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Thorpe Acre Pre-school Playgroup

C/O Thorpe Acre Infant School

Alan Moss Road

LE11 4SQ

Tel: 07803 054757


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Working Together to Safeguard Children
            Working Together to Safeguard Children


10.7 Provider records

Policy statement

We keep records and documentation for the purpose of maintaining our business. These include:

  • Records pertaining to our registration.
  • Landlord/lease documents and other contractual documentation pertaining to amenities, services and goods.
  • Financial records pertaining to income and expenditure.
  • 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 outbreak management.

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 etc.
  • 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 provide;
  • 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 2017).


Legal framework


  • General Data Protection Regulations (GDPR) (2018)
  • Human Rights Act 1998


This policy was adopted by

Thorpe Acre Playgroup

(name of provider)


June 2020


Date to be reviewed

February 2021


Signed on behalf of the provider


Name of signatory

Rachel Dashi

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 (2016)
  • Financial Management (2010)
  • Medication Administration Record (2015)
  • Daily Register and Outings Record (2015)
  • Managing Risk (2009)
  • Complaints Investigation Record (2015)









Updated June 2020


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