For the processing to which this notice relates to be carried out we use the following information:

• personal information (such as: your name, address, telephone number)
• Special category (sensitive) personal information (such as: your ethnicity, pregnancy status, smoking status, disability and similar information about your children).

If you are volunteering, we may need to collect additional information, such as:

• Details of experience, skills and preferences used to assess suitability for a role (recorded on application form or gained through interview)  Monitoring information including ethnicity, disability etc.
• Information relating to CRB checks
• References
• Supervision notes

 

The data is processed in a secure database with staff holding enhanced DBS check, and relevant responsibility.

We collect your information from you directly when you access our services.

We collect the above information via our registration form. This is completed by you when accessing our support service, registering your baby or by the health visitor at the new birth visit (red book membership form) or when attending the Family Hub . If you are already a member we may ring to obtain further information.

We collect the above information to support you during your pregnancy and support your children and families to take up their 2, 3 and 4 early year’s entitlement.

For some children and families, our early year’s workers track and monitor a child and their development whilst attending Family Hub services, in line with Early Years Foundation Stage.

For some adults who progress into some form of adult learning, we track your progression and success in order to evidence the impact of Family Hubs services.

If you or your child has an accident in a Family Hub, we have a duty to record and report the accidents.

Your information may be used to:

Provide support services to you and your family during your pregnancy and your child's development, up to the age of 19 (25 for SEND)

Evidence your attendance at Family Hub services and allow you to engage in activities and make reservations (i.e groups).

Evidence footfall in Family Hubs and allow us to provide and plan for the most suitable services to your family and other families.

Evidence footfall in Family Hubs in order to sustain funding to deliver services to families.

Evidence your child’s development stages at the start of attending Family Hubs sessions and how they have progressed over time.

Your information may also be used to:

Crossmatch to other databases held by the Council such as Public Health, schools attainment data, Strengthening Families, Early Help and Early Years provider information enabling intelligence to be generated to inform strategic decisions.

Contact you via home visits or telephone calls to make you aware that you are eligible for 2, 3 and 4 early year’s entitlement and support you to take up offer.

Help us shape the final Family Hubs models for your area

Ensure the services that are important to your local area are available when and where they are needed

Gather statistical information which will inform decisions and future delivery of services

Your data may be securely shared with third parties who are authorised to carry out this work on behalf of the Local Authority.

We may have to report accidents/incidents internally and/or externally in line with legislation.

No automated decisions will be made using your personal data.

Personal Data Activity	Legal basis - GDPR Article 6	UK Legislation
Local authorities, must meet their duties to identify, assess and support young carers, young adult carers and their families.	(1)(c) to do so is necessary because of a legal obligation that applies to the Council	The Children and Families Act 2014
Tracking of individual children’s development.	(1)(c) to do so is necessary because of a legal obligation that applies to the Council	Early years foundation stage statutory framework (EYFS).
Any involvement in any research projects or evaluations.	Article 6 1(e) – processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller (Data Protection Act 2018 Clause 7).	s.35 Digital Economy Act 2017
We have to collect your information if you or your child has an accident and report this to relevant bodies to ensure public safety.	(1)(c) to do so is necessary because of a legal obligation that applies to the Council	Health and Safety Executive (HSE) under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013
Special Category Data Activity	Legal basis - GDPR Article 9	Other considerations
We may ask you to provide further information about yourself in order to offer you support for you or your child under the remit of supporting child development, providing early help or the identification and support for strengthening families;	(2)(g) – necessary for reasons of substantial public interest	The Children’s Act 2004.
Such as: Race and ethnic origin Religious or philosophical beliefs Health data	(2)(h) – necessary for the provision of social care or treatment	Part 1 of schedule 1(1) Employment, social security and social protection.
In order to safeguard child and vulnerable adults we may record if you have a status of need and involved in statutory services.	(2)(b) Processing is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment and social security and social protection law.	The Children’s Act 2004 s.35 Digital Economy Act 2017 Part 1 of schedule 1(1) Employment, social security and social protection.
Using data collected to help understand if services are making a difference to you and your family	(2)(i) Processing is necessary for reasons of public interest in the area of public health	Health and Social Care Act 2012; Section 12 Duty to Improve Public Health The Local Authorities (Public Health Functions and Entry to Premises by Local Health watch Representatives) and Local Authority (Public Health, Health and Wellbeing Boards and Health Scrutiny

We might securely share information with other teams within the Council or with other organisations for a variety of reasons, such as to provide services to you, for safeguarding and the prevention and detection of crime. The Council will never sell your information to anyone else, but we may share some of it with other individuals and organisations, including:

• Sharing with third parties who are carrying out local authority function of determining eligibility for free of charge early years entitlement.
• Partners delivering joint services within the Council, NHS Shropshire Telford and Wrekin.
• Family Hub Partners delivering joint services within the council such as Shropshire Community Trust 0-19, MPFT and Voluntary Sector.
• Your Councillor (for example, if you have made a complaint to them about the Council).
• Early Help partners.
• Child Protection Conferences and Child in Need meetings, should you have involvement with social care services, we may be requested to let them know about your attendance at sessions. You will be fully informed of this.
• If you volunteer for Family Hubs, your information may be shared in order to provide a reference for a job or with your job coach to evidence your volunteering hours.

We will only securely share your information when necessary and when the law requires/allows us to, and we will only share the minimum information we need to. Sometimes, we may share your information without your knowledge; for example, to prevent or detect crime or benefit fraud.

We will keep your information for only so long as is necessary – the table below sets out typical timescales for each activity:

Activity	Time information kept for
Membership form – paper version	3 months from date signed- Secure disposal
Membership form – online email	3 months from date signed – Secure disposal
E-start database containing information about children and parents in contact with Family Hubs	Information is archived and made inactive; records not deleted from system – secure disposal
Signing in sheets	Current year paper – secure disposal
Children’s learning journeys	Electronic files – archived at the age of 6. Paper file – given to parent/education provider when attending full time nursery provision . – secure disposal
Children’s electronic tracking system	Electronic files – archived 2 years after last attendance.
Eligibility for early education fundin	Electronic files – archived at the age of 6.
Volunteer Database	Electronic Files - 6 years after volunteering ends
Adult learning and progression tracker	Electronic files – archived 2 years after last attendance.
Accident report - children	Date of birth + 22 years where the injured person is a minor at the time of the accident.
Accident reporting - Adults	Date of the accident + 4 years where the injured person is an adult at the time of the accident.

The law gives you specific rights over your information. These rights are:

• To be informed of our use of information about you.
• Your access to information about you.
• Rectify information about you that is inaccurate.
• To have your information erased (the ‘right to be forgotten’).
• To restrict how we use information about you.
• To move your information to a new service provider.
• To object to how we use information about you.
• Not to have decisions made about you on the basis of automated decision making.
• To object to direct marketing and,
• To complain about anything the Council does with your information (please see the ‘Complaints’ section below).

Further information can be found on the Information Commissioners website – www.ico.org.uk

For further information on the Councils arrangements in relation to privacy please view its website - https://www.telford.gov.uk/terms

This notice is kept under regular review to make sure it is up to date and accurate.

The Council is required by law to have a DPO.

The Council’s Data Protection Officer can be contacted via email at: IG@telford.gov.uk or for further information on our data protection regulations visit Data Protection Telford & Wrekin

If you are unhappy with the way in which your information has been handled you should contact the Council’s Data Protection Officer so that we can try and put things right. Alternatively, and if we have been unable to resolve your complaint, you can also refer the matter to the Information Commissioner’s Office (ICO). The ICO is the UK's independent body set up to uphold information rights, and they can investigate and adjudicate on any data protection related concerns you raise with them. They can be contacted via the methods below:

Website: www.ico.org.uk

Telephone: 0303 123 1113

Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF