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Privacy notice

This notice is relevant to the following services - Children in Care, Care Placements and Planning, Emergency Duty Service, Support & Safeguarding Service, Conference & Reviewing Service, Special Educational Needs & Disability Service, and Designated Officer for Allegations.


It explains what happens to your personal data that is gathered.

Privacy notice Families and Children's Services

24 May 2018

To be provided to the data subject at the time of obtaining personal data from them

Wiltshire Council is registered as a data controller with the Information Commissioner's Office. Full details of the registration are available at ICO register of data controllers.

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We can be contacted by telephone on 0300 456 0100 or in writing to:
Data Protection Officer
Corporate Services and Digital Directorate
Wiltshire Council
County Hall
Bythesea Road
Trowbridge
BA14 8JN

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Our DPO may be contacted as above or online at dataprotection@wiltshire.gov.uk 

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The Wiltshire Council Families and Children’s Services will process your personal information for the following purposes:
• Support children and monitor their progress
• maintaining our own accounts and records
• supporting and managing our employees
• promoting the services we provide
• carrying out health and public awareness campaigns
• provision of education
• carrying out surveys
• administering the assessment and collection of taxes and other revenue including benefits and grants
• licensing and regulatory activities
• the provision of social services
• crime prevention and prosecution of offenders.
• corporate administration and all activities we are required to carry out as a data controller and public authority, including statutory returns
• undertaking research
• internal financial support and corporate functions
• managing archived records for historical and research reasons

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Our processing shall be lawful because at least one of the following will apply:

a)  the data subject has given consent to the Coucil for processing of their personal data for one or more specific purposes;

b) processing is necessary for compliance with a legal obligation to which the Council is subject; Children Act 1989 & 2004, Education Act 2002, Adoption and Children Act 2002, Keeping Children Safe in education 2015, & Working Together 2015.

c) processing is necessary in order to proctect the vital interests of the data subject or of another natural person;

d) 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 Council;

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Where necessary and lawful, or when required by legal obligation, we may share information with relevant professionals in other agencies in pursuance with our legal duties.

• customers
• family, associates or representatives of the person whose personal data we are processing
• students and pupils including their relatives, guardians, carers or representatives
• healthcare, social and welfare organisations and professionals
• professional advisers and consultants
• educators and examining bodies
• local and central government
• ombudsman and regulatory authorities
• regulatory bodies
• licensing authorities
• customs and excise
• the disclosure and barring service
• courts, prisons and tribunals
• police forces, non-home office police forces
• partner agencies, approved organisations and individuals working with the police,
• police complaints authority
• private investigators
• legal representatives, defence solicitors
• law enforcement and prosecuting authorities 
• international law enforcement agencies and bodies
• security companies
• debt collection and tracing agencies
• credit reference agencies
• financial organisations
• housing associations and landlords
• providers of goods and services
• current past and prospective employers
• press and the media
• survey and research organisations
• religious and political organisations
• trade unions
• voluntary and charitable organisations

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Wiltshire Council will process your personal data for the above purposes for no longer than necessary.  Full details may be found at: Retention Schedule Close

Your rights are set out in in Articles 13 to 22 of the General Data Protection Regulation 2016 and include:

  • The right to access your personal information, to request rectification or erasure of certain personal information and to object to processing in certain circumstances.
  • The right to withdraw any consent you may have given to process your personal information.
  • The right to complain to the Information Commissioner if you feel we are processing your personal information unlawfully.
  • The right to restrict processing activity in certain circumstances.
  • The right to object to certain types of processing activity
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The information you give us may be a statutory or contractual requirement, or you may not be obliged to provide this information - this will be explained.by your case officer at the time.
Failure to provide us with the information may result in an inaccurate picture of your needs and circumstances, and this could impact on our response.

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Wiltshire Council Families and Children’s Services does not use automated decision making in respect to your personal information. We will provide you with an explanation of the decision-making criteria and significance or likely consequences of such data processing.

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Wiltshire Council Families and Children’s Services considers the privacy of its users and appropriate data protection to be a very important issue. Wiltshire Council Families and Children’s Services complies with the data principles contained in the General Data Protection Regulation 2016.

This policy covers how Wiltshire Council Families and Children’s Services collects, receives, and processes personal information relating to service users and staff (including staff volunteers). This will include:

• additional and special educational needs information such as:

  • assessment information and plans to improve outcomes
  • educational information such as behavioural and exclusions, attendance information (such as sessions attended, number of absences and absence reasons)

• social care involvement, such as children in need or looked after by the local authority
• anti social behaviour, such as involvements with police, courts, probation and violence in the home
• aspects relating to employment

Personal information is information which is specific to service users and staff which enables them to be personally identified e.g. name, address, phone number, email address, gender, race, ethnicity, free school meal eligibility, sexuality, and disability status etc.

This Privacy Notice does not apply to the practices of companies and organisations that the Wiltshire Council Families and Children’s Services does not own or control; or to people that the Wiltshire Council Families and Children’s Services do not directly employ or manage.

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Wiltshire Council is registered as a Data Controller with the Information Commissioners Officer.  Full details of our registration can be found at: ICO Register of Data Controllers

The Data Controller can be contacted can be contacted:
By telephone on 0300 456 0100

Or in writing to:
Data Protection Officer
Corporate Services and Digital Directorate
Wiltshire Council
County Hall
Bythesea Road
Trowbridge
BA14 8JBN

or online at dataprotection@wiltshire.gov.uk 

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We use personal data to:
• Support children and monitor their progress
• maintaining our own accounts and records
• supporting and managing our employees
• promoting the services we provide
• carrying out health and public awareness campaigns
• provision of education
• carrying out surveys
• administering the assessment and collection of taxes and other revenue including benefits and grants
• licensing and regulatory activities
• the provision of social services
• crime prevention and prosecution of offenders.
• corporate administration and all activities we are required to carry out as a data controller and public authority, including statutory returns
• undertaking research
• internal financial support and corporate functions
• managing archived records for historical and research reasons

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We will share personal data where necessary and lawful, but we will not share personal data with third parties unless we are required to or permitted to by law.

We share personal information with:

• customers
• family, associates or representatives of the person whose personal data we are processing
• students and pupils including their relatives, guardians, carers or representatives
• healthcare, social and welfare organisations and professionals
• professional advisers and consultants
• educators and examining bodies
• local and central government
• data processors
• ombudsman and regulatory authorities
• regulatory bodies
• licensing authorities
• customs and excise
• the disclosure and barring service
• courts, prisons and tribunals
• police forces, non-home office police forces
• partner agencies, approved organisations and individuals working with the police,
• police complaints authority
• private investigators
• legal representatives, defence solicitors
• law enforcement and prosecuting authorities
• international law enforcement agencies and bodies
• security companies
• debt collection and tracing agencies
• credit reference agencies
• financial organisations
• housing associations and landlords
• providers of goods and services
• current past and prospective employers
• press and the media
• survey and research organisations
• religious and political organisations
• trade unions
• voluntary and charitable organisations

This is to help government and local service providers to provide support to children and families, evaluate effectiveness and improve services over time and to help improve the service your family and other families receive in the future.


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We do not and will not send marketing material or marketing information. We do not and will not rent, sell, or share personal information about staff and service users with other people or non-affiliated organisations and companies other than those listed above.

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Last updated: 5 July 2018 | Last reviewed: 5 July 2018