These privacy notices set out how we process your personal information within the Children's Services for the following activities:

What information do we need?

We need to hold information about you including your name and contact details, date of birth, family details, lifestyle and social information, education and/or employment details, networking and relationship details. We may also need to hold financial details. We will need to hold some special category data which may include details relating to: Physical and mental health, your racial and ethnic origin, your religious and/or philosophical beliefs, your sexual orientation and life, any criminal offences (including alleged offences), proceedings, outcomes and sentences.

Why we need it?

We need to know this information about you so that you may be contacted, assessed and supported throughout the adoption process. We use your information to ensure that the safeguarding needs of any looked after children and prospective adoptees you are in contact with are met. Your information will be held for record purposes. Your financial details may be held for any expenses or payments you are entitled to.

Your information will allow us to improve the service for others and will aid in the prevention and detection of crime.

Our lawful basis for holding your personal data, including any special category data, is “legal obligation” under:

  • Children Act 2004
  • Children Act 1989
  • Children and Families Act 2014
  • Adoption and Children Act 2002 (and associated regulations such as search and inspection regulations, agency regulations and support service regulations)

We are the 'data controller' in relation to this data.

Do we share your information?

If appropriate we may share your data with Adoption services and agencies, safeguarding services, the Department for Education, Ofsted, education providers, health services and other local authorities.

Information about you may be provided to us by other people and organisations such as other local authorities, education bodies, the health service, the police and any references.

We do not trade personal data for any commercial purpose and we will only disclose your personal information if we have a lawful basis to do so.

How long do we keep your information?

We are currently retaining records relating to children’s services indefinitely as required by the Independent Inquiry into Child Sexual Abuse (IICSA).

What information do we need?

We need to hold information about you including your name and contact details, date of birth, family and genetic details, lifestyle and social information, education and/or employment details, networking and relationship details. We will also need to hold some special category data including: Physical and mental health details, your racial and ethnic origin, your religious and/or philosophical beliefs, any criminal offences (including alleged offences), proceedings, outcomes and sentences.

Why we need it?

We need to know this information about you so that you can be supported through the adoption process. It will be held to ensure that you are provided with appropriate care and that your safeguarding needs are met

Your information will allow us to improve the service for others and will aid in the prevention and detection of crime.

Our lawful basis for holding your personal data, including any special category data, is “legal obligation” under:

  • Children Act 2004
  • Children Act 1989
  • Children and Families Act 2014
  • Adoption and Children Act 2002 (and associated regulations such as search and inspection regulations, agency regulations and support service regulations)

We are the 'data controller' in relation to this data.

Do we share your information?

If appropriate we may share your data with Adoption services and agencies, safeguarding services, the Department for Education, Ofsted, education providers, health services and other local authorities.

We do not trade personal data for any commercial purpose and we will only disclose your personal information if we have a lawful basis to do so.

Information about you may be provided to us by other organisations such as other local authorities, schools, the health service and the police.

How long do we keep your information?

We are currently retaining records relating to children’s services indefinitely as required by the Independent Inquiry into Child Sexual Abuse (IICSA).

What information do we need?

We need to hold information about you including your name and contact details, date of birth, gender status, family, lifestyle and social information (including next of kin details), education and/or employment details. We will also need to hold some special category data including: Physical and mental health details, your racial and ethnic origin, your religious and/or philosophical beliefs, any criminal offences (including alleged offences), proceedings, outcomes and sentences.

Why we need it?

We need to know this information about you in order to carry out viability assessments and care reviews for the care of children. This can include assessments and reviews for children in care, long term care viability, special guardianship orders, residence orders, kinship care agreements, emergency placements etc. If you are already a parent, carer or guardian then this information will be held so that we can provide continued, suitable support for yourself and any children under your care. With your consent may also use your details communicate with you and make you aware of other services and activities in Torbay. This can include information about parental contact, respite, benefits aid and support groups. Your information will allow us to improve the service for others and will aid in the prevention and detection of crime.

Our lawful basis for holding your personal data, including any special category data, is 'legal obligation' under:

  • Children Act 2004
  • Children Act 1989
  • Adoption and Children Act 2002
  • Care Planning and Case Review Regulations 2011
  • Children and Social work Act 2017

We are the 'data controller' in relation to this data.

Do we share your information?

If appropriate we may share your data with safeguarding services, the police, education providers, health services and other local authorities.

With your consent we may share data with local support groups and charities.

Information about you may be provided to us by other organisations such as other local authorities, schools, the health service and the police.

We do not trade personal data for any commercial purpose and we will only disclose your personal information if we have a lawful basis to do so.

How long do we keep your information?

We are currently retaining records relating to children’s services indefinitely as required by the Independent Inquiry into Child Sexual Abuse (IICSA).

What information do we need?

We need to hold information about you including your name and contact details, date of birth, family and genetic details, lifestyle and social information, education and/or employment details, networking and relationship details. We will also need to hold some special category data including: Physical and mental health details, your racial and ethnic origin, your religious and/or philosophical beliefs, any criminal offences (including alleged offences), proceedings, outcomes and sentences.

Why we need it?

We need to know this information about you to ensure that you can be supported through the foster care process. It will be held to ensure that you are provided with appropriate care and that your safeguarding needs are met both during, between and after placements. Your information will be held for record purposes.

Your information will allow us to improve the service for others and will aid in the prevention and detection of crime.

Our lawful basis for holding your personal data, including any special category data, is “legal obligation” under:

  • Children Act 2004
  • Children Act 1989
  • Adoption and Children Act 2002

We are the 'data controller' in relation to this data.

Do we share your information?

If appropriate we may share your data with Fostering services and agencies, safeguarding services, the Department for Education, Ofsted, education providers, health services and other local authorities.

Information about you may be provided to us by other organisations such as other local authorities, schools, the health service and the police.

We do not trade personal data for any commercial purpose and we will only disclose your personal information if we have a lawful basis to do so.

How long do we keep your information?

We are currently retaining records relating to children’s services indefinitely as required by the Independent Inquiry into Child Sexual Abuse (IICSA).

What information do we need?

We need to hold information about you including your name and contact details, date of birth, family details, lifestyle and social information, education and/or employment details, networking and relationship details. We may need to hold financial details. We will also need to hold some special category data which may include details relating to: Physical and mental health, your racial and ethnic origin, your religious and/or philosophical beliefs, your sexual orientation and life, any criminal offences (including alleged offences), proceedings, outcomes and sentences.

Why we need it?

We need to know this information about you so that you may be contacted, assessed and supported throughout the fostering process. We will use your information to ensure that the safeguarding needs of any and all looked after children you are in contact with are met. Your information will be held for record purposes. Your financial details may be held for any expenses or payments you are entitled to.

Your information will allow us to improve the service for others and will aid in the prevention and detection of crime.

Our lawful basis for holding your personal data, including any special category data, is “legal obligation” under:

  • Children Act 2004
  • Children Act 1989
  • Adoption and Children Act 2002

Do we share your information?

If appropriate we may share your data with Fostering services and agencies, safeguarding services, the Department for Education, Ofsted, education providers, health services and other local authorities.

Information about you may be provided to us by other organisations such as other local authorities and the police.

We do not trade personal data for any commercial purpose and we will only disclose your personal information if we have a lawful basis to do so.

How long do we keep your information?

We are currently retaining records relating to children’s services indefinitely as required by the Independent Inquiry into Child Sexual Abuse (IICSA).

What information do we need?

For Child & Adult Safeguarding, Health & Safety and Risk Assessment Compliance we need to hold information such as your name and contact details, date of birth, family and genetic information, education and employment details. We will also need to hold some special category data including medical information.

Why we need it?

We need to know this information about you in order to legally fulfil our official obligations under Child & Adult Safeguarding and HSE Legislation. Also in order to fully comply with our recognised Local Authority practice standards pertaining to NNCEE regulated Child & Adult Entertainment and Employment Licensing.

Our lawful basis for holding your personal data, including any special category data, is both your consent and to carry out a task in the public interest as part of our official functions as a Local Authority.

We are the “data controller” in relation to this data.

Do we share your information?

If appropriate we may share your personal information with internal and external Local Authority departments, schools, entertainment organisations and work-places for the purpose of Child and Adult Safeguarding.

We do not trade personal data for any commercial purpose and will only disclose your personal information if we have a lawful basis to do so, for example for the prevention and detection of crime, or if we have your consent.

How long do we keep your information?

We are currently retaining records relating to children’s services indefinitely as required by the Independent Inquiry into Child Sexual Abuse (IICSA).

What information do we need?

We need to hold certain information about its customers and services users in order to effectively provide the services we have to deliver. For Looked After Children and Children In Need we will need to hold and process personal data about you such as your name, address, contact details, images, employment and past employment details. We may also hold full assessments of your needs including multi agency safeguarding information and may need to hold records of any court proceedings. We may need to hold physical and mental health information (including your NHS number). We will need to hold information regarding your circumstances and the reason we are working with you, this can include special  category data such as details of your race and ethnic origin, your sexual orientation and life, religious or philosophical beliefs and group (such as trade union) membership and affiliations. 

Why we need it?

We need to know this information about you in order to provide you with appropriate support to ensure that all of your physical and emotional needs are met. We will also use your information to deliver a wide range of services and to support you when leaving care.

Our lawful basis for processing your personal data is 'legal obligation' under:

  • Children Act 1989
  • Children (leaving care) 2000,
  • Adoption and Children Act 2002,
  • Children and Families Act 2014,
  • Children and Young Persons Act 2008,
  • The Children’s Homes (England) Regulations 2015,
  • Children and Social Work Act 2017.

Do we share your information?

If appropriate we may share your data with safeguarding services, the police, education providers, health services and other local authorities.

With your consent we may share data with local support groups and charities.

Information about you may be provided to us by other organisations such as other local authorities, schools, the health service and the police.

We do not trade personal data for any commercial purpose and we will only disclose your personal information if we have a lawful basis to do so.

How long do we keep your information?

We are currently retaining records relating to children’s services indefinitely as required by the Independent Inquiry into Child Sexual Abuse (IICSA).

What information do we need?

Unless anonymous contact is made we may need to hold information about you such as your name and contact details. We may also need to hold information relating to your date of birth, gender status, family, lifestyle and social information, education and/or employment details. We may also need to hold some special category data including: Physical and mental health details, your racial and ethnic origin and your religious and/or philosophical beliefs.

Why we need it?

We need to know this information to ensure that the appropriate action is taken in respect to safeguarding. We may need to contact you again if there are further concerns or if clarification is needed. We will need to record any allegations and descriptions of situations surrounding them. With your consent you may be contacted in future to give further information or testimony. Your information will allow us to improve the service for others and will aid in the prevention and detection of crime.

Our lawful basis for processing your personal data, including any special category data, is “legal obligation” under:

  • Children Act 2004
  • Children Act 1989
  • Crime and Disorder Act 1998
  • Guidance for working together to safeguard children 2018
  • Guidance for information sharing: advice for practitioners providing safeguarding services 2018

We are the 'data controller' in relation to this data.

Do we share your information?

If appropriate we will share your data with other child safeguarding services, this may include the police.

Information about you may be provided to us by other organisations such as other local authorities, schools, the health service and the police.

We do not trade personal data for any commercial purpose and we will only disclose your personal information if we have a lawful basis to do so.

How long do we keep your information?

We are currently retaining records relating to children’s services indefinitely as required by the Independent Inquiry into Child Sexual Abuse (IICSA).

What information do we need?

We need to hold information about you including your name and contact details, date of birth, family and genetic details, lifestyle and social information. We may also require information regarding your education and/or employment and networking and relationship details. We may need to hold some special category data including: Physical and mental health details, your racial and ethnic origin and your religious and/or philosophical beliefs.

Why we need it?

If you have been referred to Children’s Services (or referred yourself) then we will need to know this information about you so that you can be supported through any processes that may follow. Your information will be held to ensure the provision of appropriate care and make sure that any safeguarding needs are met. Your information will allow us to improve the service for others and will aid in the prevention and detection of crime.

Our lawful basis for processing your personal data, including any special category data, is 'legal obligation' under:

  • Children Act 2004
  • Children Act 1989
  • Crime and Disorder Act 1998

We are the 'data controller' in relation to this data.

Do we share your information?

If appropriate we may share your data with safeguarding services, Ofsted, education providers, other appropriate child and adult social care teams, health services, third party and support agencies and other local authorities.

Information about you may be provided to us by other organisations such as other local authorities, schools, the health service and the police.

We do not trade personal data for any commercial purpose and we will only disclose your personal information if we have a lawful basis to do so.

How long do we keep your information?

We are currently retaining records relating to children’s services indefinitely as required by the Independent Inquiry into Child Sexual Abuse (IICSA).

What information do we need?

If you are referred to Supporting Families in Children’s Services for support, we will hold information about you including your name and contact details, date of birth, details about your family, employment status and any criminal background or proceedings. Most of this information is provided by other organisations who will refer families to us if it felt the threshold for support is met.

Why we need it?

If you have been referred to Children’s Services (or referred yourself) then we will need to know this information about you so that we can co-ordinate,  evaluate and provide appropriate services to support you and your family.

Our lawful basis for processing your personal data, including any special category data, is “legal obligation” under:

  • Children Act 2004
  • Children Act 1989
  • Working Together to Safeguard Children 2018

Do we share your information?

If appropriate we may share your data with safeguarding services, Ofsted, education providers, health organisations, police, youth offending teams, probation, criminal justice services, registered social landlords, Department for Work and Pensions, housing associations, child and adult social care services, third sector organisations and support agencies and other local authorities.

Information about you may be provided to us by other organisations such as other local authorities, schools, the health service and the police.
We do not trade personal data for any commercial purpose and we will only disclose your personal information if we have a lawful basis to do so.

How long do we keep your information?

We will keep your data for this purpose for 10 years after the closure of service provision.

What information do we need?

We need to hold information collected for the purpose of allocating and offering school places for children. We will need to collect information such as your name and contact details, details about your child including their name, date of birth and any other information which may support your application for a school place, for transport of for free school meals, which could include information about your child’s health.

Why we need it?

We need this information so that we can deliver services to you, allocate a school place and determine eligibility for school transport or free school meals.

Our lawful basis for processing yours and your child’s personal data is legal obligation.

Our lawful basis for the processing of any health information is that this is necessary for the performance of a task carried out in the substantial public interest.

Do we share your information?

We will share your information with schools, other local authorities and the Department of Education for the purposes of allocating a school place and confirming an allocation, or to determine and confirm eligibility for school transport and/or free school meals. We do not trade personal data for any commercial purpose and will only disclose your personal information if we have a lawful basis to do
so (as above) or if we have your consent.

How we will store your information?

We will hold your information on a secure electronic database and we will stop using your data upon completion of the relevant service. 

Your personal information will not be subject to any overseas transfers.

How long do we keep your information?

Your data will be deleted 25 years after we stop using it.

What information do we need?

We need to hold information about you including your name and contact details, date of birth, gender status, family, lifestyle and social information (including next of kin details) and financial details. We may also need to hold some special category data including: Physical and mental health details, your ethnic origin and your religious and/or philosophical beliefs.

Why we need it?

We need to know this information about you to ensure that we are able to continually support you and your child throughout their education and with other aspects of life. With your consent we may also use your details communicate with you and make you aware of other services in Torbay. This can include information about activity days, meetings, respite, benefits aid and support groups.

Your information will allow us to improve the service for others and will aid in the prevention and detection of crime.

Our lawful basis for processing your personal data, including any special category data, is “legal obligation” under:

  • Children Act 2004
  • Children Act 1989
  • Care Act 2015
  • Equality Act 2010
  • Children and Families Act 2014
  • The Special Educational Needs and Disability Regulations 2014

We are the 'data controller' in relation to this data.

Do we share your information?

If appropriate we may share your data with safeguarding services, education providers, health services (including the clinical commissioning group) and other local authorities.

With your consent we may share data with local support groups and charities.

Information about you may be provided to us by other organisations such as other local authorities, schools, the health service and the police.

We do not trade personal data for any commercial purpose and we will only disclose your personal information if we have a lawful basis to do so.

How long do we keep your information?

We are currently retaining records relating to children’s services indefinitely as required by the Independent Inquiry into Child Sexual Abuse (IICSA).

What information do we need?

We need to hold certain information about its customers and services users in order to effectively provide the services we have to deliver. For the Virtual School we need to hold information such as the school you attend, your attendance, your academic attainment and any exclusions you may experience. 

Why we need it?

We need to know this information about you in order to fulfil the statutory duty placed on the Virtual School Head teacher (VSH) to have systems in place which track and monitor educational data for every looked after child. This enables the VSH to submit attainment data for the school to OFSTED, the Department for Education, the Corporate Parenting Board and the Virtual School Governing Body.

Our lawful basis for processing your personal data is 'legal obligation' under the Children Act 1989 and the statutory guidance 'promoting the education of looked after children and previously looked after children'.

Do we share your information?

We will share your contact details with Welfare Call Limited in order for them to monitor your attendance and give us your daily school attendance.

We share information about year groups or Key Stages as a whole with the Corporate Parenting Board and the Virtual School Governing Body.

Information about you may be provided to us by other organisations such as other local authorities, schools, the health service and the police.

We do not trade personal data for any commercial purpose and we will only disclose your personal information if we have a lawful basis to do so

How long do we keep your information?

From age 5 to 16 we will keep your academic data after which time it will be securely destroyed. 

What information do we need?

We need to hold information such as your name and contact details, date of birth, family and genetic information, education and employment details.

Why we need it?

We need to know this information to ensure that the child being employed is working in accordance with regulations.

Our lawful basis for processing your personal data is ‘task carried out in the public interest'. It is necessary for us to carry out our official functions under:

  • Employment of Children 1998 Byelaws
  • Children and Young Persons Act 1933
  • Children (Protection at Work) regulations 1998 & 2000

We are the “data controller” in relation to this data.

Do we share your information?

If appropriate we may share your personal information with internal and external Local Authority departments, schools and work-places for the purpose of Child and Adult Safeguarding.

We do not trade personal data for any commercial purpose and will only disclose your personal information if we have a lawful basis to do so, for example for the prevention and detection of crime, or if we have your consent.

How long do we keep your information?

We are currently retaining records relating to children’s services indefinitely as required by the Independent Inquiry into Child Sexual Abuse (IICSA).

What information do we need?

We need to hold information about you including your name and contact details, date of birth, gender status, family, lifestyle and social information, education and/or employment details. We will also need to hold some special category data including: Physical and mental health details, your racial and ethnic origin, your religious and/or philosophical beliefs, any criminal offences (including alleged offences), proceedings, outcomes and sentences.

Why we need it?

We need to know this information about you to ensure that you can be identified and given appropriate support as a young carer. With your consent may also use your details communicate with you and make you aware of other services in Torbay. This can include information about respite, benefits aid and support groups. Your information will allow us to improve the service for others and will aid in the prevention and detection of crime.

Our lawful basis for processing your personal data, including any special category personal data, is “legal obligation” under:

  • Children Act 2004
  • Children Act 1989
  • Carers (Equal Opportunities) Act 2004.

We are the 'data controller' in relation to this data.

Do we share your information?

If appropriate we may share your data with safeguarding services, education providers, health services and other local authorities.

With your consent we may share data with local support groups and charities.

Information about you may be provided to us by other organisations such as other local authorities, schools, the health service and the police.

We do not trade personal data for any commercial purpose and we will only disclose your personal information if we have a lawful basis to do so.

How long do we keep your information?

We are currently retaining records relating to children’s services indefinitely as required by the Independent Inquiry into Child Sexual Abuse (IICSA).

What information do we need?

We need to hold certain information about its customers and services users in order to effectively provide the services we have to deliver. For the prevention of offending we need to hold information about you such as your name, address, contact details, images, bank details, employment and past employment details. We will hold a full assessment of your needs including multi agency safeguarding information and risk assessments, this will include criminal records and proceedings, physical and mental health information (including your NHS number). We will need to hold information regarding your circumstances relating to the reason we are working with you, this can include details of your sexual orientation and life, religious or philosophical beliefs and group (such as trade union) membership and affiliations.

Why we need it?

We need to know this information about you for the prevention of offending under the Crime and Disorder Act 1998.

Our lawful basis for processing your information including special category data is legal obligation under the Crime and Disorder Act 1998 and the Offender Management Act 2007.

Do we share your information?

We do not trade personal data for any commercial purpose, however under section 115 of the Crime and Disorder Act 1998 and section 14 of the Offender Management Act 2007 can be required, at times, to disclose and share your information with our partners in Police, healthcare, social care services and community safety.

Dependent on the reasons we are working with you we may have to disclose information under public protection. The information shared may change dependent on your circumstances.

Outside of the above we will only disclose your personal information if we have a further lawful basis to do so, for example for the prevention and detection of crime, or if we have your consent.  

How long do we keep your information?

For Data Protection purposes, we are required to hold your personal data for up to 5 years, after which time it will be securely destroyed.