Policies

Admissions Policy

No child shall receive less favourable treatment on the grounds of race, colour, ethnic or national origin, religious beliefs, disability or
Places should be reserved by completing the registration form.
Place will be only confirmed when Fees are paid. Fees must be paid in advance when booking.
A registration form showing the child’s details and the child’s parental details and necessary permissions must be read and completed before a child may attend.
While available places exist, these will be allocated on a first come – first served
If the Pre-Nursery and After School Club are oversubscribed, a waiting list will be kept and administered by the management. It will be managed on a first come first served
The management reserves the right to refuse admission to any child whose behaviour is, in its opinion, not in the best interests of the staff and other children’s health and safety. (This course of action would only be implemented once agreed procedures for tackling behaviour problems have been)

Fees and Registration

To register your child, a non-refundable deposit of £50.00 is payable to secure a place.
Fees are taken in advance for all services. (Tutoring, After School & Holiday Club, Pre-Nursery and activity sessions)
Fees are non-refundable.
Fees are payable during periods holidays including bank holidays, term breaks or any absences from Nursery, Holiday and After School Club, tutoring or any other services booked with Tots and Tweenies.
In exceptional circumstances there may be an event that triggers the closure that is out of our control. Such events include, without limitation, ‘acts of God’, fire, war, acts of terrorism, strikes or other industrial action, infectious diseases, and epidemics, fees are payable for such forced closures.
Parents must inform one month before quitting any of the services booked with Tots and Tweenies.
If a refund is eligible on quitting services, return will not be applicable on the original price rather on agreed and paid fees.
If the fees are not paid by the due date on your invoice, company has rights to refuse the services till the amount is paid or £20 fine will be charged on overdue payments each booked session.
Fees quoted are in accordance with Tots and Tweenies Limited. Fee Schedule for the number of sessions that your child attends at the setting. Any extra sessions requested over and above those booked, (or part thereof), will be additionally charged at the rates specified in the Fee Schedule and must be booked 24 hours in advance. Extra sessions are subject to availability at the time of request.
Fees are reviewed annually and so any increases will only occur once during the year.
Fees is not refundable if a child is picked up earlier than scheduled time. However, A fee of £10 will be charged, for each 5 minute late pickup and £30 for 15 minute late pickup. Later than that £35 will be charged for every10 minute. Parents/Guardians should be aware that the place must be vacated by the designated closing time. If child is not piked up within 15 minutes of their time of collection, Tots and Tweenies have right to inform Authorities, social services and handle it as safeguarding concern.
Parents/Guardians should be aware that the place must be vacated by the designated closing time.
Fees are charged monthly, weekly, quarterly, or session-based in advance and are to be paid by direct debit, cash, bank transfer, contactless on the first day to which they relate. Fees will be invoiced to the person(s) named on the registration form.

Child Attendance and Collection Policy:

If staff are unsure of the person collecting the child that child will remain in the setting and parents will be informed of the decision.
In the event of any child(ren) being left in the setting due to unforeseen circumstances, Redbridge Social Services would be contacted. If necessary, the local police would also be contacted.
To help prevent this situation from arising, when children are registered for an After School & Holiday Club, Nursery or any other services, we obtain as much information as possible from the parent/carer. We do require at least two contact numbers, being parents and other relatives or two emergency contact numbers who can be contacted in emergencies.
A child will not be released to anyone other than a parent or authorized person, without parents/guardian’s prior consent in writing and suitable means of identification or recognition of the person authorized by parents/carers to pick up their child. It is required that a parent inform the manager if their child is to be collected by someone unknown to them and give relevant details as well as new person’s photo id.
Staff will record any late or non-collection of children. If the problem is consistent, staff will work in partnership with parents/carers to address the issue. If the issue is repetitive, this will considered safeguarding concern and relevant authorities will be informed

Attendance & Absence Policy (EYFS 2025)

Parents/carers must inform the nursery of absence before the start of the day with the reason.
The nursery must hold at least two emergency contact numbers for every child.
If a child is absent without notice, staff will contact parents/carers and, if needed, the emergency contacts.
Repeated or prolonged absences will be monitored and discussed with parents/carers.
Unexplained absence may be treated as a safeguarding concern and followed up according to our safeguarding procedures.
A full Attendance & Absence Policy is available to all parents/carers on our website.

Acceptable Reasons for Absence

Illness (fever, contagious condition, vomiting, etc.)
Family emergency
Medical appointments (evidence may be requested)
Religious observance
Pre-approved family holiday (not encouraged during term time)

Unexplained or Frequent Absences

Holidays

Parents must give at least 2 weeks’ notice in writing for holidays during term time.
Funding entitlements may be affected if absences are extended.

Absence Procedure (Step-by-Step)

Step 1: Parent Notification

Parents must inform the nursery before 9:00 AM on the day of absence.
This can be done via:
Phone call
WhatsApp message
Email
Please state the child’s full name, reason for absence, and expected return date.

Step 2: Recording the Absence

Staff will log all absences in the Attendance Register and digital record system (when applicable).
Illness-related absences will be noted separately for health monitoring.

Step 3: Follow-Up

If a child is absent without notification, staff will attempt to contact the parent by:

Phone call (x2 attempts)
WhatsApp or SMS
If no response is received within 24 hours, a safeguarding review may be triggered.

Step 4: Return to Nursery

Children returning after illness may be asked to stay home:

48 hours after last episode of vomiting or diarrhoea
Until fully recovered from contagious conditions
For serious illnesses, a GP note may be required.

Step 5: Persistent or Patterned Absence

If repeated absences occur:

A meeting will be arranged with the parent
A review of the child’s funded hours or placement may take place
Support will be offered if family circumstances are impacting attendance

Additional Notes:

Safeguarding is always our top priority.
We appreciate clear and honest communication from parents.
Regular updates during long absences help us support your child better.

Confidentiality Policy

The data supplied on the registration forms, including that of the parents/carers, children will be stored on the computers used by Tots and Tweenies management.
Tots and Tweenies is registered with the Information Commissioner’s Office.
Tots and Tweenies management and administration are committed to maintaining the security of any personal data used and stored by the Club.
The data is held and used to comply with the statutory framework for the Early Years Foundation Stage, Ofsted, Department for Education and Local Authority.
However, the details given by the parent may be required by law to be given to an outside body, e.g., the police or social services, Tots and Tweenies would comply with such a legal
The information may be given to the Child Protection Officer in line with the child protection
The staff is expected to keep any personal details about any parent/carer or child at the Club, whether written or verbal, confidential, except to share that information amongst themselves where they believe it is in the best interest of the child.
With Parents’ permission this data may be, when necessary, shared with:
Other professionals supporting your child, for example health visitor, pre-school, nursery, school, other health or education professional.
Local authority through the Free Childcare and Early Education Entitlement headcount and annual Early Years Census (England)
Local authority for the purposes of funded services that they support.
The local safeguarding children’s board or Social Services Referral and Assessment Team if we ever have any concerns about the safety of your child.
Ofsted

Behaviour and Discipline Policy

Acceptable social behaviour will be encouraged by staff acting as role models and displaying considerate
Unacceptable behaviour, whether it is emotional, physical, verbal or psychological, will be quickly identified and dealt with positively. Reasons will be always explained to the child involved and good behaviour will always be
Children will not be shouted at or verbally abused. Tots and Tweenies has zero tolerance policy on corporal punishments. Physical punishments such as slapping or smacking will not be used under any circumstances.
However, on the event where physical intervention is necessary when it involves the harm or injury to other person be it other child or staff, a written record will be recorded, informed and signed by the parents.
Tots and Tweenies will not tolerate bullying, biting, hitting, fighting, spitting, swearing by any child.
Unacceptable behaviour will be dealt with by the key person explaining the misbehaviour to the child concerned in private. Notes will be kept for reference. Persistent unacceptable behaviour will be discussed with the
If the child still continues to misbehave and is causing disruption to the running of the club then the manager will discuss the matter with the parent / guardian. The parent will be made aware of the gravity of the situation and the possibility that the child may have to be excluded from the setting if his/her behaviour does not improve.
If there has been no improvement, the parent/guardian will receive written notification that exclusion is under consideration. Final action is the exclusion from the registered services (Pre-Nursery/Out of school provision).

Sleeping/Nap Policy

At Tots and Tweenies, we recognize the importance of rest and sleep in young children’s development. Children staying more than three hours or a child fees like resting for certain reasons; our nap policy ensures that children receive adequate rest in a safe and comfortable environment, tailored to their individual needs.

Nap & Rest Arrangements

Nap/rest time is provided for children aged 2.5 to 5 years, depending on individual needs.
Children who require naps will have a designated quiet and comfortable sleeping area.
Non-napping children will be engaged in calm activities such as reading, puzzles, or quiet play.

Safe & Comfortable Sleep Environment

Each child will have a clean and comfortable sleep mat or cot, with fresh bedding provided.
The sleeping area will be dimly lit with a calm atmosphere.
Staff will conduct regular checks every 10 minutes to ensure children are safe and comfortable.

Individual Needs & Parental Preferences

We respect parents’ preferences regarding nap times and duration.
Sleep routines will be discussed during enrolment and reviewed as needed.
If a child wakes up early, they will be guided to quiet activities to avoid disturbing others.

Supervision & Safety

A trained staff member will always be present to monitor sleeping children.
Children will be encouraged to sleep on their back, following safe sleep guidelines.
We will ensure children do not overheat and are dressed appropriately for rest.
We strive to create a nurturing and restful environment, ensuring that each child receives the rest they need for healthy development.

Nappy Changing, Intimate Care and Toileting Policy

Introduction

Nappy changing is an important part of every child’s young life, and Tots and Tweenies believes that this time, while practical, should also be treated as key times in the day for ‘tuning-in’ to a child, nurturing them, and promoting security as well as communication, exploration and learning.
Setting will liaise with parents and discuss any routines or language that they use with their child whilst having nappy changes and toileting and where possible, setting will support this.
This policy outlines how nappy changing, toileting and intimate care should be carried out in our early years setting, so as to be a relaxed time for the child; while also maintaining their welfare, independence, and dignity. Setting is advised to speak to the child’s parents or carers to find out their nappy changing routine at home.

Nappy Changing

Young/SEN children must usually be changed within sight or hearing of other staff whilst always maintaining their dignity and privacy.
A child’s key person should undertake changing for their key groups, with back up Key Persons changing in their absence.
Changing areas should be warm with no bright lights shining down toddlers’ eyes.
While being changed, each child should have their own basket/bag to hand, containing their nappies and changing wipes.
All members of staff should be made familiar with the appropriate hygiene procedures and carry these out when changing nappies. This includes putting on aprons and preparing the changing area before changing starts. Gloves should always be worn before changing nappies.
The key person changing a child should ensure that the experience is a relaxed and happy time, and that they are gentle when changing – allowing time to communicate with the child, talking, and responding to their sounds.
The changer must never turn their back on a child or leave them unattended on a changing mat. They must also avoid pulling faces or making negative comment about the nappy contents.
The changer must not make inappropriate comments about the child’s genitals, nor attempt to pull back a baby boy’s foreskin to clean.
Key persons must record when they changed the child and whether the child passed a stool and if there was anything unusual about it e.g. hard and shiny, soft and runny or an unusual colour.
If the child does not pass a stool, or they strain to do so, or is passing hard or shiny stools, the parents/carers will be informed.
Sometimes a child may have a sore bottom. There are various reasons why this may have happened, including the child may have eaten something that, when passed, created some soreness or the child may be allergic to a product being used. This must be noted and discussed with the parent/carer and a plan devised and agreed to help heal the soreness. This may include use of nappy cream.
If children refuse to lie down for nappy change, they can be changed whilst standing up, providing it is still possible to clean them effectively.

Intimate Care and Toileting

Young children should be encouraged to take an interest in using the toilet – for instance sitting on it. Where a child has used the toilet, they should be encouraged to wash their hands and have soap and paper towels to hand.
Wipes or cotton wool and water should be used to clean children. Where a family’s cultural practices require children being washed and dried with towels, staff must aim to make reasonable adjustments to achieve the desired results in consultation with the child’s parents. Where this is not possible however, it should be explained to parents the reasons why.
Older children should be allowed to use the toilet when needed and encouraged to be independent. Members of staff should not wipe older children’s bottoms unless there is a need, or unless the child has asked. Staff tries their best to encourage children to clean up themselves.
Parents/carers are encouraged to provide enough changes of clothes for ‘accidents’ when children are potty training.

Other Considerations

Nappy changing must always be done in an appropriate/designated area.
Staff are reminded that at all times they have a duty of care towards the children they are looking after, and that if in the course of nappy changing or other intimate care they notice something about a child which doesn’t seem right they should report this immediately to the Nursery manager and/or designated safeguarding lead (or their deputy) so as appropriate action can be taken.

Nappy Changing, Intimate Care and Toileting Policy

(Reviewed: September 2025 – EYFS Update)

Statement of Intent

At Tots and Tweenies, we are committed to promoting the health, dignity, and safety of every child during nappy changing, toileting, and intimate care routines. We follow the EYFS 2025 statutory requirements, which highlight the need to balance children’s privacy with appropriate safeguarding and supervision.

Key Principles

Respect and Dignity
- Children will be treated with respect at all times during intimate care.
- Privacy will be considered in line with safeguarding responsibilities.

Safeguarding and Supervision

Staff will ensure children are never put at risk during toileting or nappy changing.
Supervision is balanced with privacy — children are supported in a way that promotes independence while ensuring safety.
Intimate care is only carried out by staff who have been vetted and trained.

Hygiene and Safety

Staff will follow hygiene procedures, including the use of gloves, aprons, and thorough handwashing.
Changing areas are cleaned after each use.
Nappies and waste are disposed of in appropriate, sealed containers.

Partnership with Parents

Parents/carers will be informed of toileting routines and any issues noted during the day.
Staff will work in partnership with parents to support toilet training, respecting children’s individual needs and routines.

Recording and Monitoring

Records of nappy changes, toileting accidents, or concerns will be maintained where appropriate.
Any safeguarding concerns arising during intimate care will be logged and reported in line with the Safeguarding Policy.

Equal Opportunities Policy

All legislation and existing codes of practice produced by the Equality and Human Rights Commission, the Equality Act 2010 and the Children and Families Act 2014 are part of our policy. Tots and Tweenies aims to make sure that,
Whilst at the setting no child will receive less favourable treatment on the grounds of race, colour, ethnic, or national origin, religious beliefs, disability, gender or the ability to pay, in any matter.
Both the management and the staff will ensure that the services they provide are accessible to

This policy will be actively promoted through management decision making, employment practices and service provision. The setting will strive to monitor its implementation and its effectiveness.

Health Policy

The Nursery will attempt to ensure that the temperature is maintained at a level which is comfortable for the
There will be no smoking, alcohol consumption or drugs in the
Children will have some opportunity of access to outdoor play – weather
Providing the management is informed, the staff will be made aware of any child’s special health conditions and appropriate care will then be made available to that child in consultation with the child’s
To protect the health of the other children and the staff in the setting, parents will be asked not to send their child to the setting if the child is unwell. If a child will not be attending the setting due to illness, the parent must inform the school and Tots and Tweenies separately.
If a child is not feeling well enough to participate, it is the Tots and Tweenies policy to provide a quiet place for the child or to encourage him/her to participate in quiet activities. The child will be observed for any worsening symptoms. Their parent/carer will be notified verbally the same day at earliest.
If a child’s condition worsens to such an extent that the key person is seriously concerned, and suspects urgent medical treatment is required, then the parent will be notified immediately, and if necessary, an ambulance will be
If a child is exposed to a communicable disease, it is Tots and Tweenies policy to contact the parents; likewise, management would appreciate parents’ co-operation if their child contracts an infectious disease, so that the appropriate steps can be taken to notify other users of the setting if
Medicines will not routinely be administered. No medicines will be administered unless written permission is given by the child’s parent and the staff have received appropriate training. In an emergency, parents will be immediately called, or child may be taken to hospital or emergency services will be called.

Childcare settings should report serious or unusual illnesses to their local health protection team (HSE-RIDDOR) as soon as possible. These include:

Escherichia coli (VTEC) or E coli VTEC infection
Food poisoning
Hepatitis
Measles, mumps, rubella (German measles)
Meningitis
Scarlet fever
Tuberculosis
Typhoid
Whooping cough (pertussis)
COVID-19

Other notifiable diseases include: Enteric fever (typhoid or paratyphoid fever), Haemolytic uraemic syndrome (HUS), and Infectious bloody diarrhoea.

Safer Eating Policy

Statement of Intent

At Tots and Tweenies, we are committed to ensuring children’s health, safety, and wellbeing during meal and snack times. We follow the EYFS 2025 statutory framework which sets clear expectations for safer eating, allergy management, and choking prevention.

Key Principles

Supervision: Children must be closely supervised by staff at all times when eating or drinking.
Positioning: Children should sit facing an adult during meals and snacks to support supervision and safe eating practices.

Allergy & Dietary Information:

Parents/carers must provide full details of any allergies, intolerances, or dietary requirements before a child starts.
Information is shared with all staff and displayed discreetly in food preparation and eating areas.
Staff are trained to recognise and respond to allergic reactions, including the use of emergency medication (e.g. auto-injectors).

Food Preparation:

Meals and snacks are prepared with choking risks in mind (e.g. avoiding whole grapes, cutting food into safe sizes).
Foods that present higher choking risks are adapted or removed as appropriate.

Food Sharing: Children are not permitted to share food with one another to reduce risks of allergies and cross-contamination.

Encouraging Safe Eating: Staff encourage children to eat slowly, chew properly, and remain seated during meals.

Record Keeping: Any dietary incidents, allergic reactions, or near-misses are recorded and reviewed as part of our Health & Safety monitoring.

Safeguarding Link

Concerns arising from children’s eating habits, weight loss, repeated illness, or neglect (e.g. persistent lack of appropriate food brought from home) will be addressed in line with our Safeguarding and Child Protection Policy.

Trips and Outings Policy

Tots and Tweenies believes in extending opportunities by offering new experiences whilst maintaining a safe environment. Trips and outings will be appropriate to all children’s development and abilities, involving fun and learning.
Parents/carers will be included in discussions on trips and outings where possible. A risk assessment will be completed prior to the outing.
Health and safety are of paramount importance. Children will be always supervised by adults according to the OFSTED early years directorate adult/child ratio.
Vehicles used for trips and outings will comply with all safety legislation and appropriate restraints will be used for all children.
A written consent must be taken from parents for their children to take part in trips and outings.
The manager will be familiar with the venue/area to be visited and will ensure that children’s emergency details are taken on outings and kept secure.
A qualified first aider will attend all outings.
A mobile phone will be taken to enable continuity of safety.

Accident and Incident Policy

If an accident occurs it will be dealt with by a member of staff qualified in first
All accidents will be recorded in the accident book, signed by the first aider and parents should sign to acknowledge the accident and any action
A first aid box will be available, and the contents checked and kept up to
All members of staff will be encouraged to have up to date first aid
Written permission from parents will be sought in Admission form to take emergency treatment for their child if it is needed.
In case of an accident that required child to be taken to hospital emergency care on 999/112 will be called and child will be taken to hospital. In such cases the child will be accompanied by a staff member. Parents will be called immediately.
Accidents that require hospital treatment will be reported to Ofsted.

Accidents off site:

The staff member accompanying children for an outdoor activity or trip will carry parents’ contact details as well as first aid kit and will be certificate holder of first aid. In case of accident, they will be in touch with the manager and update in form of any accident.

Incidents

An incident is a non-medical emergency which causes the need for an immediate response/change of routine in the setting.
Following existing planned procedures will be followed in the event of an incident:
Missing child – Missing Child policy and procedure
Gas leak/fire – Emergency Evacuation procedure
Challenging/aggressive behaviour of a child – Behaviour Management policy and procedure
In case of an incident where children’s safety is a concern, parents will be called to collect their child immediately.

Allegation Policy

Procedures are in place for dealing with allegations against staff and these will be dealt with directly by the manager. Procedures adopted in accordance with requirements of social services in the event of child protection issues: No less than 2 members of staff will be always on the premises.

Ongoing training will be offered to staff to update child protection knowledge, ensuring they recognise signs and symptoms of possible physical, emotional, sexual abuse or neglect. Any changes to behaviour or physical appearance in a child will be responded to following the guidelines set by social services and Ofsted.

In case an allegation is made, an internal investigation will be carried out. A written detailed record of all related incidents, including what was said and by whom, with times and dates will be kept. Local Authority Designated Officer (LADO) who will oversee and manage any allegation cases will be reported and advise will be followed.

The procedure will be as follows:

Log concerns in writing and inform setting DSL.

If your concerns are about the DSL, then inform their line manager.

If there is no one to escalate to, contact LADO directly.

Manager will report the allegations to:

The Local Authority Designated Officer (LADO)

Contact: Helen Curtis || 020 8708 5350 || Lado@redbridge.gov.uk

Safeguarding and Quality Assurance Team
London Borough of Redbridge: Lynton House (2nd floor rear) 255-259 High Road, Ilford, Essex, IG1 1NN
Cover is provided by the Safeguarding and Care Planning Team during leave periods and outside of the above days: Safeguarding and Care Planning Team 020 8708 5150 / 537
Ofsted (0300 1231231).

To gain support and professional advice manager will contact:

Redbridge Early Years & Childcare Improvement Team (EYCIT)
Insurance Company (PLI)
Ofsted

Hygiene Policy

The children will be encouraged to wash their hands after using the toilet, before and after food is Also, after messy play. Running water, soap and towels will be available.
Staff will be made aware of how infections, including HIV infections, are transmitted.
Rubber gloves will be available for clearing up after spills of bodily fluids. Floors and other surfaces will be
Clean clothes will be available in case of
Staff will obtain the Food Hygiene Certificate.

Data Protection Policy

Tots And Tweenies take families’ privacy seriously, and in accordance with the Data Protection Act 2018 and the General Data Protection Regulation (GDPR).

Tots And Tweenies is registered with Information Commissioner’s Office, the UK’s independent authority set up to uphold information rights in the public interest, promoting openness by public bodies and data privacy for individuals.

The paragraphs in italics are from https://www.ico.gov.uk/onlinenotification/Security.html

Data controllers must give a general description of the measures to be taken for the purpose of protecting against unauthorised or unlawful processing of personal data and against accidental loss or destruction of or damage to personal data.

Statement of Data Protection Policy

Parents are required to provide personal data about themselves and their child/ren to deliver a quality and safe childcare service. The data is held and used to comply with the statutory framework for the Early Years Foundation Stage, Ofsted, Department for Education and Local Authority.

Any information pertaining to accidents or incidents involving a child in our care must be kept until the child reaches 21 years and 3 months of age.

Tots And Tweenies management and administration are committed to maintaining the security of any personal data used and stored. The data will be used primarily for the business of Tots and Tweenies, but the overriding ethos will be the protection of the children who attend the setting.

The day-to-day responsibility for the data lies with the administrator/manager, who reports to the management.

All paper-based records about children and their families will be securely locked and protected and only accessible by administrator/manager.

Computer security:

(i.e. providing clear management direction on responsibilities and procedures in order to safeguard personal data)

Software and hardware

A firewall, antispyware, malware and virus-checking software are to be installed on all computers used by Tots and Tweenies and kept up to
On all computers used by Tots and Tweenies, the operating systems are to be kept up to date by receiving automatic
All software is to be kept up to date by downloading the latest patches or security updates, which should cover vulnerabilities.
Tots And Tweenies staff will have access to only the information they need to do their job and will be instructed not to share
When disposing of old computers all personal information must be securely removed by using suitable software (formatting the disc is not acceptable) or destroying the hard

Emails

Consider whether the content of the email should be encrypted, or password protected.
Make sure the right address is chosen before ‘Send’ is clicked, especially if a list of addresses is
If an email is to be sent to a recipient without revealing their address to other recipients, then blind carbon copy (bcc) is to be used, not carbon copy (cc).
Be careful when using a group email address. Check who is in the group and make sure you really want to send your message to
If a sensitive email is to be sent from a secure server to an insecure recipient, security will be threatened. Check that the recipient’s arrangements are secure enough before sending the

Control of Physical Security

Controlling physical security is concerned with restricting access to sites, buildings, computer rooms, offices, desks, storage areas, equipment, and other facilities where unauthorised access by people could compromise security.

Tots And Tweenies computers in the setting, that have administration data on them, are to be protected by password known only to administrator/manager.

Control on Access to Information

Controls on access to information include procedures for authorising and authenticating users, as well as software controls for restricting access, and techniques for protecting data such as encryption.

Tots And tweenies computers are to be set up so that a login with password is required for all administration tasks. Passwords are to be kept
The administration computers are to be set to automatically log the users out if the computer is not used for 5

Data Storage:

Tots And tweenies have password protected iCloud storage space that are capable of running the
A backup of the database is to be taken:
At the start of each financial year the database is prepared for a new year.
Before any major alterations or
At the end of the financial year before the database is prepared for a new year.
The backups are to be stored at a different location to the administration computers.

Information Sharing

The information will be shared to the following:

Other childcare providers if a child also attends another setting with Parents’ consent.
Local authorities in regard to the childcare and early years entitlements with Parents’ consent.
Ofsted may require access the records at any time.
Insurance company, in case of accident.
The information will be shared without your prior permission if it is in a child’s best interests to do so. Such as medical emergency. If there are concerns about child’s welfare, it’s obligatory to follow the Local Safeguarding Children Board procedures and make a referral.
Where possible concerns will be discussed beforehand with parents before making a referral.

Staff Training on Security Systems and Procedures

Training your staff on security systems and procedures. Are your staff trained to be aware of information security issues? This may be covered during induction or by formal seminars.

Staff training covers the following:

To keep Tots And tweenies information confidential and not to disclose it to other people. Any sharing of information with anybody outside Tots And tweenies may only be carried out by the senior play leader or administrator and should be
All confidential paper waste is to be
Check the physical security of Tots And tweenies premises, not any unauthorized person, including family members are allowed to access personal
To be wary of people who may try to trick them into giving out personal
That they can be prosecuted if they deliberately give out personal details without permission.
To use a strong password – these are long (at least seven characters) and have a combination of upper- and lower-case letters, numbers and the special keyboard characters like the asterisk or currency
Not to send offensive emails about other people, their private lives or anything else that could bring your organisation into
Not to believe emails that appear to come from a bank that ask for account, credit card details or password (a bank would never ask for this information in this way).
Not to open spam, not even to unsubscribe or ask for no more mailings. They should delete the email without opening it. Spam filters on the computers are to be used or preferably use an email provider that offers this

Detecting and Investigation of Breaches of Security

Detecting and investigating breaches of security when they occur. Do you have controls in place which alert you to a breach of security? Do you investigate breaches of security?

Normally only the senior play leader and administrator have access to personal data. Any breaches of security will be investigated. Such breaches may result in disciplinary action and relevant parties will be informed immediately and Information Commissioner’s Office will be reported within 72 hours.

Electronic Device and The Internet Policy

Television, games consoles and electronic devices such as iPads, can be educational in certain situations; aiding attention, comprehension, vocabulary, knowledge, hand eye co-ordination and turn taking. However, the time spent on them should be limited so that children may participate in a wide variety of other experiences. The children in the care of Tots and Tweenies have supervised access to electronic devices.

Laptop and tablets:

On laptop, they can access variety of programs and games which are age appropriate under the supervision of staff. Viewing time is limited and the laptop is turned off as soon as the program or activity is finished or when children lose interest. Afterwards, we talk about what they have seen to extend their learning and observations.

Internet access

Any equipment used within the setting has appropriate filters in place to protect your child from harmful online material. Children have controlled supervised and guided internet access which is monitored by staff members all the time while child is availing this facility. Also, children will be educated on the use of internet.

Social Media and Website

No photographs will be posted on social media and website without parents’ consent which is part of registration form. It is your right to withdraw consent at any time and if you wish to do so, please speak to the manager.

Mobile Phones and Photography

The setting is registered with the Information Commissioner’s Office as a data controller, which means that we abide by strict guidelines for the storage and use of photographic images.
These images will only be stored and used in line with parental written consent and only accessible by manager.
The group photos that are shared with others, will always have your child’s face pixelated.
Any visitors to the setting are not permitted to take photographs of your child or record them in anyway.

Safety Policy

The safety of children is of paramount importance. To ensure the safety of both children and adults, Tots and Tweenies will ensure safety in the following areas:

Staff will receive the relevant information, training and supervision to ensure safety issues are reviewed on a regular basis.

Equipment and resources will be safe, clean and meet the necessary safety Requirements.

Regular safety checks will be made to assess the wear and tear of the equipment. Any defects should be reported to the supervisor and removed from use immediately. All equipment will be cleaned on a regular basis.

In the event of an accident requiring first aid, a qualified first aider will administer it. A first aider will be always on the premises. Accidents will be recorded in the accident book and signed by staff members and parents/carers. Accidents that require hospital treatment will be reported to Ofsted.

Fire procedures will be displayed in the setting. Staff will be familiar with the evacuation plan and will practice this on a regular basis. These will be recorded in the fire procedure book. All firefighting equipment will be inspected by a competent person, the results recorded, and appropriate action taken.

Environment

Safety checks on premises, both indoors and outdoors, will be before every session.
Equipment will be checked regularly, and any dangerous items repaired/discarded.
The layout and space ratios will allow children and adults to move safely and freely between activities.
There will be adequate systems and equipment for the detection and control of fire.
Fire doors will never be obstructed, and fire exits will be easily identifiable.
A record will be kept of any fire drills.
Electric points/wires and leads will be adequately guarded.
All dangerous materials, including medicines and cleaning materials will be stored out of reach of children.
Large equipment will be erected with care and checked regularly.
Equipment offered to children will be developmentally appropriate recognising that materials suitable for an older child may pose a risk to younger/less mature children.

Supervision

All children will be always supervised by adults and will always be within sight of an adult.
Children will leave the group only with authorised adults.
Children will not have unsupervised access to kitchens/cookers.
If a small group goes out (e.g., To the wildlife area) there will be sufficient adults to maintain appropriate ratios for staff and children remaining on the premises.

Adult safety

All adults in the group, both staff and visitors, will be aware of and respect safety policies.
If adults need to reach up for stored equipment, they will be provided with something safe to stand on. Heavy materials will not be stored above head height.

Management

A folder will be always available for the reporting of any accidents/incidents.
Regular safety monitoring will include checking of the accident record as a basis for risk assessment.
All adults including parents and carers will be aware of the system(s) in operation for children’s arrivals and departures and an adult will be at the door during these periods.
Adults will not walk with hot drinks or place hot drinks within reach of children.
A correctly stocked first aid box will be always available.

Special considerations

Some areas and activities pose hazards. All staff will be aware of these:

All cooking activities involving the use of heat will be continuously supervised. Children will not be allowed in the kitchen for any other purpose.
Systems will be in place to ensure that no child can leave the premises unattended.

Risk Assessment

An annual risk assessment is carried out. The findings of the risk assessment will be communicated to all persons affected. The Risk assessment is inline with COSHH guidelines

Security Policy

Tots and Tweenies is committed to provide a safe and secure environment. Staff will adhere to the following guidelines:

No child will be left unsupervised in the setting at any time.
Staff / child ratios of 1:8 children in the Under 8’s will be adhered to.
Visitors to the setting will not be left unsupervised at any time and adequate identification will be required. Identification will be provided, and prior appointments should be made where possible.
Children will not be released with anyone other than the recognised parent/carer unless prior notice is given. If staff are unsure of the person collecting the child that child will remain at the club and parents will be informed of the decision.
Entrance to the club will be monitored to always ensure security. Children will be signed in and out of the setting.
Parental/carer consent will be sought for the use of videos and photographs for promotional usage.

Special Needs Policy

Before a child with special needs is booked into the setting, the parent must discuss the matter with the manager r to ensure that adequate facilities and staff are available to cater for the needs of that child.

Tots and Tweenies aims to make sure that:

The activities provided, when a child with special needs attends the setting, will be suitable for all the
A child with special needs is not discriminated against, nor are other children disadvantaged because a child with special needs attends the
Whilst in the setting, every child will be allowed to participate in all activities commensurate with their

Safeguarding and Child Protection Policy

Statement of Intent

At Tots and Tweenies, we are committed to safeguarding and promoting the welfare of all children. We have a duty of care to protect children from harm and ensure their safety, in line with the EYFS 2025 statutory requirements and Working Together to Safeguard Children (2023).

Attendance Monitoring: Prolonged or unexplained absences are followed up promptly, with escalation to safeguarding procedures where necessary.

Safer Eating & Intimate Care Links: Supervision during meals, allergy management, toileting, and intimate care are carried out in a way that balances safety, dignity, and safeguarding requirements.

Procedures

Raising Concerns: Staff must report any safeguarding concern to the DSL immediately. If the DSL is unavailable, concerns should be reported to the deputy DSL or directly to local safeguarding partners.
Recording: All concerns are documented and stored securely, in line with GDPR and confidentiality requirements.
Escalation: If concerns are not addressed, staff may contact the Local Authority Designated Officer (LADO), children’s social care, or the police directly.
Allegations Against Staff: Any allegation made against a member of staff, volunteer, or student will be reported immediately to the LADO and managed according to statutory guidance.

Safeguarding in Practice

Children’s welfare is promoted by embedding safeguarding throughout our daily routines, policies, and practice.