10.7 Provider records
We keep records and documentation for the purpose of maintaining our business. These
- Records pertaining to our
- Landlord/lease documents and other contractual
documentation pertaining to amenities, services and goods.
- Financial records pertaining to income and
- Risk assessments.
- Employment records of our staff including their name,
home address and telephone number and DBS certificate number and next of kin.
- Names, addresses and telephone numbers of anyone else
who is regularly in unsupervised contact with the children.
During the COVID-19 outbreak there may be the need to keep additional records as part of
A central record of all confirmed cases of COVID-19 that affect any member of staff or
service users is held. This record does not contain personal details about the individual (unless for a member of staff). Records are kept of individual cases of children/families who are
self-isolating due to symptoms. In all cases the principles of data protection are maintained.
We consider our records as confidential based on the sensitivity of information, such as
with employment records. These confidential records are maintained with regard to the framework of the General Data Protection Regulations (2018), further details are given in our Privacy Notice, and
the Human Rights Act (1998).
This policy and procedure should be read alongside our Privacy Notice, Confidentiality and
Client Access to Records Policy and Information Sharing Policy.
- All records are the responsibility of our Management team, who ensure they are kept securely.
- All our records are kept in an orderly way in files and filing is kept up-to-date.
- Our financial records are kept up-to-date for audit purposes.
- We maintain health and safety records; these include risk assessments, details of checks or inspections and guidance
- Our Ofsted registration certificate is displayed.
- Our Public Liability insurance certificate is displayed.
- All our employment and staff records are kept securely and confidentially.
We notify Ofsted of any:
- change in the address of our premises;
- change to our premises which may affect the space available to us or the quality of childcare we
- Change to the name and address of our registered provider, or the provider’s contact information.
- Change to the person managing our provision;
- significant event which is likely to affect our suitability to look after children; or
- Other event as detailed in the Statutory Framework for the Early Years Foundation Stage (DfE
- General Data Protection Regulations (GDPR)
- Human Rights Act 1998
This policy was adopted by
Thorpe Acre Playgroup
(name of provider)
Date to be reviewed
Signed on behalf of the provider
Name of signatory
Role of signatory (e.g. chair, director or owner)
Other useful Pre-school Learning Alliance publications
- Accident Record (2013)
- Accounts Record (2015)
- Safeguarding Children (Ed 2013)
- Recruiting Early Years Staff (2016)
- People Management in the Early Years
- Financial Management (2010)
- Medication Administration Record
- Daily Register and Outings Record
- Managing Risk (2009)
- Complaints Investigation Record
Updated June 2020