Preschool policies

A place for your child

Jumping Jacks Childcare welcomes children from age two. We discuss your child’s needs, your preferred sessions and availability before confirming a place. Admissions are fair and inclusive. We work with families to identify reasonable adjustments and support; a disability or additional need is not, by itself, a reason to refuse a place.

Before your child starts, please complete their registration, emergency contacts, health and allergy information, permissions and any relevant support or funding forms. Tell us promptly when information changes. Your agreed booking and parent contract are separate from this policy reading checklist.

Sessions and prices

We open Monday to Friday for 50 weeks of the year. We close on bank holidays and for two weeks over Christmas following the school timetable. We share the actual closure dates with families.

Breakfast club, 7am–9am: £9. Morning, 9am–12 noon: Funded or £24.50. Afternoon, 12 noon–3pm: Funded or £24.50. After-school, 3pm–6.30pm: £24.50. Preschool holiday club or a privately paid full day, 7am–6.30pm: £80.

Drinks, snacks, meals, trips, nappies, wipes and sun cream are included. There are no consumables fees, top-up charges on funded hours or additional charges for these items.

Funded places and sibling discount

Funded places are subject to eligibility, availability and confirmation of our arrangements with Surrey. We will confirm any funded hours, dates and required declarations with you in writing before a funded booking begins. Please do not assume funding is confirmed until you receive that confirmation. Where an eligibility code is required, it must be valid and renewed as required.

We describe each morning and afternoon session as “Funded or £24.50”. We do not assign a cash value to funding or deduct an age-based funding payment from a published private full-day price. You do not have to buy breakfast or after-school sessions to take up an agreed funded place.

When both 9am–3pm sessions are funded, adding breakfast and after-school costs £33.50 before any eligible sibling discount. The 10% sibling discount applies to eligible preschool breakfast and after-school sessions, giving £8.10 and £22.05 respectively, or £30.15 together. Funded sessions remain free.

Invoices and changes

Invoices are issued monthly in advance, as for wraparound care, and payment is due on the 1st of each month. We do not charge for days when Jumping Jacks is closed, including bank holidays and the Christmas closure. Your invoice identifies funded hours separately from paid sessions and shows applicable sibling discounts. Please raise a query with Charmaine promptly if a charge does not match your agreed sessions.

To end or reduce regular paid preschool sessions, please give four weeks’ notice in writing. Agreed paid sessions falling within that four-week notice period remain payable, including booked sessions you choose not to attend. We do not charge for days when Jumping Jacks is closed, and closures do not extend the notice period. This clause does not create a parent charge for funded entitlement hours. Changes to funded bookings follow the applicable Surrey arrangements, which we confirm separately in writing.

Payment dates and collection
Invoices are due on the 1st. A £25 late-payment fee may apply after the 1st if payment is overdue. There is no automatic grace period. Contact Charmaine directly if you need to request a later due date. A request changes the due date only when Charmaine agrees and records the arrangement. There is no late-collection fee or session-swap administration fee; availability and approval are still required for a swap. The eligible preschool sibling discount continues on breakfast and after-school sessions as described above; funded hours remain free.

Getting to know your child

Each child has a named key person, with familiar cover when that person is away. We explain who they are before your child starts. They build a relationship with your family, help your child feel secure, coordinate their learning and care, and share progress with you.

We agree settling-in arrangements with you around your child’s experience, communication, routines and wellbeing. Visits and separations build gradually. We comfort children who are upset and review the plan together if a child needs longer. Please tell us about home languages, favourite activities, important relationships and any changes that may affect your child.

Learning through play

We follow the Early Years Foundation Stage and plan play and experiences around children’s interests and development. We support communication and language, physical development, personal social and emotional development, literacy, mathematics, understanding the world, and expressive arts and design.

Your knowledge of your child helps us understand their starting points. We share observations and next steps through conversations and appropriate records. Assessment supports children’s learning and does not require them to complete tests.

The progress check at age two

Between ages two and three, we review your child’s progress in the three prime areas: communication and language, physical development, and personal social and emotional development. We give you a short written summary, celebrate strengths, discuss any concerns and agree support. We coordinate with other professionals where appropriate and lawful.

SEND and transitions

Daisy Mehra is the current SENCO. Please speak to your child’s key person, Daisy or Charmaine if you have concerns about development or additional needs. Support starts with understanding the child and adapting experiences, communication and the environment. A diagnosis is not required before we discuss and begin appropriate support.

Where a support plan is needed, we work with you using an assess, plan, do and review approach. We agree goals, responsibilities and review dates and involve specialist services where appropriate. Health care plans are coordinated with learning support. Requests for additional funding follow the relevant local arrangements.

When your child moves to another setting or school, we help them prepare and work with the receiving team. Necessary records are transferred securely using an appropriate lawful basis, with your involvement and consent where that is the basis required.

Helping children feel included

Every child and family should feel welcome at Jumping Jacks. We respect different backgrounds, family structures, cultures, religions, home languages and abilities. We challenge discriminatory language and behaviour and make reasonable adjustments so children can take part.

Young children are still learning to communicate, wait, share and manage strong feelings. We see behaviour in the context of development, communication, health and individual circumstances. We use calm guidance, predictable routines, modelling and reassurance.

Responding to difficulties

We intervene promptly to keep children safe, comfort anyone hurt and help children regulate their feelings with a trusted adult. Children are not humiliated, shouted at, labelled as naughty or left alone as punishment. We never use or threaten corporal punishment. Food, care and comfort are not withheld as sanctions.

If difficulties continue, the key person, SENCO and parents work together to understand patterns and triggers and agree practical support. We consider additional needs and reasonable adjustments and review the plan. We may seek specialist help with the appropriate information-sharing arrangements.

Significant incidents are recorded factually and discussed privately with the relevant family. We protect other children’s identities and information. Any concern about abuse or an adult’s conduct follows the safeguarding route.

Physical intervention

Physical intervention is an exceptional safety measure, never a punishment. Staff first use appropriate alternatives where possible. Any intervention must be necessary, proportionate, use the least force needed and last only as long as necessary to protect safety.

We record an intervention and inform the child’s parent or carer on the same day or as soon as reasonably practicable, following safeguarding advice where necessary. The lead reviews what happened, the child’s wellbeing and how to reduce the risk of recurrence. This parent policy is not a guide to restraint techniques.

Food and drink

Drinks, snacks and meals are included in preschool sessions without extra charges. Fresh drinking water is available throughout the day. We provide nutritious food suitable for children’s ages and development, and promote healthy eating and positive social mealtimes.

Before your child starts, tell us about allergies, intolerances, dietary requirements and cultural or religious preferences. Keep us informed of changes. We agree suitable food and, where needed, an individual allergy or health care plan. Staff check ingredients and individual requirements; we do not promise an allergen-free environment.

Children are supervised within sight and hearing while eating. Food is prepared and served appropriately to reduce choking risk, with suitable staff and first-aid arrangements. Children are encouraged to try food without being forced, punished or shamed. We share concerns about eating or drinking with you.

Nappies and toilet learning

Nappies and wipes are included. Please discuss your child’s usual routine, skin sensitivities, preferred products and any cream or care instructions before they attend. Medicated products follow the medication arrangements.

Staff provide sensitive personal care, protect dignity and privacy, follow hygiene procedures and attend promptly to wet or soiled clothing and nappies. Children are never left unattended on a changing surface. Care is recorded and significant concerns are shared with parents.

Toilet learning follows the child’s readiness, with a consistent approach agreed with the family. A child does not need to be toilet trained to attend. Accidents are treated calmly. Please provide suitable changes of clothing and tell us about any support your child needs.

Sleep and rest

We use sleep mats with individual clean bedding for preschool rest. We discuss usual sleep patterns, comfort and any medical advice with you and respond to the child’s needs. No child is forced to sleep, restrained to settle them, or denied needed rest simply to fit a routine.

The sleep space and equipment are checked for safety. Sleeping children are supervised within sight and hearing, with regular active checks recorded by the staff member. Our procedure uses checks at least every ten minutes, with more frequent checks when an individual assessment requires them. Sleep and significant changes are shared with you.

Healthy routines

We help children learn handwashing and other hygiene routines. We support oral health through healthy food, drinking water and age-appropriate learning, and share information about dental care with families. Any organised toothbrushing scheme would have its own agreed hygiene arrangements and permissions.

When your child is unwell

Please keep your child at home if they are too unwell to take part comfortably or need care that cannot safely be provided alongside the other children. Tell us about symptoms, a relevant diagnosis and medicines already given. If your child becomes unwell here, we contact you, keep them comfortable and supervised, and arrange collection where needed.

After diarrhoea or vomiting, children should stay away until at least 48 hours after the last episode. Other infections have different exclusion periods; we follow current UK Health Security Agency advice and individual clinical or health-protection instructions. We do not apply a blanket 48-hour exclusion simply because antibiotics have been started.

An unwell child is not kept in the setting by using fever medicine to mask their symptoms. Paracetamol does not prevent febrile seizures. Staff seek appropriate medical advice or call emergency services when needed.

Giving medicines safely

Agreed prescribed and non-prescription medicines may be given where necessary during attendance, with prior written parental permission for the particular medicine. Staff agree the dose, method, timing and duration in advance and follow the prescriber or manufacturer instructions. Non-prescription medicines must be suitable for the child’s age; staff resolve any uncertainty before giving them. Please hand it directly to staff in its original container, within its expiry date, with the child’s details and clear prescriber or manufacturer instructions. Tell staff about the last dose and any relevant side effects.

We agree the medicine, dose, method, timing, storage and any training or health care plan before administration. Medicines are stored securely and appropriately, with emergency medicines accessible to authorised staff. Children do not manage medicines without staff supervision.

The administration record identifies the child, medicine, dose, date and time, and staff member. Our medication record is sent to the parent through the app for acknowledgement. Please check it and raise any question promptly. An acknowledgement of receipt is separate from permission to give medicine.

For allergies or long-term conditions, we agree a health care or emergency plan, staff training and outing arrangements with you and relevant professionals. Please replace expired supplies and tell us about changes immediately.

Accidents and emergency care

Paediatric first-aid cover is arranged whenever children are present and on outings. Staff give appropriate first aid, record the accident, care provided, time and staff involved, and inform parents. Significant injuries or concerns are communicated promptly rather than waiting for an app notification.

We call 999 for an emergency and contact you as soon as possible. Staff follow emergency-service advice and arrange suitable support for the child. We make any required notifications to Ofsted and safeguarding or other agencies. Parent copies are handled through the relevant record and review process.

Letting us know

Please tell us as soon as possible if your child will miss a booked session, and give advance notice of appointments or planned absence where you can. Explain the reason and expected return date. Keep telephone numbers and at least two suitable emergency contacts up to date wherever possible.

If an expected child does not arrive and we have not heard from you, staff contact you to check they are safe and record the outcome. If we cannot reach you, we try the appropriate emergency contacts and refer concerns to the DSL. Safeguarding action is taken promptly according to the circumstances; we do not wait for a fixed number of missed sessions where there is a concern.

An admin correction or override is recorded with who made it and why. It does not replace a welfare check or remove the record of an unexplained absence.

Parking and considerate drop-offs

We encourage families to walk, cycle or use public transport where possible. Jumping Jacks shares its courtyard with other businesses. Parents and staff must not park or turn vehicles around in the courtyard at any time.

When travelling by car, please park on the High Street or neighbouring roads, following parking restrictions and taking care not to obstruct other road users, access or our neighbours. The parking outside the shop and post office opposite is for their customers and must not be used for Jumping Jacks drop-offs or collections.

Please use the parent WhatsApp group for the agreed collection arrangements so staff can prepare your child and keep handovers prompt. Book longer discussions with senior staff in advance rather than holding them at the entrance, to help avoid congestion.

Staff aim to have children ready promptly and will always pass on urgent information. These arrangements do not replace a safe handover to an authorised collector or the arrival and departure record.

Arriving and leaving safely

Please hand your child directly to a staff member and share any information needed for that day. Staff record arrival and departure. Do not leave a child at the entrance or take them away without staff knowing.

Children leave only with an authorised person whose identity and arrangements we have checked. Tell us in advance about a different collector. If staff are uncertain, the child remains safely with us while we contact you and verify the arrangement. Please tell us about relevant court orders and changes in parental responsibility.

If a collector appears unable to care for a child safely, staff seek senior or DSL advice and follow safeguarding procedures. We do not release a child into a situation that places them at risk.

Late collection or a missing child

If you are delayed, telephone us immediately and arrange an authorised alternative where possible. An uncollected child remains supervised while we try parents and emergency contacts. The DSL contacts children’s services or police when needed. Staff do not take the child home themselves.

If a child is missing, staff act immediately, protect the other children, alert senior staff and contact police and parents promptly as appropriate to the situation. The incident, follow-up and required external notifications are recorded. Jumping Jacks does not charge a late-collection fee. Please still telephone promptly if delayed; our safeguarding and supervision duties continue.

Who this policy covers

This is Jumping Jacks Childcare’s shared safeguarding and child protection policy. It applies to preschool, breakfast club, after-school and wraparound care, holiday club, school transport, outings and all other activities delivered by Jumping Jacks. It applies to staff, agency workers, volunteers, students, contractors and visitors in their relevant roles. Parents can use it to understand how we protect children and raise concerns.

Jumping Jacks WACC LTD, company number 12773546, is the registered provider. Our setting is The Studio, High Street, Limpsfield, Oxted, Surrey RH8 0DR. Children’s safety, welfare and voice are central to every decision. We follow the current EYFS requirements applicable to our provision, Working Together to Safeguard Children 2026, the conditions of our registrations and Surrey Safeguarding Children Partnership procedures.

This policy provides one reporting route across services. Staff also follow the detailed procedures for attendance, missing or uncollected children, accidents, medication, physical intervention, safer recruitment, information sharing, online safety, personal care and outings. Age-specific care arrangements do not change the duty to act on a concern.

Safeguarding leads and immediate help

Designated Safeguarding Lead and owner: Charmaine Johnson. Current deputy DSL, deputy manager and SENCO: Daisy Mehra. Contact the setting on 07932 466643 or jumpingjackswacc@gmail.com. Urgent concerns must be raised directly by speaking or telephoning; do not rely on an app form, email or notification being read in time.

A safeguarding lead must be available to advise staff. If neither lead can be reached, staff contact children’s services or police themselves when needed. Internal approval is never required before taking action to protect a child.

If a child is in immediate danger, or an emergency response is required, call 999. Surrey Children’s Single Point of Access (C-SPA): 0300 470 9100, Monday to Friday 9am–5pm; cspa@surreycc.gov.uk. Outside office hours, the Emergency Duty Team is 01483 517898.

For concerns about an adult working or volunteering with children, Surrey LADO is 0300 123 1650, option 3; LADO@surreycc.gov.uk. If the concern involves Charmaine, report to Daisy or directly to LADO. If it involves Daisy, report to Charmaine or directly to LADO. If both are involved, or the internal route is unsafe or unavailable, use the external route directly.

Recognising concerns and listening to children

Staff remain alert to physical, emotional and sexual abuse, neglect, domestic abuse, exploitation, trafficking, radicalisation, online harm, bullying and harmful behaviour between children. Concerns may arise from a disclosure, injury, behaviour, attendance pattern, information from another person or the conduct of an adult. A concern does not require proof before it is reported.

We take account of barriers faced by very young children, disabled children, children with SEND, children who communicate differently or in another language, and children with social care involvement. Changes must not be automatically attributed to disability, language or behaviour. Staff use their knowledge of the child, appropriate communication and professional curiosity without conducting their own investigation.

We promote respectful relationships, age-appropriate understanding of feelings, safety and help-seeking, and opportunities for children to be listened to. Older children’s experiences at school, on transport, online and in the community are considered alongside their experiences in our care.

What staff do when a concern is raised

Attend to immediate safety and medical needs. Listen calmly, allow the child to speak at their own pace and reassure them that they were right to tell you. Do not promise secrecy, ask leading questions, repeatedly question the child or confront a person suspected of causing harm. Explain, in a way the child understands, that information may need to be shared to help keep them safe.

Tell the DSL or deputy without delay and make a factual record as soon as possible. Record the child’s exact words, your own relevant questions or words, what was seen or heard, date and time, people present, immediate actions and who was informed. Separate observation, reported information and professional interpretation. Use a body map where appropriate; intimate photographs are not taken on personal devices.

When information comes from an adult, listen, clarify only what is needed for appropriate action and explain the limits of confidentiality. Do not ask the adult to investigate or wait for evidence. Each affected child must have an appropriate record.

The DSL assesses the concern using Surrey’s thresholds and procedures, seeks advice and refers promptly to C-SPA or police when required. A child protection referral is made without avoidable delay. Staff follow up referrals, record advice and actions, and escalate if no adequate response is received or the child remains at risk. Any staff member may seek external advice or refer directly.

Working with parents and other professionals

We work openly and respectfully with parents, carers, schools, health professionals and children’s services. We consider early help and practical family support where appropriate. We work with the professionals involved in a child protection or child-in-need plan and share relevant concerns promptly.

Parents are normally involved in concerns and referrals where it is safe and appropriate. Consent is not a barrier to lawful safeguarding information sharing. We may share without consent, or delay telling a parent, where necessary to protect a child or another person, avoid prejudicing an investigation, or meet another legal obligation. The lawful basis, information shared and reasons for decisions are recorded.

Only necessary and proportionate information is shared securely with people who need it for a legitimate purpose. A policy acknowledgement does not give blanket consent to information sharing. We seek agreement for support and services where that is the appropriate basis, and follow professional advice when a situation is unclear.

Confidential records and parent communication

Safeguarding records are factual, dated, identify the recording person, and include decisions, referrals, advice, follow-up and the reasons for sharing or withholding information. Corrections preserve the original record and an audit trail. Records are kept securely, with access restricted according to safeguarding responsibilities and any conflict of interest.

The app supports staff logs and DSL review. A safeguarding or adult-concern log is not automatically sent to parents. The DSL decides whether a parent copy can safely be shared, what it may contain and when, following agency advice as necessary. Parent copies must not expose another child’s information, confidential third-party details or material whose release could increase risk.

Recording a concern, sending it for review, or obtaining an acknowledgement does not replace immediate verbal reporting or emergency action. Records are retained and transferred according to their purpose, applicable requirements and safeguarding advice; CCTV’s routine retention period does not apply to safeguarding records generally.

Concerns about staff or other adults

All concerns about an adult’s conduct are reported promptly, including conduct outside work that may affect suitability to work with children. This includes an allegation that an adult has harmed or may have harmed a child, possibly committed an offence involving a child, may pose a risk of harm, or may not be suitable to work with children.

Protect the child, record what was reported and use an uninvolved lead or the external route. Seek LADO advice promptly, and make an allegation referral without delay and within one working day in line with local procedures. Do not conduct an internal investigation or alert the adult concerned before appropriate advice where that could interfere with enquiries.

The provider follows LADO and police advice, considers proportionate protective measures and supports all affected people without prejudging the outcome. Agency involvement does not remove Jumping Jacks’ responsibility to act. Lower-level conduct concerns are also recorded, assessed for patterns and escalated if the threshold may be met.

Ofsted notifications are a separate responsibility. The registered provider reports notifiable allegations, events and suitability changes as soon as reasonably practicable and within the applicable deadline, normally no later than 14 days for notifiable safeguarding events. Where the legal conditions for a DBS referral are met, the provider makes that referral, including where a person resigns before action is completed.

Speaking up and escalating concerns

Staff must raise unsafe practice or failures to protect children. They can challenge a safeguarding decision respectfully, seek advice and escalate through Surrey’s professional disagreement procedures. Concern about a colleague, lead or the organisation must not be suppressed to protect its reputation.

If the internal response is inadequate or unsafe, staff can contact children’s services, police, LADO or Ofsted as appropriate. NSPCC Whistleblowing Advice Line: 0800 028 0285; help@nspcc.org.uk. Ofsted safeguarding concerns: 0300 123 4666. Use 999 for immediate danger. Staff should not wait for these advisory routes where urgent statutory action is needed.

Safer recruitment training and supervision

The provider completes the identity, right-to-work, references, employment-history, qualification, suitability and criminal-record checks required for each role, including applicable enhanced DBS and barred-list checks. References are verified appropriately. No person starts unsupervised work without the required checks and approval; unchecked visitors and contractors are not given unsupervised access to children.

Staff receive safeguarding induction before undertaking their duties, know this policy and the reporting routes, and receive the training and refreshers required by the current EYFS and their role. DSL training, ongoing updates and supervision support informed decisions and safe practice. Staff must report information affecting their own or another person’s suitability promptly.

The provider maintains clear conduct, supervision and deployment arrangements. Any necessary one-to-one work is planned and risk assessed with suitable oversight, boundaries and recording. Volunteers, students and agency staff are briefed on the children they support and the reporting route.

Attendance missing children and safe collection

Parents must tell us about absence from a booked session as soon as possible. If an expected child does not arrive, staff check the register, contact the parent and use emergency contacts or the school as appropriate to establish the child’s whereabouts and welfare. The DSL assesses unexplained or concerning absence promptly, especially where there is an existing safeguarding plan.

Breakfast, preschool, holiday club and school-collection concerns follow the same safeguarding principles. An admin register correction records who made it and why; it never substitutes for checking a child is safe. Staff do not wait for a fixed number of missed sessions if there is a concern.

A missing child prompts immediate action, protection of the other children, an appropriate search, and prompt contact with police and parents according to the circumstances. An uncollected child remains supervised while parents and emergency contacts are contacted and external help is sought when needed. Staff do not take the child home themselves.

Children leave only with a verified authorised collector. Staff act on relevant court orders and seek advice if a collector’s condition or behaviour may put the child at risk. Immediate danger is referred to police.

Age-specific care and additional vulnerability

For preschool children, staff pay particular attention to non-verbal communication, settling, personal care, nappy changing, sleep, eating and emerging developmental needs. Intimate care protects dignity and is carried out using the agreed safe procedure. Sleeping and eating children have appropriate active supervision. Significant injuries, care concerns and changes are recorded and assessed.

For wraparound and holiday club children, staff consider school handovers, collection arrangements, friendships, bullying, online experiences and risks outside the setting. On school transport, shuttle journeys and outings, staff account for every child, supervise handovers and follow the agreed route and safeguarding arrangements.

Children with allergies, medical conditions, SEND or additional vulnerabilities have appropriate support, risk assessments and care plans. A label, disability or communication difficulty must not lead to a concern being dismissed. Necessary physical intervention is exceptional, proportionate, recorded and reviewed, and parents are informed in line with the relevant procedure and safeguarding advice.

Online safety phones images and CCTV

Children are not given unsupervised internet access. Staff select suitable content, supervise use and take account of current guidance on screen use, age and development. Harmful content, grooming, cyberbullying and concerning use of technology are treated as safeguarding matters.

Staff use approved Jumping Jacks devices for recording care in the setting. Personal phones and other devices capable of recording or sharing images are kept away from children’s care areas in line with the staff arrangements. Any authorised use for school transport or other specific work is risk assessed, limited to the agreed purpose and does not permit personal photographs of children. Medical or accessibility exceptions require an agreed safe arrangement.

Images are taken only for a legitimate stated purpose, on approved equipment and with the applicable permissions. Photo and publicity choices are separate. Staff consider the child’s wishes and any safeguarding restrictions. Parents and visitors keep recording devices put away in children’s areas and do not photograph other children.

CCTV uses Hik-Connect. There is no audio recording, no toilet camera coverage, and nappy changing takes place outside cameras’ view. Only Charmaine Johnson has playback access. Routine retention is 30 days; relevant evidence may need to be preserved for a documented lawful reason. CCTV does not replace supervision. CCTV recordings are stored on the setting’s DVR, not in cloud recording storage. Hik-Connect is used for remote access. The family privacy notice explains access rights and international service processing; local recording does not mean remote-access service data stays solely in the UK.

Safe premises outings and emergency arrangements

We risk assess premises, activities, school transport and outings, check the environment, maintain suitable supervision and account for every child through handovers and headcounts. Each trip has clear responsibility for the children, appropriate paediatric first-aid cover, emergency contacts and necessary medicines. We obtain the relevant outing permissions separately and change or cancel an outing that cannot take place safely.

Children are protected from strong sun and excessive heat using shade, suitable clothing and hats, drinking water and appropriate activity planning. Preschool sun cream is included without an extra charge, with its use and any sensitivities agreed with the family. Reading the safeguarding policy does not itself give permission to apply a product.

Staff practise and follow fire, evacuation and other emergency arrangements, including individual help for children who need it. Families receive safe instructions where an emergency affects collection or attendance. Visitors are managed and are not given unsupervised access to children.

Prevent and other safeguarding risks

We meet the Prevent duty through proportionate assessment, trained staff, age-appropriate learning, safe technology use and appropriate referral of concerns. We promote respect and inclusion and do not make assumptions based on a family’s religion, culture or background.

Concerns involving domestic abuse, exploitation, FGM, forced marriage, trafficking or other particular risks follow the relevant statutory and Surrey procedures. Staff obtain specialist advice promptly and do not approach a family in a way that may increase risk. Any specific legal duty attaching to a professional role must also be followed.

Banned dog breeds must not be present on childcare premises where prohibited by the current EYFS, including where an exemption certificate exists. A concerning risk to a child from an animal at home or elsewhere is considered through the safeguarding route.

Review and accountability

Charmaine, as owner and DSL, oversees implementation, availability of trained safeguarding cover, referrals, notifications, secure records and follow-up. Daisy supports this as deputy DSL. The provider reviews the policy at least annually and sooner when guidance, staffing, local procedures or an incident requires a change.

Families can read the same shared policy through either preschool or wraparound policy access. A family’s acknowledgement of a particular version is recorded once and recognised across applicable services. Staff must read and understand the policy as part of their own induction and training; a parent acknowledgement is not a staff training record.

This version was approved by the owner for publication on 15 October 2026. It is not a substitute for the detailed operating procedures or for urgent professional advice in an individual case.

Keeping in touch

We value parents as the people who know their child best. Please speak with your key person about day-to-day care and learning, and with Charmaine about account or service concerns. App messages and records support communication; urgent health, collection or safeguarding matters need direct contact rather than reliance on a push notification.

Please keep your family account, emergency contacts, allergies and additional-needs information up to date. Tell staff directly about changes affecting immediate care so they can be checked and shared with the right people. We can discuss other ways to provide information if language, accessibility or digital access creates a barrier.

Family privacy notice

The full notice below explains how information is used across Jumping Jacks services. It is also available separately at privacy.html. Reading it does not give blanket consent.

Who is responsible

Jumping Jacks WACC LTD (company number 12773546), trading as Jumping Jacks Childcare, is the data controller for child and family records and the setting’s CCTV. Our address is The Studio, High Street, Limpsfield, Oxted, Surrey RH8 0DR. Charmaine Johnson, owner, is your privacy contact: jumpingjackswacc@gmail.com or 07932 466643. This notice covers preschool, wraparound and holiday care, school transport, enquiries, family accounts and visitors recorded by CCTV. Staff and recruitment records have separate arrangements.

Information we use and where it comes from

We receive information from parents and carers, children, authorised collectors, schools, previous settings, health and support professionals, Surrey and safeguarding agencies where relevant. This includes names, dates of birth, addresses, contact and emergency details, parental responsibility and collection arrangements; bookings, attendance, funding eligibility and declarations; learning and development, dietary needs, allergies, health, medication and additional needs; accident and safeguarding records; invoices, payment references, messages, permissions and reading confirmations.

App use also produces sign-in, device, notification-subscription, security and activity records. CCTV captures images and movements within its coverage. Please tell emergency contacts and other adults whose details you provide about this notice. We do not ask for information unrelated to providing our service.

Why we use information and our lawful bases

Enquiries, agreed bookings, accounts and invoices: we use information to take requested steps before a parent contract and to perform that contract. We also have legitimate interests in administering the service, keeping accurate records, communicating with families, planning places and transport, preventing misuse and resolving queries. For children’s information, we consider their interests and use legal obligations or these assessed legitimate interests as appropriate, rather than treating the parent’s contract as the child’s contract.

Care, attendance, welfare, required records, safeguarding and regulatory reporting: we use information to meet applicable childcare, safeguarding and other legal duties. Funding information is used to establish and administer eligibility and comply with the applicable funding arrangements once confirmed. Accounts and tax records support our legal accounting obligations. In a genuine emergency we may use information to protect life.

Health, disability and other particularly sensitive information receives additional protection. For routine information you choose to provide for an individual care or support arrangement, we seek a separate explicit agreement to its use where explicit consent is the appropriate condition. For necessary safeguarding use, we rely on the substantial-public-interest condition for safeguarding children where its legal requirements are met; emergency or legal-claim conditions may also apply in their limited circumstances. A contract or policy-reading tick alone does not authorise sensitive-data processing.

Optional publicity photographs and other optional uses requiring consent have their own choices. You may refuse or withdraw those choices without losing an otherwise available childcare place. Withdrawal does not undo earlier lawful use or prevent retention required for another lawful purpose. Necessary care information may be needed to provide safe care; if you are worried about providing it or withdraw a relevant agreement, speak to Charmaine so we can discuss a safe arrangement.

Who can receive information

Access within Jumping Jacks depends on duties: staff receive the care and collection information they need; safeguarding and confidential records are restricted to authorised leads. We share necessary information with authorised collectors and relevant schools, receiving settings, health or support professionals, Surrey, Ofsted, police and safeguarding services where lawful and necessary. Consent is sought where it is the appropriate basis; it is not a requirement for every safeguarding disclosure.

Our service providers include Supabase for app accounts, database and file services, Netlify for website hosting, and the device/browser push services used when you enable notifications. Hik-Connect supports authorised remote CCTV access. Email, messaging, accounting and payment services receive information relevant to the service you use; where an online Stripe checkout is offered, Stripe processes the payment information under its own privacy information. The family app does not store full payment-card numbers. We do not sell family information.

Storage and processing locations

The app’s primary Supabase database is hosted in London (eu-west-2). This does not mean every support, security, delivery or communications operation stays in the UK. Supabase, Netlify, notification services and Hik-Connect operate international services. Hik-Connect remote access may involve service data and transmission outside the UK even though recordings are held on our DVR.

Providers publish their processing and transfer terms. Relevant protections include adequacy arrangements where applicable and contractual safeguards such as Standard Contractual Clauses with the UK Addendum where required. Supabase’s published processing agreement includes a UK Addendum; Hik-Connect’s privacy information describes international processing and contractual transfer safeguards. Ask Charmaine for the relevant provider information or copies of applicable safeguards. We do not describe the service as UK-only storage and processing.

How long information is kept

CCTV: routine recordings are kept for 30 days on the setting’s DVR. Relevant footage may be preserved longer for an identified incident, safeguarding concern, access request or legal matter, with the reason and continued need reviewed.

Family, booking, attendance, permission and learning records: we keep records while providing care, then retain only what is needed for applicable childcare record duties, funding audits, unresolved complaints, insurance or legal claims. The retention decision takes account of the record type, when the child left or the last entry was made, the child’s age, and the applicable statutory, funding or insurer requirement. Learning records are shared or transferred appropriately when a child moves on.

Registers: we retain each session’s register for three calendar years from that session’s date. Child accident records: we retain these until the child’s 21st birthday, with linked acknowledgement and audit evidence. Child safeguarding incident and concern records: we retain these until the child’s 25th birthday. Specific documented safeguarding, inquiry, legal, insurance or other preservation requirements may require relevant records to be kept longer. Missing or unverified dates require review. Reaching a date prompts disposal review; it does not automatically delete a record. Account closure does not erase necessary child records or another carer’s account.

Safeguarding records: retention and secure transfer are decided separately using the nature of the concern, safeguarding-agency advice, the child’s age and any inquiry or legal hold. They are not automatically deleted with routine CCTV or ordinary messages. Financial records follow applicable accounting and tax requirements. Routine enquiries, messages and device records are reviewed for continuing service, security or dispute needs; necessary messages may form part of a child’s care or safeguarding record.

Closing an account or withdrawing consent does not immediately erase records that have another lawful retention purpose. Records no longer needed are securely deleted, anonymised or transferred as appropriate. Removal from the live app does not necessarily remove a copy immediately from a provider’s backup cycle. You can ask Charmaine for the retention decision applying to a particular record.

CCTV at the setting

CCTV supports safeguarding, incident review, premises security and prevention or investigation of crime. These are our legitimate interests, balanced against the privacy of children, families, staff and visitors. It does not replace staff supervision or provide a parent webcam service. It is not used for facial recognition or routine automated assessment of children.

Cameras cover the setting’s rooms except toilets. Nappy changing is outside their view and no audio is recorded. Recordings are stored only on the DVR, not in cloud recording storage. Hik-Connect provides remote access. Only Charmaine Johnson has playback access. Relevant extracts may be lawfully disclosed to police, safeguarding or regulatory authorities, insurers or legal advisers, or to fulfil an individual’s access rights while protecting other people.

Contact Charmaine promptly if you need footage preserved, giving the approximate date, time and location. We assess requests on behalf of a child in their interests, check authority and protect other people’s information. Access is normally free; any exceptional charge or refusal must meet the legal criteria. A parent does not automatically receive an unredacted recording of other children.

Your rights and choices

You can ask for access, correction, erasure, restriction or, where applicable, a portable copy of your information. You can object to processing based on legitimate interests and withdraw consent for processing that relies on it. Rights have legal limits: for example, we may need to retain records for safeguarding, a legal duty or a claim. We explain the reason if we cannot meet a request.

Rights over a child’s information belong to the child. We consider a parent’s authority, the child’s understanding and best interests, safeguarding and other people’s rights. We normally respond within one month, subject to lawful identity checks, clarifications and extensions. Contact Charmaine using the details above; you do not have to use a special form.

You can complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint or 0303 123 1113. You may contact the ICO without first completing our complaints process.

App choices and changes to this notice

Push notifications are optional and can be switched off through your device settings. The app uses sign-in/session and local device storage needed to keep you signed in and operate the service; removing these may sign you out. Please keep shared devices secure. Essential account or safety messages may still be available in your account when push notifications are off.

The app assists with capacity, bookings, routes and administrative checks; a parent can ask Charmaine to review an outcome. We do not use solely automated decisions with legal or similarly significant effects about children or families. New optional uses of information will be explained separately. This notice is dated 29 October 2026 and will be updated when our practices or requirements change. Reading it is not blanket consent to all processing.

Questions and complaints

Please raise an everyday concern with your child’s key person. You can take a complaint directly to Charmaine Johnson, owner, at jumpingjackswacc@gmail.com or 07932 466643. We listen, record and investigate fairly and provide the outcome of an EYFS-related complaint within 28 days. Tell us if you need help putting a complaint into writing.

A complaint involving possible harm by an adult follows the independent safeguarding and LADO route rather than being handled only by the person concerned. You can also raise concerns about the requirements of registration directly with Ofsted: enquiries@ofsted.gov.uk or 0300 123 4666.

If you are concerned about how personal data is handled, raise it with Charmaine; you may also complain to the Information Commissioner’s Office at ico.org.uk. We use complaints and feedback to review practice and share changes to policies with families.