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Universal Childcare Development Team Privacy Notice

How we use your personal information for Childcare Development purposes

The Council provides services for local communities and the people who live in them.  Undertaking this work means that we must collect and use information about the people we provide services to and keep a record of those services. Because we collect and use personal information about individuals we must make sure that they know what we intend to do with their information and who it may be shared with.  

We have summarised in this privacy notice some of the key ways in which we use your personal information for Universal Childcare Development purposes. This information should be read in conjunction with the Council’s corporate privacy notice

1. Who we are, what we do

The Universal Childcare Development team oversees the support, development, and sustainability of all childcare providers in RCT.  

This includes offering engagement events, sending information that might be of interest to the sector, such as changes in legislation, public consultations or promoting events and training by other agencies.  This may be via emails, telephone, social media, face to face or printed information posted to their setting addresses.  The team offers support and guidance to support them deliver their services or improve their business practices.  The team also offers funded training courses and a range of grants to support the sector.  Every five years the team consults with a variety of stakeholders, via face to face engagement and online surveys, to gauge views on childcare supply and demand in order to produce the Childcare Sufficiency Assessment and accompanying annual action plan.

Engagement and training events are delivered by internal and external organisations. 

2. What and whose personal information we hold?

We hold information about childcare providers, although these details relate to the business, the owner may have provided personal details.

For training purposes, we hold information about the staff within those settings.  The types of information we hold, and process will typically include: 

  • Setting name, address, email address and telephone number
  • Details of service offered (i.e. opening hours)
  • Setting bank details 

Staff name, setting they work in, home address and/or email address and telephone number 

3. Where does the service get my information from?

We gather information about childcare settings from Care Inspectorate Wales (CIW), local knowledge and when settings contact the team for advice.

For the Childcare Sufficiency Assessment consultation, we get contact details if the person completing the survey chooses to include these in their survey response.

For training purposes, we get staff and setting information from completed training application forms.

And from grant funding application forms. 

4. What will we do with your personal information?

We use the information to keep childcare providers updated on what the team can do to support their settings, relevant training, information and opportunities. 

For the purposes of training, we share staff information with the relevant training provider and the course tutor.  We keep a record of training attended by each childcare provider and the staff from those settings.

For the purposes of grant funding applications (to process your application in line with funding requirements), we will also share your application with a grant panel made up of RCTCBC officers and representatives from childcare umbrella organisations.  For some grant schemes, resources are delivered directly to the setting and this instance, the address is shared with the supplier.

For the purposes of the Childcare Sufficiency Assessment, we use survey responses to inform priorities to develop childcare services.

5. What is the legal basis for the use of this information?

Data Protection law says that we are only allowed to use and share personal information where we have proper and lawful reasons for doing so.

The Council has a statutory duty to secure, as far as reasonably practicable, sufficient childcare to meet the requirements of parents/carers who require childcare in order to work, undertake training/education or to prepare for work. 

6. Does the service share my personal information with any other organisation?

Yes, we will share your information with the following;

  • Training provider
  • Internal Council departments such as Flying Start, Resilient Families, Play Services, School Admissions and Registered Education Providers Team.
  • Welsh Government (if part of the funding requirements)
  • Care Inspectorate Wales
  • Childcare Umbrella Organisations (NDNA, Early Years Wales, Clybiau Plant Cymru Kids Clubs, Mudiad Meithrin)

PACEY Cymru – if we fund a new childminders first year insurance and membership or for the purposes of funded webinars and pre-registration training

7. How long will my information be kept?

General information about childcare providers will be kept for as long as the team are aware they are trading.

Training records and attendance information will be kept for a period of six years after the event.

Grant funding information will be kept in line with the funding requirements. 

8. Your information, your rights

The General Data Protection Regulation (GDPR) gives you important rights, including the right to access the personal information the services hold about you

View further details on your information rights and how to exercise them 

9. Contact us

If you have any concerns or would like to know more about how the service using your personal information please contact us in one of the following ways:

By email:

By telephone: 01443 570048

In writing : Universal Childcare team, Ty Trevithick, Abercynon, RCT, CF45 4UQ