Privacy notice

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.

In order to provide and deliver specialist services we will collect the following personal information (these lists are not exhaustive):

• personal information such as your name, former names, home or placement address, date of birth, gender
• special category information such as ethnicity, religion, nationality, disabilities, languages, immigration status
• other identifiers including passport, birth certificate, photographs, bank details, NHS number, National Insurance Number, Unique Pupil Number, Biometrics Cards
• family details, composition, history and contact details
• education background, current provision and EHC Plan
• Special Educational Needs and Disabilities (SEND)
• social care history and needs
• health information
• referral and assessment information
• financial information
• employment history and current details
• convictions and offences
• safeguarding information

We will also seek personal information from other sources including:

• Northamptonshire County Council departments, such as Education services
• your GP in regard to your health
• other local authorities
• school
• agencies that you have received a service from (if applicable)
• Police
• housing provider
• Disclosure and Barring Service (DBS)

We collect personal information in the following ways:

• face to face
• secure records databases managed by NCC
• telephone
• undertaking assessments
• email and letter
• identity documents (birth certificate, driving licence)
• insurance documents

​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 see our Records Retention Schedule.

• assessments
• safeguarding investigations
• case closure
• prevention and detection of crime or fraud
• service delivery
• service improvement
• service planning and research

• to appoint a dedicated social worker as a first point of contact
• to enable an Independent Reviewing Officer (IRO) to check the quality of care provided
• to enable the Virtual School to monitor a child's progress and to support their school to ensure that they achieve their potential
• to develop a care plan that will enable a child or young person to grow up happy, healthy, safe and educated
• to  evaluate and quality assure the services we provide
• to inform future service provision and the commissioning of services

​Your data will be retained for no longer than necessary. Information which you have provided to the Trust will be stored securely in line with the Records Retention Schedule, 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 (for example, in the case of national inquiries into allegations of historical abuse).

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.

• perform a Statutory Duty
• perform a regulatory duty
• enable service delivery
• enable official reporting

The legal bases that governs and direct our service delivery are as follows:

• The Children and Families Act 2014
• Children and Social Work Act 2017
• Children and Young Persons Act 2008
• Children Act 1989
• Education Act 1996 and 2002
• Education, learning and Skills Act 2008
• Nationality, Immigration and Asylum Act 2002

​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):

• Advocates
• Independent Visitors
• Childcare Providers
• Commissioned delivery partners
• Department for Education
• Department for Work and Pensions
• Border Control and Immigration
• Judicial agencies
• Schools
• District and borough councils
• Housing agencies
• Other Local Authorities
• NHS
• Other health providers
• Ofsted
• Police
• Probation
• Partner organisations
• Residential care providers
• Substance services
• Voluntary and third sector providers
• Youth Offending Service

In order for the Trust to fully carry out its legal duties and to deliver its services, it is a necessary requirement to share this information.

We will share personal information with law enforcement or other authorities if required to by applicable law.

​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 Commissioner's 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 from 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.

We have appropriate security measures in place to prevent personal information from being accidentally lost, 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.

​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 Children's Trust
One Angel Square
Northampton
NN1 1ED

Email: dpo@nctrust.co.uk

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.

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

Information Governance Service

Northamptonshire Children's Trust

One Angel Square

Northampton

NN1 1ED

Email: datarequests@nctrust.co.uk