16th January 2025 All Posts

Should Nursery Teams Take Home Devices for Paperwork?

Recently, the Childcare Guru, Jamie Victoria sparked a discussion on LinkedIn, asking whether nursery teams should take tablets or iPads home to access online platforms and complete paperwork, such as child development observations. This topic has generated much debate, especially given the complexities of guidance around data protection in the childcare sector.

So, what is the official guidance?

Government advice

The government provides a framework for childcare providers through guidelines like the Early Years Foundation Stage (EYFS) and other regulatory bodies. While these offer broad directions on ensuring the safety and development of children, they don’t necessarily provide a concrete answer on issues like remote access to child data. However, all nurseries are expected to implement secure data management practices in line with the Data Protection Act 2018 and GDPR requirements, even if the specifics of device usage and off-site work are not directly outlined.

ICO advice

The Information Commissioner’s Office (ICO) has clear guidelines regarding data security. The ICO emphasises that if personal data is being processed, particularly sensitive data related to children, it must be kept secure at all times. This includes data accessed or stored on personal devices like tablets or iPads. The ICO advises that organisations conducting this type of data processing must assess the risks involved and ensure robust security measures, including encryption, secure access protocols, and clear data retention policies.

The advice from the government and the ICO is not black and white, so we thought we’d share our insights below.

Connect Childcare advice

As a leading provider of nursery management software for over 20 years, we understand the challenges that come with balancing staff workloads, data protection, and operational efficiency. In short, we would never recommend that your staff complete paperwork at home. Here are some key points to consider if your nursery team is completing paperwork at home.

1. Safeguarding and data security

Whether your staff completes paperwork using physical paper files or online systems, doing so outside the secure environment of the nursery raises significant safeguarding and data security concerns. Some of the risks involved include:

  • Data breaches: If staff access sensitive child data on unsecured devices or networks, your nursery is open to potential data breaches.
  • Lost devices: tablets or iPads can be easily lost or stolen, leading to possible exposure of sensitive data.
  • Insecure networks: home Wi-Fi networks may not be as secure as those in your nursery, increasing the risk of data interception.

Have you reviewed your safeguarding policies to ensure they cover the possibility of staff working from home with sensitive data? If not, it’s crucial to update your policies and include contingencies for remote work.

Did you know that one of the main causes of data breaches is untracked devices like laptops, tablets, or USBs with personal data on them? That’s why it’s so important for your business to keep track of these devices and report them immediately if they’re lost or stolen. This way, the right steps can be taken to fix the issue quickly.

“Personally, I would not encourage staff working in early years to complete paperwork which has personal details and information about children in the home environment. In some instances, professionals such as those working in social care will work from home using devices that are secure and protected under arrangements made by their employers, in most cases local authorities. In addition to this, robust terms and conditions will be in place by which employees have agreed to protect data and take responsibility for securing information. If settings could guarantee similar approaches it could be considered if and only if necessary.

EY practitioners need to understand safeguarding risks associated with data protection breaches. It’s also vital that we consider risks associated with people outside of the setting that employees come into contact with and who may pose a risk if they access sensitive or personal data. This includes images of children. It’s a sobering reminder that more than one high-profile safeguarding case review in the early years involved abuse facilitated by online activity and content. With this in mind, we must always seek ways to reduce risk and prevent harm to children and this includes protecting their privacy and personal data.“

2. Staff wellbeing and time management

Our recent Early Years Staff Wellbeing Report revealed that more than 50% of nursery staff felt that paperwork and admin tasks had a negative impact on their mental health. With staff already stretched thin, adding the pressure of completing paperwork at home can exacerbate stress and burnout.

Today’s technology offers solutions that streamline administrative tasks, allowing staff to complete paperwork on the go, without taking time out of their evenings or weekends. Investing in efficient, time-saving software can prevent your team from taking work home, helping them to maintain a healthier work-life balance.

3. Flexible working in early years

While there has been growing interest in flexible working arrangements within the early years sector, remote work is particularly challenging due to staffing ratios and the need for direct supervision. However, there are still ways to incorporate flexibility, such as offering more shift flexibility, part-time hours, or staggered breaks. Technology can play a key role in enabling these flexible working solutions. For example, cloud-based nursery management software can allow staff to update records and complete administrative tasks during their shifts, rather than at home.

Explore more about flexible working options for early years staff in our Connect blog.

If, after considering the risks, you still feel that allowing staff to complete paperwork at home is necessary, (we wouldn’t recommend it) there are several important measures you must put in place to ensure compliance with data protection regulations:

  • Appoint a data protection officer (DPO): if your nursery hasn’t already, consider appointing a DPO to oversee and advise on data protection matters.
  • Ensure GDPR compliance: make sure that your staff are trained on GDPR guidelines, and that any data processing outside of the nursery complies with these rules.
  • Secure devices: ensure that all devices used for accessing child data are encrypted and protected with strong passwords. Consider using multi-factor authentication to ensure best practices and security.
  • Data access control: limit access to sensitive child data only to those who need it, and ensure that any data shared remotely is transmitted securely.

If you are unable to implement the above we would strongly advise that you keep your tablets and devices locked away (insert more advice on keeping devices secure)

This blog highlights such an important and often overlooked topic. Allowing early years staff to take devices home to complete work poses significant risks, including GDPR breaches, potential safeguarding concerns for both staff and children. Beyond the practical risks, it’s essential to remember that early years professionals already work incredibly hard, and their personal time should be protected—not filled with additional work tasks. Maintaining a healthy work-life balance is crucial for their well-being and effectiveness in their roles.

Thank you, Connect Childcare, for addressing this vital issue and shedding light on the importance of safeguarding both staff and children while promoting best practices for our sector.

Join the conversation

If you’d like to add your voice to the discussion or learn more, you can check out Jamie Victoria’s post here.

By taking these considerations seriously, nurseries can ensure that both staff and children’s data are well-protected while also promoting staff wellbeing and efficiency. Investing in the right systems and policies today will pay off in the long run.

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About the Author

Content Marketing Executive at Connect Childcare