1.Media Upload Policy for Harefield Community Pre-School
Effective Date: June 8, 2023
1.1 Introduction
Welcome to the Media Upload Policy of Harefield Community Pre-School. This policy outlines the guidelines and procedures regarding the upload and use of media content on our website, located at https://www.harefieldcps.org.uk/ (“the Website”). This policy is intended to provide clear instructions to ensure the appropriate and responsible use of media content.
By uploading media content to our Website, you agree to comply with the guidelines and procedures outlined in this policy. If you do not agree with these guidelines, please refrain from uploading media content.
1.2 Media Content Ownership
Any media content (including images, videos, audio files, etc.) uploaded to our Website remains the property of the original owner or the person responsible for creating the content. By uploading media content, you grant Harefield Community Pre-School a non-exclusive, royalty-free license to use, display, reproduce, and distribute the content solely for the purposes of promoting the activities and services of the pre-school.
1.3 Guidelines for Media Upload
To ensure the appropriateness and compliance of media content, please adhere to the following guidelines:
1.4 Consent and Release
If the media content includes images, videos, or audio recordings of individuals, ensure that you have obtained the necessary consent and release from the individuals involved or their legal guardians, especially in the case of minors. This includes consent for capturing, storing, and publishing the content on our Website.
1.5 Appropriate Content
Upload only media content that is relevant to Harefield Community Pre-School and its activities. Ensure that the content does not violate any laws, infringe upon intellectual property rights, contain explicit or offensive material, or breach the privacy of individuals.
1.6 Safety and Security
Do not upload media content that could potentially compromise the safety and security of individuals or the pre-school. This includes, but is not limited to, content that reveals personal information, addresses, or sensitive details.
1.7 Accuracy and Authenticity
Upload media content that is accurate, authentic, and represents the true nature of the pre-school and its activities. Do not manipulate or misrepresent media content in a way that could deceive or mislead viewers.
1.8 Review and Approval Process
All media content uploaded to our Website is subject to review and approval by Harefield Community Pre-School. We reserve the right to reject or remove any content that does not comply with the guidelines outlined in this policy or is deemed inappropriate or objectionable.
1.9 Copyright and Intellectual Property
Respect the intellectual property rights of others. Do not upload media content that infringes upon copyrights, trademarks, or any other proprietary rights of third parties. If you believe that your copyright or intellectual property rights have been infringed upon, please contact us immediately at Info@harefieldcps.org.uk.
1.10 Liability
Harefield Community Pre-School will not be held liable for any media content uploaded by users on our Website. Users uploading media content are solely responsible for ensuring compliance with applicable laws, regulations, and this Media Upload Policy.
1.11Changes to this Media Upload Policy
We may update or modify this Media Upload Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. Any changes we make will be posted on this page with a revised “Effective Date.” We encourage you to review this policy periodically to stay informed about the guidelines and procedures for media upload.
1.12 Contact Us
If you have any questions or concerns about this Media Upload Policy, please contact us at Info@harefieldcps.org.uk.
Last updated: June 8, 2023
2.Cookies Policy for Harefield Community Pre-School
Effective Date: June 8, 2023
2.1 Introduction
Welcome to the Cookies Policy of Harefield Community Pre-School. This policy explains how we use cookies and similar tracking technologies when you visit our website, located at https://www.harefieldcps.org.uk/ (“the Website”). This policy is intended to provide you with clear and comprehensive information about the cookies we use and the purposes for which we use them.
By accessing or using our Website, you consent to the use of cookies as described in this policy. If you do not agree with the use of cookies, you should disable or block cookies by adjusting your browser settings accordingly or refrain from using the Website.
2.2 What are Cookies?
Cookies are small text files that are placed on your device (computer, smartphone, tablet, etc.) when you visit a website. They are widely used by website owners to make their sites work more efficiently and to provide a better browsing experience to visitors. Cookies can also enable certain features and functionalities on websites.
2.3 How We Use Cookies
We use cookies for various purposes on our Website, including:
2.4 Essential Cookies
These cookies are necessary for the operation of our Website. They enable you to navigate through the Website and use its features. Without these cookies, certain functionalities may not be available.
2.5 Analytical and Performance Cookies
We use these cookies to collect information about how visitors use our Website, such as the number of visitors, the pages they visit, and the sources that referred them to our Website. This helps us understand and analyze website traffic, improve our Website’s performance, and enhance the user experience.
2.6 Functionality Cookies
These cookies enable our Website to remember choices you make and provide enhanced features. For example, they may be used to remember your preferences, such as language selection, font size, or customized content.
2.7 Third-Party Cookies
We may also allow third-party service providers to place cookies on your device through our Website. These cookies enable the third-party providers to collect and analyze certain types of information, such as your IP address, device identifier, and browsing activity. The use of these cookies is subject to the third party’s own privacy policies and terms of use.
2.8 Your Choices Regarding Cookies
You can manage and control cookies by adjusting your browser settings. Most browsers allow you to block or reject cookies, delete existing cookies, or set your browser to notify you when new cookies are sent. Please note that blocking or disabling cookies may impact your ability to access or use certain features and functionalities of our Website.
For more information on how to manage cookies, you can refer to your browser’s help section or visit the websites of the respective browser vendors.
2.9 Changes to this Cookies Policy
We may update or modify this Cookies Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. Any changes we make will be posted on this page with a revised “Effective Date.” We encourage you to review this policy periodically to stay informed about our use of cookies.
2.10 Contact Us
If you have any questions or concerns about our use of cookies or this Cookies Policy, please contact us at Info@harefieldcps.org.uk.
Last updated: June 8, 2023
3.Embedded Content from Other Websites Policy for Harefield Community Pre-School
Effective Date: June 8, 2023
3.1 Introduction
This policy outlines our guidelines and procedures regarding the use of embedded content from other websites on our own website, located at https://www.harefieldcps.org.uk/ (“the Website”). This policy is intended to provide clarity on how we handle and display embedded content and ensure compliance with copyright laws and the terms of service of third-party websites.
By accessing or using our Website, you acknowledge and agree to the practices described in this policy. If you do not agree with these practices, please refrain from using or interacting with embedded content.
3.2 Embedded Content Usage
Harefield Community Pre-School may occasionally embed content from other websites on our Website. This may include, but is not limited to, embedded videos, social media posts, maps, audio players, and other content provided by third-party websites or services.
3.3 Copyright and Terms of Service
We make every effort to ensure that embedded content displayed on our Website complies with copyright laws and the terms of service of the respective content providers. We do not claim ownership or control over the embedded content, and it remains the property of the original creator or the entity hosting the content.
3.4 Liability and Endorsement
Harefield Community Pre-School is not responsible for the accuracy, legality, or content of embedded material from third-party websites. The inclusion of embedded content does not imply endorsement or affiliation with the content creator or hosting website. Any issues or concerns regarding embedded content should be directed to the original content provider.
3.5 Privacy and Data Collection
Embedded content from other websites may collect user data, use cookies, or track user interactions in accordance with the privacy policies and practices of the respective content providers. Harefield Community Pre-School does not control or have access to the data collected by third-party websites through embedded content. We encourage users to review the privacy policies of these websites for more information on their data collection and usage practices.
3.6 Removal of Embedded Content
If you believe that embedded content on our Website infringes upon copyright or violates any legal or ethical guidelines, please contact us at Info@harefieldcps.org.uk. We will promptly investigate the matter and, if necessary, take appropriate action, which may include removing the embedded content from our Website.
3.7 Changes to this Embedded Content Policy
We may update or modify this Embedded Content from Other Websites Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. Any changes we make will be posted on this page with a revised “Effective Date.” We encourage you to review this policy periodically to stay informed about our use of embedded content.
3.8 Contact Us
If you have any questions or concerns about this Embedded Content from Other Websites Policy, please contact us at Info@harefieldcps.org.uk.
Last updated: June 8, 2023
4. Data Retention Policy for Harefield Community Pre-School
Effective Date: June 8, 2023
4.1 Introduction
Welcome to the Data Retention Policy of Harefield Community Pre-School. This policy outlines our guidelines and procedures regarding the retention of uploaded comments, data, and media on our website, located at https://www.harefieldcps.org.uk/ (“the Website”). This policy is intended to provide clarity on how long we retain user-generated content and ensure compliance with applicable data protection laws and regulations.
By interacting with our Website and uploading comments, data, and media content, you acknowledge and agree to the data retention practices described in this policy. If you do not agree with these practices, please refrain from uploading such content.
4.2 Types of Uploaded Content
This policy applies to user-generated comments, data, and media content uploaded on our Website, including but not limited to:
Comments on blog posts or articles
Forms and surveys
Media files (images, videos, audio recordings, etc.)
Personal information provided in any uploaded content
4.3 Data Retention Guidelines
Harefield Community Pre-School follows the following general guidelines for retaining user-generated content:
4.3.1 Comments and Data
We will retain user comments and associated data for a period of [insert specific time frame, e.g., one year] from the date of submission. This retention period allows us to address any inquiries, provide appropriate responses, and analyze feedback.
4.3.2 Media Files
Media files uploaded to our Website will be retained for a period of [insert specific time frame, e.g., two years] from the date of submission. This timeframe enables us to maintain a historical record, respond to potential requests, and ensure the proper functioning and display of media content on our Website.
5 Data Security and Confidentiality
We take appropriate technical and organizational measures to protect user-generated content against unauthorized access, loss, alteration, or destruction. However, it is important to note that no data transmission or storage can be guaranteed to be 100% secure. Users are responsible for ensuring the confidentiality and security of any personal or sensitive information they choose to upload to our Website.
6. User Rights and Data Removal
If you would like us to remove any comments, data, or media content that you have uploaded, please contact us at Info@harefieldcps.org.uk. We will make reasonable efforts to respond to your request within a reasonable timeframe and, where applicable, remove the requested content in accordance with our data removal procedures.
7. Compliance with Legal Obligations
We may retain user-generated content for a longer period if required to do so by law, regulation, or legal process. In such cases, we will ensure that the retention is compliant with the applicable legal requirements.
8. Changes to this Data Retention Policy
We may update or modify this Data Retention Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. Any changes we make will be posted on this page with a revised “Effective Date.” We encourage you to review this policy periodically to stay informed about our data retention practices.
8.1 Contact Us
If you have any questions or concerns about this Data Retention Policy, please contact us at Info@harefieldcps.org.uk.
Last updated: June 8, 2023
9. Southampton City Council is collecting this information in order to perform this service or function and if further information is needed in order to do so, you may be contacted using the details provided. In performing this service, the Council may be required to share your Information with other organisations or departments, but it will only do so when it is necessary in order for the service to be provided.
9.1 The Council may also share personal information for the purposes of the prevention, investigation.
9.2 Detection, or prosecution of criminal offences, but will not share personal information, or use it for this, or any other purpose, unless provided for by law.
9.3 The information provided will be held on file and may also be stored electronically and will be used for the purpose of its involvement in giving support and advice in relation to the child/young person as specified above.
9.4 We will destroy the data in accordance with Southampton City Council’s Records Review and Retention Schedule which is available at the following link https://www.southampton.gov.uk/images/rrrs-version-9.004tcm63-389236.pdf
9.5 More detailed information about the Council’s handling of your personal data can be found in its privacy policy, available online (http://www.southampton.gov.uk/privacy), or on request.
10. Record Keeping Procedures
10.1 Children’s records and data protection
During an outbreak of serious illness of disease (such as Covid-19) there may be the need to keep additional records as part of outbreak management. A record is kept of individual cases of children/families who are self- isolating due to symptoms as per usual record-keeping procedures. In all cases the principles of data protection are maintained.
10.2 Principles of data protection: lawful processing of data
Personal data shall be
10.3 Educators should process data, record and share information in line with the principles above.
11. General safeguarding recording principles
It is vital that all relevant interactions linked to safeguarding children’s and individual’s welfare are accurately recorded.
All recordings should be made as soon as possible after the event.
Recording should be to a good standard and clear enough to enable someone other than the person who wrote it, to fully understand what is being described.
12. Recording can potentially be viewed by a parent/carer or Ofsted inspector, by the successors of the educators who record, and may be used in a family Court as relevant evidence to decide whether it should remain with their biological parents, or be removed to live somewhere else Recording needs to be fair and accurate, non-judgemental in tone, descriptive, relevant, and should clearly show what action has been taken to safeguard a child, and reflect decision-making relating to safeguarding Recording should be complete, it should show what the outcome has been, what happened to referrals, why decisions were made to share or not share information, and it should contain summaries and minutes of relevant multi-agency meetings and multi-agency communication.
If injuries or other safeguarding concerns are being described the description must be clear and accurate and should give specific details of the injury observed and where it is located.
The principles of GDPR and effective safeguarding recording practice are upheld.
Recording is factual and non-judgemental The procedure for retaining and archiving personal data and the retention schedule and subsequent destruction of data is adhered to.
Parents/carers and children where appropriate are made aware of what will be recorded and in what circumstances information is shared, prior to their child starting at the setting. Parents/carers are issued with 07.1a Privacy notice and should give signed, informed consent to recording and information sharing prior to their child attending the setting. If a parent/carer would not expect their information to be shared in any given situation, normally, they should be asked for consent prior to sharing.
There are circumstances where information is shared without consent to safeguard children. These are detailed below, but in summary, information can be shared without consent if an educator is unable to gain consent, cannot reasonably be expected to gain consent, or gaining consent places a child at risk.
Records can be accessed by and information may be shared with local authority professionals. If there are significant safeguarding or welfare concerns, information may also be shared with a family proceedings Court or the police. Educators are aware of information sharing processes and all families should give informed consent to the way the setting will use, store and share information.
Recording should be completed as soon as possible and within 5 working days as a maximum for safeguarding recording timescales.
If a child attends more than one setting, a two-way flow of information is established between the parents/carers, and other providers. Where appropriate, comments from others (as above) are incorporated into the child’s records.
13. Children’s personal files
Appropriate files must be used. These are made of robust card (not ring binders) and have plastic or metal binders to secure documents. File dividers must be inserted into each file. Personal details: registration form and consent forms.
Contractual matters: copies of contract, days and times, record of fees, any fee reminders or records of disputes about fees.
14. SEND support requirements
additional focussed intervention provided by the setting e.g. support for behaviour, language or development that needs an Action Plan at setting level records of any meetings held welfare and safeguarding concerns: correspondence and reports: all letters and emails to and from other agencies and confidential reports from other agencies.
Children’s personal files are kept in a filing cabinet, which is always locked when not in use. Correspondence in relation to a child is read, any actions noted, and filed immediately.
Access to children’s personal files is restricted to those authorised to see them and make entries in them. this being the setting manager, deputy or designated person for child protection, the child’s key person, or other staff as authorised by the setting manager.
Children’s personal files are not handed over to anyone else to look at.
Children’s files may be handed to Ofsted as part of an inspection or investigation; they may also be handed to local authority staff conducting an S11 audit as long as authorisation is seen.