(Updated for EYFS 2025)

Policy Statement; At Just Little Ones Childminding, we are committed to managing and retaining records in a responsible and compliant manner. This policy outlines our approach to retaining and securely disposing of records related to children, parents, staff, and the operations of our childminding setting in accordance with data protection regulations and EYFS 2025 requirements.

Purpose and Scope
• This policy applies to all records and information held in both physical and electronic formats.
• It covers records related to children, parents, staff, financial transactions, health and safety, and general operations.

Record Categories
• Children’s records: Personal information, medical details, consent forms, developmental assessments.
• Parent and guardian information: Contact details, consent forms, and communication records.
• Staff records: Qualifications, training, contracts, and emergency contact details.
• Financial records: Invoices, receipts, tax records, and payment details.
• Health and safety records: Risk assessments, incident reports, accident logs, and emergency procedures.

Data Retention Periods
• Children’s records: Retained for the duration of their enrolment and for a set period after they leave (as required by legislation).
• Parent and guardian records: Retained for as long as necessary to fulfil contractual and legal obligations.
• Staff records: Retained for the duration of employment and for a specified period after, as required by employment law.
• Financial records: Retained for the statutory period required for tax and accounting compliance.
• Health and safety records: Retained in accordance with local regulations and legal requirements.

Secure Storage
• Records will be stored securely to prevent unauthorised access, damage, or loss.
• Electronic records will be password-protected and encrypted to ensure data security.
• Physical records will be kept in locked storage units with restricted access.

Disposal of Records
• Records that have reached their retention period will be securely disposed of, following best practices for data protection.
• Physical documents will be shredded or disposed of through confidential waste services.
• Electronic records will be securely deleted using permanent data erasure methods.

Parental Access
• Parents or legal guardians have the right to access their child’s records upon request.
• Requests for access will be processed in accordance with GDPR and other data protection laws.

Review and Monitoring
• This policy will be reviewed annually or more frequently if required to ensure compliance with EYFS 2025 and legal guidelines.
• Feedback from parents, legal guardians, and staff members will be welcomed to continuously improve our retention policy.

Alignment with EYFS 2025 Changes
• The EYFS 2025 framework places a strong emphasis on data security, confidentiality, and responsible record-keeping.
• Our policy aligns with these updates by ensuring secure storage, defined retention periods, and compliant disposal practices.
• We support data protection principles by maintaining transparency, offering parental access, and upholding record-keeping best practices.

Signed: Jemma & Dale Ferriday
Date: August 2025
Review Date: April 2027