What you need to get consent for, how it works in the tiney app, and what to do if you're unsure.
Getting the right permissions in place before you start caring for a child isn't just good practice. Most of it is a legal requirement. The EYFS sets out specific things you must have written consent for, and without it you could be in breach of your registration requirements.
The good news is that tiney has built most of this into the app. When parents complete the child's profile ahead of signing a contract, they're asked to give consent on a range of things. This article walks you through what those are, what isn't yet in the app, and what you need to do in each case.
Where permissions are held
In the tiney app, parental permissions are collected as part of the child summary (sometimes called the child passport). Parents complete this section themselves before they sign the contract, and their responses are saved against the child's profile.
You can view a child's permissions at any time by going to their profile in the app. If a parent needs to update a permission (for example, if their circumstances change or they want to withdraw consent for something) they can do this through their side of the app too.
Good to know: The child summary is made up of four sections: About, Health, Emergency contacts, and Consent. All four need to be completed before a parent can sign a contract. If a parent is stuck or the form freezes, ask them to try on the web app at web.tiney.co rather than the mobile app. |
What you need consent for (at a glance)
Permission type | What it covers |
Photography (learning journal and app) | Parents confirm whether you can take photos of their child to share in the journal and app, including group photos that may be shared with other parents. |
Photography (display in setting) | Separate consent to display a child's image inside your setting. |
Photography (your profile and social media) | Parents confirm whether you can use their child's photo on your profile page or social media for business promotion. Check the child's profile before sharing anything publicly. |
tiney marketing use | Parents confirm whether tiney (as the agency) may occasionally use photos of their child for marketing or learning purposes. |
Administering medication | Parents confirm whether you can administer prescribed medication, and whether you can give over-the-counter medicines like Calpol or infant ibuprofen. |
Leaving with an assistant | EYFS-required consent for children to be left in the sole care of your assistant (up to 2 hours). |
Sharing information with other settings | EYFS-required consent to share information about a child with another setting they attend, such as a nursery or school. |
Collection by others | Parents add authorised collectors to the child's profile, along with a collection password system if used. |
Photography and images
Photography permissions are split into four separate questions in the app, covering different uses. It's important to check each one individually. A parent saying yes to photos in the journal doesn't automatically mean yes to social media.
Photos in the learning journal
If a parent has consented, you can take and share photos of their child within the tiney app as part of their learning journal. Group photos (which may be seen by other parents at the setting) are also covered by this consent.
If a parent has only consented to journal photos but not to group sharing, be careful about what you post to the journal. If a photo clearly shows another child who hasn't been consented for group sharing, don't post it where other parents can see it.
Your profile and social media
Before sharing any photo of a minded child on your profile page or social media, always check that the parent has given permission for this specific use in the app. The permission is for 'promoting your business', so using a photo of a child to show a nice activity is covered, but anything that could be considered personal or sensitive would not be.
Important: Blurring or adding an emoji over a child's face does not count as making an image safe to share without consent. AI tools can now reverse these edits. If you don't have permission to share a photo, don't share it, blurred or otherwise. Always use the app to send photos to parents where possible, as it's the most secure route. |
Photos on devices
If you take photos of children on your phone or camera for work purposes, you should:
Make sure photos are stored securely and password-protected
Delete them when they're no longer needed
Not share them outside of the tiney app or directly to parents' phones without thinking about who else could access them
This is your safeguarding responsibility as the data controller for your setting.
Administering medication
The EYFS is clear on this. You must have written permission for each medicine before you administer it. This applies to both prescription and non-prescription medicines.
Medicine (both prescription and non-prescription) must only be administered to a child where written permission for that particular medicine has been obtained from the child's parent and/or carer. Childminders must keep a written record each time a medicine is administered to a child, and inform the child's parents and/or carers on the same day the medicine has been taken, or as soon as reasonably practicable. (EYFS Statutory Framework, paragraph 3.61)
Prescription medication
Before giving any prescribed medicine, check that:
You have written parental consent for that specific medication
The medicine is in its original container, in date, and clearly labelled with the child's name
The dosage and instructions are clear
You do not need a GP letter in addition to a valid prescription. The original packaging with the child's name, dosage, and instructions is sufficient.
Over-the-counter medicines (like Calpol)
The child summary asks parents whether they consent to you giving over-the-counter pain and fever relief, including Calpol, infant ibuprofen, and teething gel. If they have said yes in the app, this covers you to administer these when needed.
Even with this general consent in place, you must still record every occasion you administer medication and inform parents the same day.
Recording medication in the app
The tiney app has a dedicated medicine feature in the learning journal. To log a medication entry you'll need to upload evidence of consent (a screenshot of a parent's message or a photo of a written consent form works). You can then add details about the medicine, type, and dosage. Once posted, parents are automatically notified.
For regular medicines: if a child needs the same medicine every day (for example, a cream for eczema), you still need to record each occasion and notify parents. You can upload a screenshot of the parent's message as your ongoing consent evidence each time. We know this is time-consuming. The team is working on a way to make repeated medication entries easier in the app.
If you don't have consent
If a child needs medication and you don't have consent in place, do not administer it. Contact the parent first to get written permission before giving anything. If you're unsure and the situation is urgent, contact a 24-hour GP line or ask the parent to come to the setting to administer the medicine themselves.
Leaving children with your assistant
If you work with an assistant, you must have parental consent before leaving any child in their sole care, even for a very short time. This is an EYFS requirement, not just best practice.
Children may be left in the sole care of childminders' assistants for up to two hours in a single day. Childminders must obtain parents' and/or carers' permission to leave children with an assistant, including for very short periods of time. (EYFS Statutory Framework, paragraph 3.47)
This permission is held in the child summary in the app. Check that parents have given consent before you leave your assistant alone with any child, even briefly, such as when you're doing the school run.
If a parent hasn't yet given this consent and you need to leave the setting, either make sure a parent updates their consent before you do so, or arrange your schedule so you're never absent while their child is in the setting.
Sharing information with other settings
If a child you care for also attends another setting (such as a nursery, pre-school, or school) you may want to share information about their development, needs, or progress with that setting. Before you do, you need parental consent.
Childminders must have the consent of parents and/or carers to share information directly with other relevant professionals. (EYFS Statutory Framework, paragraph 2.9)
This applies to things like sharing observations, developmental summaries, or information about SEND needs with a school or nursery. It's a really positive thing to do. Good information-sharing between settings supports children's continuity of care. But you do need permission first. If you're not sure whether a parent has given this consent, ask them directly and get it in writing. You can keep a note of this in the child's file.
Who can collect a child
Parents add authorised collectors to the child's profile in the app. Only people listed there should be collecting the child from your setting.
If a parent wants someone who isn't on the child's profile to do a collection (for example, a babysitter or a grandparent) they must add them to the profile or give you written permission in advance (a message via the app or email both work). You should also agree a way to verify that the person collecting is who they say they are.
Good practice for collections:
Use a password system so you have a way of verifying unfamiliar collectors
Always ask for photo ID if you haven't met the person before
Never release a child to someone not on the authorised list without direct written confirmation from the parent
If a parent can't contact you in advance and sends someone unknown to collect, do not release the child until you've verified who they are and confirmed with the parent directly
Keeping permissions up to date
Permissions can change. A parent might withdraw consent for social media photos, or want to add a new authorised collector. It's good practice to review each child's consent settings periodically (for example, at contract renewal time) to make sure everything is still current.
Parents can update their child's profile at any time through the tiney app. If a parent tells you they want to change a permission, ask them to update it in the app so there's a clear record. Don't rely on verbal changes alone.
If a parent's details change: Things like emergency contacts, health information, and dietary needs should be kept up to date in the child's profile. Remind parents to update these if anything changes, especially health information, which can be important in an emergency. |
Common questions
A parent has said yes to photos verbally but hasn't updated the app. Is that enough?
No. Verbal consent is really hard to evidence if it's ever challenged. Always ask parents to update their permissions in the app, or to confirm in writing (email or a message through the app). Without a clear record, you have no way of proving consent was given. If a parent has not explicitly said yes, we must treat this as consent has not been given.
Can I share a photo of an activity in a community WhatsApp group?
Only if you have specific consent for that type of sharing. General photography consent (for the journal) doesn't cover you sharing photos in external groups. You'd need explicit permission from every parent whose child appears in the photo. The safest approach is to take activity photos that don't include children's faces, or to only share in the tiney app where access is controlled.
A parent has given consent for Calpol in the app. Do I still need to ask every time I give it?
You don't need to ask again before administering it, but you do need to record every occasion and notify the parent the same day. The ongoing consent in the app covers you to give it. The recording requirement is separate and always applies.
What if a parent refuses to give consent for something that's important to how I run my setting?
Most consents are about your working practices and you'll need to respect a parent's decision if they say no, for example not sharing photos of their child. Some consents, however, relate to things that significantly affect how you can provide care (such as medication consent). If a child regularly needs medicine and a parent won't consent, it's worth having an honest conversation about whether your setting can safely meet that child's needs. Get in touch with the team if you'd like to talk it through.
Do I need to re-collect consent when I renew a contract?
The child's summary permissions are held separately to the contract and don't automatically reset. But it's good practice at renewal to ask parents to check their consent settings are still correct, especially if anything has changed. If you've added an assistant since the original contract was signed, you'll definitely want to make sure parents have given consent for their child to be left with them.
Need help?
If you're unsure about a specific consent situation or need help interpreting what the EYFS requires, reach out to the team via in-app messaging or email us at community@tiney.co. We're always happy to help.