Staff working from home policy

Policy Statement

At Truly Scrumptious Early Years Nurseries, we are committed to providing high-quality early education by observing, planning, assessing, and supporting each child’s learning and development in accordance with the Early Years Foundation Stage (EYFS).

To ensure effective assessment and personalised planning, we document children’s progress using a combination of paper-based and digital records, including via the Famly App. Our priority remains active engagement with children, and documentation is conducted in a way that maximises time spent in purposeful interactions and play.

In line with GDPR (2018) and our safeguarding responsibilities, access to any child-related documentation or digital platforms is strictly controlled. With consent from parents/carers, authorised staff may access the Famly app or development records strictly for professional purposes and in line with data protection protocols.

No staff may access or retain any personal or sensitive data, such as addresses, phone numbers, photographs, or family background information, unless explicitly authorised by management for specific operational purposes.

Procedures

1. Staff Suitability and Vetting

We conduct robust pre-employment and continuous suitability checks, including:

  • Enhanced DBS checks for all staff prior to appointment

  • 6-monthly DBS update checks, managed by the Nursery Owner (Patricia Trew)

  • Two reference checks before employment

  • Ongoing supervision, safeguarding audits, and training to reaffirm compliance

All staff must declare if they live with a person who is disqualified from working with children. Under the Disqualification by Association rule, such individuals are not permitted to work in the nursery. This is reviewed regularly during supervision meetings.

2. Authorised Paperwork Staff May Take Home

With prior approval, staff may be permitted to take the following records home solely for professional use (e.g. planning, assessment, moderation):

  • Learning Journals (excluding personal data)

  • Two-Year Progress Checks

  • School Transition Documents

  • Termly Summaries and Observation Sheets

  • EYFS Curriculum Documents and Child Development Records

  • Other approved educational planning tools

These documents must not contain:

  • Home addresses

  • Contact numbers

  • Family information

  • Medical or safeguarding records

  • Photographs (unless anonymised or required for planning with specific parental consent)

3. Management-Level Access

The management team may also take home or remotely access the following documents when necessary for business operations, moderation, or planning:

  • Attendance records and spreadsheets

  • Cohort tracking and developmental overview documents

  • Letters and communications to parents

  • Parent/carer contact details (secured)

  • Staff contact details

  • Staff appraisals, supervision, and observations

  • SEND-related documentation (with parental consent)

  • Financial documents (invoices, funding claims)

  • Local authority funding systems and statements

All documents accessed at home or remotely must be securely stored.

4. Data Security Measures

All digital devices used to access or store nursery information must:

  • Be password protected

  • Be encrypted and anti-virus protected

  • Be locked or stored securely when not in use

Paper documents:

  • Must never be left in cars, public places, or visible to unauthorised individuals

  • Must be stored in a locked bag, drawer, or case when taken home

  • Must not be shared with family members, friends, or third parties

Only designated staff may retain these documents, and only for as long as necessary to complete required tasks.

5. Breaches of Confidentiality or Misuse

Any staff member who:

  • Misuses data

  • Fails to store documents securely

  • Accesses or shares data without authorisation

Will be subject to:

  • Immediate disciplinary action

  • Referral to the Local Authority Designated Officer (LADO)

  • Notification to the Information Commissioner’s Office (ICO), if the breach involves personal data

Legal Framework

This policy operates in accordance with the following legislation and guidance:

  • General Data Protection Regulation (GDPR) 2018

  • Data Protection Act 2018

  • Human Rights Act 1998

  • The Early Years Foundation Stage (EYFS) Statutory Framework (2024)

  • Information Commissioner’s Office (ICO) Guidance

  • Working Together to Safeguard Children (2023)

Monitoring and Review

  • This policy will be reviewed annually, or earlier if legislation changes.

  • All staff are required to read and sign this policy during induction and following any updates.

  • A record of staff access to documents for home use will be maintained by management.

Approved by: Patricia Trew

Policy Reviewed by Brittany V –  Manager – 12/06/2025