Privacy and Confidentiality Policy

Policy Statement

The Paint Yard is committed to protecting the privacy and confidentiality of all personal information collected from families, children, staff, and visitors. We only collect and use personal data that is necessary for the safe and effective delivery of our services.

We believe in open, respectful communication and are committed to maintaining trust through transparent, secure, and responsible handling of personal information.

Purpose

This policy explains how The Paint Yard collects, stores, uses, and discloses personal information, and how individuals can access or correct their information.

Scope

This policy applies to:

• Children and families attending sessions

• Staff, facilitators, volunteers, and contractors

• Any individual whose information is collected by The Paint Yard
  
  

Collection of Information

We collect information through:

• Enrolment and booking forms

• Medical or allergy action plans

• Incident or injury reports

• Communication with families and children

• Employment or volunteer applications
  
  

Types of information collected may include:

• Child’s full name, date of birth, and emergency contacts

• Health and medical information (e.g., allergies, diagnoses)

• Parent/carer contact details

• Attendance records and incident reports
  
  

Use of Information

The Paint Yard uses personal information to:

• Ensure children’s health, safety, and wellbeing

• Contact families as needed

• Respond to medical or emergency situations

• Support inclusive and responsive care

• Manage service operations and comply with legal obligations
  
  

Storage and Security

We store all records securely:

• Digital files are stored on password-protected systems
  
  

Disclosure of Information

We do not share personal information unless:

• It is required to protect the safety or wellbeing of a child

• We are legally required (e.g., mandatory reporting to child protection or emergency services)

• Consent has been provided by the parent/carer
  
  

Photographs and Media

• Photographs or videos of children may be taken for documentation or promotional purposes only with written parent/carer consent.
  
  

Access and Correction

Families may request to:

• View the personal information we hold about their child

• Correct inaccurate or outdated information
  

Requests can be made in writing to the service manager.

Related Documents

• Enrolment and Consent Form
  
  

Policy Review

This policy will be reviewed annually or as needed due to changes in legislation, data management practices, or service delivery methods.