education.
  • Every child should be helped to develop a sense of personal and cultural identity that is confident and open to change, and that is receptive and respectful towards other identities.
  • Every child should develop the knowledge, understanding and skills that they need in order to participate in Britain’s multi-ethnic society and in the wider context of an interdependent world.

Addressing racism and xenophobia

The nursery is opposed to all forms of racism and xenophobia, including those forms that are directed towards religions and communities.


The management is responsible for ensuring that the nursery complies with legislation and that this policy and its related procedures and strategies are implemented continuously.

The managers are responsible for implementing the policy, for ensuring that all staff are aware of their responsibilities and are given appropriate training and support and for taking appropriate action in any cases of unlawful discrimination.

All staff are expected to deal with racist incidents that occur and to be aware of how to identify and challenge racial and cultural bias and stereotyping, to support children in their nursery for whom English is an additional language and to incorporate principles of equality and diversity into all aspects of their work.

Information and Resources

We ensure that the content of this policy is known to all staff and appropriate to all children and parents. All staff have access to a selection of resources which discuss and explain concepts of race equality cultural diversity in appropriate detail. All children will have access to a diverse range of cultural resources.

Religious Observance

We respect the beliefs and practice of all staff, children and parents/carers and comply with all reasonable requests to religious observance and practice.

Breaches of the Policy

Breaches of this policy will be dealt with in the same ways that breaches of other nursery policies are dealt with, as determined by the management. The severity of the breach may determine the outcome.

Monitoring and Evaluating

We collect information using quantitative and qualitative data relating to the implementation of this policy making adjustments where appropriate.


Equality & Diversity:

Beckermet Nursery is committed to promoting equality for all. This is reflected throughout all our policies and the nursery works in accordance with current legislation. Policies and practices are regularly reviewed to ensure that children, families, staff members, visitors and nursery users are treated with respect and included in all aspects of nursery life.

The nursery will encourage recognition of the value of each individual and will not discriminate on grounds of nationality, gender, ethnicity, colour, sexual orientation, disability culture, language, religion, marital or parental status or age. This applies to children, parents, employees, visitors and during the process of recruitment of new staff.

All forms of discrimination will be treated seriously and it will be made clear to any offenders that such behaviour is unacceptable. Contracts of employment set out procedures to be followed when discriminatory language or behaviour is used.

We aim to develop a non-judgmental, easily accessible, safe learning environment where difference is celebrated and all children and adults are valued as individuals.

All children will be given opportunities to develop their full potential and a positive identity. We believe that the children’s activities and resources should be open to all children and families and to all adults who are committed to their care.

We recognise that:

  • Very young children may imitate a label and its associated emotion without even knowing the group referred to by the label.
  • As the


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