Data Retention Policy
Data Retention Policy
1. Purpose
Little Wonderland Nursery Ltd is committed to ensuring that personal information is retained only for as long as necessary to fulfil its purpose, meet legal and regulatory requirements, safeguard children and staff, and protect the rights of individuals.
This policy outlines how personal data is retained, stored, accessed, and securely disposed of in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, HMRC requirements, and relevant childcare legislation and guidance.
2. Application
This policy applies to all personal information held by Little Wonderland Nursery Ltd in paper and electronic formats, including records relating to:
- Children
- Parents and carers
- Staff
- Volunteers
- Students and work placements
- Visitors
- Contractors
3. Responsibilities
The Nursery Manager is responsible for overseeing the implementation of this policy and ensuring that records are retained, stored, accessed, and disposed of appropriately.
The nursery will maintain records required by the Care Inspectorate and make them available for inspection when requested.
4. Retention Periods
Children’s Records
Record Type
Retention Period
Registration forms, contracts, attendance records, correspondence, developmental records and learning journals
6 years after the child leaves the nursery
Accident and incident records
Until the child reaches 21 years of age
Accident records involving safeguarding concerns, serious incidents or legal action
Until the child reaches 24 years of age
Child protection and safeguarding records
Until the child reaches 24 years of age, or longer if advised by statutory agencies
Medication records
6 years after the child leaves the nursery
Additional support plans and wellbeing records
6 years after the child leaves the nursery
Financial Records
Record Type
Retention Period
Funding claims and supporting documentation
6 years from the end of the financial year
Invoices, receipts, payment records and accounting documentation
6 years in accordance with HMRC requirements
Bank statements and financial reports
6 years
Staff Records
Record Type
Retention Period
Personnel files, employment contracts, references, job descriptions and training records
6 years after employment ends
Payroll, PAYE, pension and salary records
6 years after the end of the relevant tax year
Recruitment records for unsuccessful applicants
6 months after completion of the recruitment process
PVG scheme records (certificate number, date checked and recruitment decision only)
Duration of employment plus 6 years
PVG Registration number and date of issue
Not retained unless legally required
Supervision, appraisal and professional development records
6 years after employment ends
Disciplinary and grievance records
6 years after employment ends
Right to work documentation
Duration of employment plus 2 years
Employee accident records
3 years from the date of the accident, or longer where required by insurance or legal proceedings
Other Records
Record Type
Retention Period
Complaints records
3 years after resolution unless legal proceedings are anticipated
Visitor records and signing-in sheets
12 months
CCTV recordings (if applicable)
Normally 30 days unless required for an investigation
5. Access to Information
Individuals have the right to request access to personal information held about them in accordance with UK GDPR.
Requests may be made verbally or in writing and will be responded to within the statutory timescales.
Where appropriate, parents and carers may request access to information held about their child.
6. Secure Storage
Little Wonderland Nursery Ltd will ensure that all records are stored securely.
- Paper records will be kept in locked cabinets or secure storage areas.
- Electronic records will be password protected and accessible only to authorised personnel.
- Confidential information will only be shared where there is a lawful basis to do so.
7. Secure Disposal
When records reach the end of their retention period and are no longer required, they will be securely destroyed.
- Paper records will be shredded or disposed of through a confidential waste service.
- Electronic records will be permanently deleted from systems and storage devices where reasonably practicable.
A record of disposal may be maintained where appropriate.
8. Extended Retention
Where records are relevant to:
- An ongoing complaint
- A safeguarding concern
- An insurance claim
- A legal claim or proceedings
- A statutory investigation
they will be retained until the matter is fully concluded, even if this exceeds the standard retention period outlined in this policy.
9. Monitoring and Review
This policy will be reviewed annually or sooner if there are changes to legislation, Care Inspectorate requirements, guidance, or nursery practice.
Policy Adopted: _____8.9.24______________
Review Date: ____5.9.25_______________
Next Review Date: ____5.9.26_______________
Signed (Manager): _________Staceg sneddon__________