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Children and family services
Privacy notice

Last updated: 20 July 2023

The following privacy notice applies to Children and Family services provided by Warwickshire County Council. It should be read in addition to the council’s overall Customer Privacy Notice

Purpose for processing

The services process personal information in order to carry out the protection and safeguarding of vulnerable children. This includes:

  • Investigating concerns and reports
  • Managing response to the concerns
  • Delivering public services
  • Confirming your identity
  • Contacting you regarding the services we provide
  • Supporting and managing our employees
  • Maintaining care files that are ongoing, including Pathway Care Plans for care leavers
  • Supporting and promoting education, training, employment, health and wellbeing for young people, including financial support and advice
  • Providing statistical returns to Central Government departments including the Departments of Health and Education
Personal information collected and lawful basis

The service processes personal information which may include some but is not limited to:

  • personal details such as name, DOB, address, school and family details
  • contact information – e.g. telephone numbers / email address
  • personal reference numbers such as Social Care unique customer reference number, NHS number, Unique Learner Number, National Insurance number
  • employment details
  • financial details – for funding purposes
  • licenses/permits held
  • lifestyle and social circumstances
  • opinions and decisions
  • records of complaints
  • safeguarding reports
  • student and pupil records
  • visual images, personal appearance and behaviour

We may also process some special category (sensitive) information, which may include but is not limited to:

  • biometric information
  • physical or mental health details
  • racial or ethnic origin
  • religious or other beliefs
  • offences (including alleged offences), criminal proceedings, outcomes and sentences

The legal bases for processing this personal information are:

  • compliance with a legal obligation
  • tasks carried out in the public interest or in the exercise of official authority
  • consent
Who we may share your information with

Occasionally, we may need to share the personal information you have given to us or we’ve collected about you with partner organisations. These include but are not limited to:

  • Other services within Warwickshire County Council
  • Other local authorities (in cases of adoption and fostering in particular)
  • Government departments i.e. Department of Education
  • Professionals in educational settings
  • Health services / GPs / NHS (including NHS Digital) - we will share data as part of NHS England's Child Protection Information Sharing (CP-IS) Programme and unless you exercise your right to Opt Out, the Integrated Care Record with regional NHS partners.
  • Police
  • Benefit agencies
  • Housing agencies
  • Children's centres
  • Youth Justice / Probation / HM Prison Service
  • Prospects (NEET Service)
  • COMPASS / School Health and Wellbeing Service
  • Voluntary and Community Groups working with young people including Barnardo's.
  • National House Project - for the House Project
  • The University of Oxford - for the House Project
  • The University of York - for the House Project
  • York Consulting LLC - for the House Project

We do have specific data sharing agreements in place with local agencies and sometimes the law requires that we may have to pass your details on to a third party, for example, to prevent crime.

Information will only ever be shared when it is strictly necessary to help us provide effective services and you may have the right to refuse. We will not pass it onto any other parties unless required to do so by law or in all reasonable circumstances the disclosure is fair and warranted for the purposes of processing or subject to a legal data protection exemption.

How long we will hold your information

Retention ranges from 1, 2, 6, 10, 25, 75 or 100 years depending upon the service. Please note: all stated retention periods will be subject to any legal holds imposed under the Inquiries Act 2005 that may concern the information and override standard retention.

Your information rights

You are entitled to a copy of, or a description of, the personal data we hold that relates to you, subject to lawful restrictions. Find out how to request this using the online secure form.

You may be entitled to rectification, restriction, objection, and erasure of your personal information depending on the service and legal basis. Please in the first instance contact your Social Worker or care provider to exercise these Information Rights or call the main Warwickshire County Council contact telephone number of 01926 410410  if your service is not listed below.

For the following services you can contact:

See our overall privacy notice  for further contact details and if you have a complaint about your information rights.

NHS and care services

Warwickshire County Council works with other health and social care organisations to share information that will form part of your Integrated Care Record. The Integrated Care Record allows health and care professionals involved in your care to view your records to help them understand your needs and make the best decisions with you, and for you. Information we hold about you will be available, to read only, to other health and care professionals in Coventry and Warwickshire, Birmingham and Solihull, and Herefordshire and Worcestershire when they are involved in your health or social care.

For more information on how your data is used on the Integrated Care Record and how to exercise your rights please see the full Privacy Notice.

The NHS Coventry and Warwickshire Integrated Care Record privacy notice can be found online.

To find out more about the NHS’ wider use of confidential personal information and to register your choice to opt out if you do not want your data to be used in this way, visit the NHS website.

If you do choose to opt out, you can still consent to your data being used for specific purposes.

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