Clear Desk Policy

Purpose and Scope

This policy applies to all employees of Truly Scrumptious Early Years Nursery and its affiliates. As an Early Years childcare provider, we handle sensitive personal data belonging to children, parents/carers, and staff.

A clear desk policy helps ensure the security of confidential information and reduces the risk of unauthorised access, loss, or damage from incidents such as fire or flood.

This policy applies to both physical and electronic records and forms part of our wider commitment to data protection and compliance with GDPR and other relevant legislation.

Policy Statement

A clear desk policy does not require that desks be completely cleared of all items. Instead, it ensures that confidential, sensitive, or personal data (whether in paper or electronic form) is securely stored whenever a workspace is unattended or at the end of the working day.

This includes information stored on devices such as laptops, tablets, cameras, or USB drives that may contain personal data.

Responsibilities of Staff

All employees must ensure the following:

• Paper Documents:

  • All sensitive/confidential paper documents must be stored securely in a locked drawer or cupboard when not in use or when unattended.

  • At the end of each day or during extended absences, these documents must be filed away and not left on desks or open surfaces.

  • Documents containing personal information must be shredded or placed in the locked confidential disposal bins when no longer required.

• Electronic Devices:

  • Laptops, iPads, Kindles, nursery cameras, and USB drives must be securely stored in a locked cupboard or drawer when not in use.

  • Computers must be locked when workstations are unattended.

  • All computers must be fully shut down at the end of each working day.

  • Devices containing sensitive data must not be left unattended or visible.

• Password and Access Security:

  • Passwords must not be written down or stored near the computer (e.g. on sticky notes).

  • Passwords should not be shared and must comply with the nursery’s Password Policy.

  • Access keys to drawers or cabinets storing sensitive data must be stored in the combination-lock key box and never left unattended.

• Printers and Whiteboards:

  • Printouts containing personal or confidential information must be retrieved immediately from printers.

  • Whiteboards with personal information must be wiped clean after use and covered if visitors (e.g., maintenance workers, prospective parents) are present.

• Mass Storage Devices:

  • External hard drives and USB drives must be treated as confidential and stored securely in locked drawers.

Compliance and Monitoring

Failure to comply with this policy may lead to disciplinary action and potential data breaches, which could result in reputational damage and legal consequences for the nursery.

Regular audits may be carried out to ensure that staff are following this policy correctly.

Policy Review

This policy will be reviewed annually or in response to any significant changes in operations or data protection laws.

Reviewed by: Brittany V – Manager – 22/05/2025