Privacy Notice - TIE Applications

The Council is committed to meeting its data protection obligations and handling your information securely. You should make sure you read and understand this notice before submitting your or your child’s information to us. This Privacy Notice sets out what you need to know about how Doncaster Council will use your information in relation to TIE applications.

 

Doncaster Council is obliged by law to keep a register of disabled children and young people living in the area.  Although we must keep this register it is entirely up to you whether you decide to register with us.  If you choose to register with us we will use your details to create mailing lists to inform and consult with children and their parents or carers about new and existing services, gaps in services, holiday schemes, short breaks and the Local Offer.  We will also use your information anonymously to help us to plan, monitor and develop appropriate facilities and services for disabled children and their families.

 What information do we collect about you?

For the processing to which this notice relates we collect and use the following information:

  • Personal information - such as your name, address, telephone number
  • Special category personal information - such as your ethnicity, information about your physical health, special educational needs and disabilities

 How do we collect information about you?

We collect your information from you directly by asking you to complete an application form to join the TIE register or obtain a TIE card, this may be an on-line or paper form.

 How will your information be used?

We collect personal information relating to children, young people and their parents and carers.  This is to:

  • Meet our statutory responsibilities to maintain a register of children with disabilities.
  • Provide you or your child with appropriate services and information about council services, the Local Offer and short break activities.
  • Measure whether our services are improving provision for children with special educational needs.
  • Help us to develop and improve our services.

 The Legal Basis for using your information

Information required by law

The Council is required to collect local data on disabled children (including those with impaired hearing and vision) under Schedule 2 of the Children Act 1989.

Section 10 of the Children Act 2004 provides the legal basis for partnership working across Local Authorities, Health Authorities and other relevant parties, for example, parent forums.  These may be used for the planning and delivery of short breaks and other services.

Personal Data Activity

Legal basis - GDPR

Article 6

S8 DPA UK Legislation
Maintaining a register of children and young people with disabilities (1)(c) to do so is necessary because of a legal obligation that applies to the Council N/A

The Council is required to collect local data on disabled children (including those with impaired hearing and vision) under Schedule 2 of the Children Act 1989.

Section 10 of the Children Act 2004 provides the legal basis for partnerships working across local authorities, health authorities and other relevant parties; for example, parent forums. These may be used for the planning and delivery of short breaks and other services.


Special Category Data Activity

Legal basis - GDPR

Article 9

DPA 2018 condition Other considerations
Processing special category information such as ethnicity, information about your physical health, special educational needs and disabilities (2)(h) processing is necessary for the purposes of preventative or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatmentor the management of health or social care systems and services. Part 1 of schedule 1

The Council is required to collect local data on disabled children (including those with impaired hearing and vision) under Schedule 2 of the Children Act 1989.

Section 10 of the Children Act 2004 provides the legal basis for partnerships working across local authorities, health authorities and other relevant parties; for example, parent forums. These may be used for the planning and delivery of short breaks and other services.

 Who will your information be shared with?

We sometimes need to share your information within the Council or with other organisations.  We will only share your information when necessary and when the law allows us to, and we will only share the minimum amount of information we need to.

For the purpose of planning, monitoring and developing appropriate facilities and services for disabled children and their families, we may need to share your information with:

  • Other Doncaster Council services including
    • The Special Educational Needs Team
    • Short Breaks Team
    • Children's Commissioning Team
  • Health colleagues
In certain cases we may also share your information with other individuals and organisations.  For example, if you make a complaint to your Councillor, or if the sharing would help with a safeguarding issue, or help prevent a crime.  Sometimes, we might share your information without your knowledge.

The Council will never sell your information to anyone else.

How long will we keep your information?

We will keep your information for different periods of time, depending on what we are using it for. We only keep your information for as long as we need to, after which we will either securely delete the information.

For the purpose of a TIE application we will keep your information for a period of 25 years from your child's date of birth, however, you can contact the Council's Data Protection Officer, see below, if you no longer want your or your child's information to be held.

Your rights 

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

  • to be informed of our use of information about you.
  • of 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 onthe basis of automated decision making.
  • to object to direct marketing.
  • to complain about anything the Council does with your information (please see the 'Complaints' section below).
Some of the rights listed above apply only in certain situations, and some have a limited effect.  Your rights are explained further in the Individuals' Rights Procedure on our website, as is how to make a request under one or more of them.

You can request information about yourself by making a subject access request on this page of the Council's website.

 Changes to this privacy notice

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

 Data Protection Officer (DPO)

The Council is required by law to have a DPO.  The DPO has a number of duties, including:

  • monitor the Council's compliance with data protection law;
  • providing expert advice and guidance on data protection;
  • acting as the point of contact for data subjects; and 
  • co-operating and consulting with the Information Commissioner's Office (see 'Complaints' below).
The Council's Data Protection Officer can be contacted by email at information.governance@doncaster.gov.uk 

 Complaints

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

      

 

TIE Activity Discount Card for children with SEND

 

Last updated: 05 April 2019 13:20:37