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 Safeguarding Service has a number of statutory and public duties and a remit that includes:

  • Management and oversight of cases where there are safeguarding concerns or allegations made against people who work or volunteer with children in any setting
  • Undertaking Early Help Assessments and putting in place measure to protect a children's safety and wellbeing
  • Working as part of a Multi-Agency Safeguarding Hub (MASH) which is a county wide partnership that supports vulnerable children and young people in need. The partnership includes the Police, NHS and other health services, Probation, the Youth Offending Service and the Fire and Rescue service.
  • Providing advice and processing licences for Children in Employment and Entertainment
  • Providing Advocates for Children in Need, children subject to a Child Protection Order or in care
  • Allocating Independent Visitors for children and young people that have little or no contact with their birth parents
  • Working with the Police and Health partners to safeguard children from sexual exploitation

The Disabled Children's Team is a statutory service that assesses children and young people with substantial and long term disability and / or complex health needs and identifies the level of service provision required to meet needs and improve outcomes. 

The team completes a Single Assessment to identify the needs of the child and their family and children open to the team include: Children in Need, Children Subject to Child Protection Plans and Children in Care. The service promotes a Person Centred approach to assessment and the delivery of services to children, young people and their families. This ensures a timely and co-ordinated response that facilitates effective planning and a coordinated professional response for children, young people and their families.

What personal information do we collect to deliver this service?

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

  • personal information such as your name, former names, address, contact details, date of birth, gender
  • special category information such as ethnicity, religion, medical information, sexual orientation, disabilities
  • personal identifiers such as NHS Number, Unique Pupil Number
  • family details, relationships, history including extended family and friends
  • current school details, attendance and absence record
  • education history, Personal Education Plan and exclusion details if applicable
  • EHC Plan and SEND details
  • social care history (if applicable)
  • reasons for support using the Signs of Safety model
  • details of the challenges and issues being faced
  • episodes of being looked after
  • information gathered during Child Protection processes such as S47 enquiries
  • details of any young person reported missing from home, from the Police
  • referral and involvement information from partner organisations

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

  • relatives and friends
  • partner organisations that have referred you to the service
  • other Northamptonshire County Council Departments
  • your GP in regard to your health
  • school
  • agencies that you have received a service from (if applicable)
  • police
  • courts
  • mental health services
  • Educational Psychologists
  • schools or post-16 settings currently or previously attended
  • early education providers

How do we collect this personal information?

We collect personal information in the following ways:

  • face to face
  • secure records databases managed by NCC
  • consultations with parents, carers or professionals
  • referral from the public, health or other professional
  • Children in Need meetings
  • Social Care Assessments and Plans
  • undertaking assessments
  • email, FAX and letter, telephone

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 improvement
  • Service planning and research

How we use this personal information

  • to clarify the child's or young person's needs within the context of their family and community
  • to identify the support they require which will help them to achieve their outcomes
  • to enable integrated working with other teams and organisations
  • to safeguard and support children and to monitor their progress
  • to undertake assessments, plan and provide the most appropriate level of support, advice and services
  • to  evaluate and quality assure the services we provide
  • to inform future service provision and the commissioning of services
  • to enable effective planning and resource allocation

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
31 C/A 1989 ordersRetain from date of birth of child for 75 years
Allegation of a child protection nature against a member of staff working at a school, including where the allegation is unfoundedRetain from date of the allegation for 10 years
Child Protection Case filesRetain from date of birth of child for 40 years
Child Protection PlansPermanent
Register of offenders who pose a risk to childrenRetain from date of sentence for 10 years
All records relating to the recruitment and management of independent visitors for looked after childrenRetain from date of last contact with the independent visitor for 6 years
All records relating to the management of employment licences for children - where the licence is not grantedRetain from date of application until licence refused
All records relating to the management of employment licences for children - where the licence is grantedRetain from date of birth of child for 25 years
All records relating to referral for welfare and safety of a child or young personRetain from date of birth of child for 25 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
  • perform a Regulatory Duty
  • to enable service delivery
  • to enable official reporting

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

  • The Children and Families Act 2014
  • Children and Social Work Act 2017
  • Children Act 1989 and 2004
  • Corporate Manslaughter and Corporate Homicide Act 2007
  • Children and Young Persons Act 1933 and 2008
  • Children and Families Act 2014
  • Education Act 1996, 2002
  • Chronically Sick and Disabled person Act 1970
  • Disabled Persons (Services, Consultation and Representation) Act 1986
  • Equality Act 2010

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):

  • Adoption Agencies
  • Advocates
  • NHS
  • Border Control
  • Childcare Providers
  • Schools
  • District and Borough Councils
  • Housing Agencies
  • Local Authorities
  • Other health providers
  • Judicial Agencies
  • Ofsted
  • Police
  • Probation
  • Partner Organisations
  • Residential Care Providers
  • Substance Services
  • Commissioned service providers
  • Youth Offending Service
  • Department for Education

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

Why do we share this information?

In order for the Safeguarding and Child Protection service to fully carry out its legal duties and to deliver its service it is a necessary requirement to share this information.

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

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