Address People Services, Harrow Council, Civic Centre, Station Road, Harrow, HA1 2UL
Tel 020 8901 2690 (option 1) email: fis@harrow.gov.uk web: harrow.gov.uk/earlyyears
Characteristics, such as ethnicity, language, nationality, country of birth and pupil premium eligibility;
Medical information, for incident response or as part of the 2 year check;
Special educational needs information, whether on an EHC plan or support;
Assessment information, such as the 2 year old progress check, and the EYFS profile outcomes at
the end of the Reception year;
Transition Document, information when transitioning to other providers or school
Bank account details, payroll record and tax status information
Provider locations, business addresses or physical provider settings
Correspondence relating to the child
Sharing with third parties
We will share information with third parties where required by law, where it is necessary to administer the
working relationship with you or where we have another legal obligation or public task processing conditions.
Third parties can be the Department for Education, HM Customs and Revenue, Quality Care Commission,
OFSTED and other departments within Harrow Council or contractors and designated agents.
Security of information
We will only share information with or from Providers using a secure transfer method. Providers must email
Harrow Council using a secure email solution (Egress). The council agrees to securely hold
parent/carer/children’s data in accordance with our Information Governance and Security Policy and data
retention policy.
Confidentiality and Incident Management
The provider agrees to ensure that confidentiality is observed throughout the lifecycle of the data being held
on the child in their service.
The providers will ensure that all staff will have a responsibility to report immediately any security incident or
weakness they observe to their manager. Staff should not try to deal with any such incidents personally. All
managers have a responsibility to take immediate and appropriate action to respond to all security reports
they receive from staff.
Each of the Parties will inform the other immediately of any incidents or activities that suggest non-
compliance with any of the terms of the sharing agreement. This includes ‘near miss’ situations even
if no actual damage to or loss or inappropriate disclosure of the information results.
If a data breach or incident did occur, the responsible Party will also notify the other Party within 24 hours of
becoming aware of the breach and support the other party to consider what steps should be taken to
remediate the incident, and or report the incidence within 72 hours of becoming aware of the breach.
How long we store the information for
We retain children’s data relating to service provision for 25 years from the date Harrow Council received the
information. This is for record purposes and to deal with any enquiries or complaints during this period. After
the retention period expires we will delete the information held unless there is a basis in law to retain data for
a longer period. If this occurs we will contact you and the parent or guardian of the child to make you aware
of this.
Right to complain or receive further information
Please contact us if you would like to know more about the information we hold about you and how we use it:
email fis@harrow.gov.uk
You have a right to complain to us if you think we have not complied with our obligation for handling your
personal information; please visit our Compliments and Complaints page.
If you are not satisfied with the Council’s response you have a right to complain to the Information
Commissioner’s Office (ICO). You can report a concern by visiting the ICO website.
Tick the box to verify that in submitting this form You have read and understood the
above Privacy Notice, which also appears on their provider declaration form.
