Contact service

This notice explains what personal data (information) we hold about you, how we collect it, how we use it and how we may share information that we hold about you in order to deliver our services. We are required to give you this information under data protection law. Northamptonshire Children's Trust is committed to protecting your privacy when you use our services. The Privacy Notice below explains how we use information about you and how we protect your privacy.

Northamptonshire Children's Trust complies with data protection legislation (the Data Protection Act 2018 and the General Data Protection Regulation (GDPR) and is registered as a 'Data Controller' (Reg. No ZA781861).

Who we are

Northamptonshire Children's Trust provides services on behalf of Northamptonshire County Council in the following areas:

  • Adoption and Fostering
  • Help and Protection for Children
  • Early Help and Targeted Prevention
  • Special Educational Needs and Disability
  • Youth Offending Service in a partnership arrangement.

The Contact Service provides a service six days a week for children and families to maintain contact when:

  1. A child is looked after by Northamptonshire County Council. We have a statutory duty to promote contact when it is within the best interest of the child.
  2. When a child is on an interim care order as part of legal proceedings

The service supervises contact between a child and their parents, siblings or extended family members and a Contact Supervisor observes the interaction, play and communication between the child and family and this is recorded during or immediately following the contact session.

What personal information do we collect to deliver this service?

In order to provide this service we will collect the following types of information (this list is not exhaustive):

  • Childs name, placement address, date of birth, gender
  • Details of sibling groups
  • Personal information such as parents names, former names, address, contact details
  • Special category information such as ethnicity, religion, medical information including allergies and dietary requirements, disabilities and access needs
  • Personal identifiers such as Care First Identity number
  • Current school details
  • Court order details and legal status of the child
  • Details on the frequency, pattern and dates for contact, and with whom it will take place
  • Considerations and constraints in regards to the contact
  • Safeguarding information
  • First language and interpreter requirements
  • Foster carers name and contact details
  • Risk assessment that may include wide ranging personal information on the person(s) the child is to have contact with

We may also seek personal information from other sources (please note this list is not exhaustive) including:

  • Social worker, child care social worker

How we collect this information

We collect personal information in the following ways:

  • referral form completed by a social worker
  • secure case management database
  • via phone to verify information with referring social worker

How your personal information is stored

We hold data securely for the set amount of time detailed in our records Retention Schedule. For more information in regards to this and how we keep your information safe please check our Records retention schedule.

Purposes of collecting this personal information

  • assessments
  • service delivery
  • service planning and research

How we use this personal information

  • to provide an effective service
  • to assess and evaluate our services
  • to inform future service provision

How long your personal information is held for

Information which you have provided will be stored securely in line with the retention periods shown below after which time it is archived or securely destroyed, unless we are required by law to retain records for longer than the stated retention period. The information will only be used for the purposes stated when it was collected. Information will not be sold, rented or provided to anyone else, or used for any other purpose than that for which it was originally collected unless required to by law.

Category of informationRetention period
Records relating to the application for and implementation of a Care OrderRetain from date records created until 75th anniversary of the child's birth or 15 years after death if the child dies before age 18.  Records should be destroyed at the end of the retention period of 75 years.
All records relating to the creation and maintenance of care plans for looked after childrenRetain from date of birth of child for 75 years.
Case files relating to Looked After Children (also known as Children in the Care of the Local Authority)Retain from date of birth of child for 75 years.

What is the legal basis for the collection and use of your personal information?

We collect and use your personal information in order to:

  • perform a statutory duty
  • to enable service delivery
  • to enable official reporting

The legal basis that governs and directs our service delivery are, as follows:

  • Section 34(1) Children Act 1989

Who we may share your information with

If required we will share your information with Northamptonshire County Council (NCC) that commissions the Northamptonshire Children's Trust. 

We may also share your information with the following organisations (this list is not exhaustive):

  • NHS
  • Schools
  • Judicial agencies
  • Police
  • Transport provider
  • Interpreters

Your rights

Under GDPR you have rights which you can exercise free of charge which allow you to:

  • know what we are doing with your information and why we are doing it
  • ask to see what information we hold about you (subject access request)
  • ask us to correct any mistakes in the information we hold about you
  • object to direct marketing
  • make a complaint to the Information Commissioners Office
  • withdraw consent at any time (if applicable as this will not be possible in certain circumstances)

Depending on our reason for using your information you may also be entitled to:

  • ask us to delete information we hold about you (if applicable) have your information transferred electronically to yourself or to another organisation
  • object to decisions being made that significantly affect you
  • object to how we are using your information
  • stop us using your information in certain ways

We will always seek to comply with your request however we may be required to hold or use your information to comply with legal duties which will override the requirements of the GDPR. Please note, your request may delay or prevent us delivering a service to you.

For further information about your rights, including the circumstances in which they apply, see the guidance from the UK Information Commissioners Office (ICO) on individuals' rights under GDPR.

We are required under Section 6 of the Audit Commission Act 1998 to participate in the National Fraud Initiative data matching exercise. The data held will be used for cross-system and cross authority comparison for the prevention and detection of fraud. For further information see the National Fraud Initiative webpage.

Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

Requesting access to your personal information

Under data protection legislation, parents, carers and children have the right to request access to information that we hold on them. To make a request for your personal information please contact:

FOI/Data Protection Team
Northamptonshire County Council
One Angel Square


Phone: 01604 368 360

If you have a concern about the way we are collecting or using your personal information, you should raise your concern with us in the first instance. GDPR also gives you right to lodge a complaint with a supervisory authority. The supervisory authority in the UK is the Information Commissioner who may be contacted on 03031 231 113. Or see the ICO Website for further details.

Contact us

If you would like to discuss anything in this Privacy Notice please contact:

Data Protection Officer
Northamptonshire Children's Trust
One Angel Square