Family Hubs - Privacy Notice
This Privacy Notice sets out what you need to know about how the City of Doncaster Council (the Council) will use your information in Family Hubs. 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 information to us.
What information about you do we collect?
- personal information (such as: your name, address, telephone number)
- sensitive personal information (such as: your ethnicity, pregnancy status, smoking status, disability and similar information about your children)
- if you are a Young Carer
- Details of experience, skills and preferences used to assess suitability for a role (recorded on application form or gained through interview o Monitoring information including ethnicity, disability etc.
- Information relating to CRB checks
- References
- Supervision notes
How do we collect information about you?
We collect information to support you during your pregnancy and support your children and to take up their 2, 3 and 4 early year’s entitlement.
We collect Young Carers information so we can keep a Young Carers’ register to understand how many Young Carers there are in Doncaster.
For some children and families, our early year’s workers track and monitor a child and their development whilst attending Family Hub services, in line with Early Years Foundation Stage.
For some adults who progress into some form of adult learning, we track your progression and success in order to evidence the impact of Family Hubs services.
If you or your child has an accident in a Family Hub, we have a duty to record and report the accidents.
How will your information be used?
- Provide support services to you and your family during your pregnancy and your child's development, up to the age of 4.
- Evidence your attendance at Family Hub services, and allow you to engage in activities and make reservations (i.e. trips).
- Evidence footfall in Family Hubs and allow us to provide and plan for the most suitable services to your family and other families.
- Evidence footfall in Family Hubs in order to sustain funding to deliver services to families.
- Evidence your child’s development stages at the start of attending Family Hubs sessions and how they have progressed over time.
- Cross-match to other databases held by the Council such as Public Health, schools attainment data, Stronger Families, Early Help and Early Years provider information enabling intelligence to be generated to inform strategic decisions.
- Contact you via home visits or telephone calls to make you aware that you are eligible for 2, 3 and 4 early year’s entitlement and support you to take up offer.
- Contact you via home visits and telephone calls in order to offer you support during your pregnancy.
Your data may be shared with third parties who are authorised to carry out this work on behalf of the Local Authority.
We may have to report accidents/incidents internally and/or externally in line with legislation.
The Legal Basis for using your information
Personal Data Activity | Legal basis - GDPR Article 6 | S8 DPA (delete as appropriate) | UK Legislation |
| Children and families need to be members of Family Hubs so we can evidence engagement in services and develop services based on local need.
| (1)(e) to do so is necessary for the performance of a task carried out in the public interest, or in the exercise of official authority |
| Childcare Act 2006 Section 1
Section 1: Duty on local authorities to improve the well-being of young children in their area and reduce inequalities between them.
Statutory guidance Sure Start children's centres: guidance for local authorities
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| Local authorities must meet their duties to identify, assess and support young carers, young adult carers and their families
| (1)(c) to do so is necessary because of a legal obligation that applies to the Council |
| The Children and Families Act 2014
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| Tracking of individual children’s development. | (1)(c) to do so is necessary because of a legal obligation that applies to the Council |
| Early years foundation stage statutory framework (EYFS). |
| Any involvement in any research projects or evaluations. | 1(e) necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller (Data Protection Act 2018 Clause 7). | Part 1 of schedule 1
| s.35 Digital Economy Act 2017 |
| Collection of information if you or your child has an accident and report this to relevant bodies to ensure public safety.
| (1)(c) to do so is necessary because of a legal obligation that applies to the Council |
| Health and Safety Executive (HSE) under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013
|
| Special Category Data Activity | Legal basis - GDPR Article 9 | DPA 2018 condition | Other considerations |
| We may ask you to provide further information about yourself in order to offer you support for you or your child under the remit of supporting child development, providing early help or the identification and support for stronger families; and any volunteering opportunities. Such as race and ethnic origin, religious or philosophical beliefs, health data | (2)(a) the data subject has given explicit consent to the processing |
| The Children’s Act 2004.
Part 1 of schedule 1(1) Employment, social security and social protection.
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| In order to safeguard child and vulnerable adults we may record if you have a status of need and involved in statutory services. | (2)(b) processing is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment and social security and social protection law. | The Children’s Act 2004
s.35 Digital Economy Act 2017
Part 1 of schedule 1(1) Employment, social security and social protection. | |
| Using data collected to help understand if services are making a difference to you and your family | (2)(i) Processing is necessary for reasons of public interest in the area of public health | Health and Social Care Act 2012; Section 12 Duty to Improve Public Health The Local Authorities (Public Health Functions and Entry to Premises by Local Healthwatch Representatives) and Local Authority (Public Health, Health and Wellbeing Boards and Health Scrutiny) (Amendment) Regulations 2015 |
Where the legal basis is consent of the data subject
The Council collects and uses information about you on the basis that you have given us your consent to do so. You may withdraw your consent and ask us not to use information about you for Family Hub services by either a letter addressed to the Family Hub Locality Manager or an email to FamilyHubsManagementTeam@doncaster.gov.uk
Who will your information be shared with?
- Sharing with third parties who are carrying out local authority function of determining eligibility for free of charge early years entitlement.
- Partners delivering joint services within the Council, Doncaster & Bassetlaw Hospitals NHS Trust (DBHT) and Rotherham, Doncaster & South Humber NHS Trust (RDaSH)
- Your Councillor (for example, if you have made a complaint to them about the Council);
- Early Help partners (only if further explicit written consent is granted)
- Child Protection Conferences and Child in Need meetings. Should you have involvement with social care services, we may be requested to let them know about your attendance at sessions. You will be fully informed of this.
- If you volunteer for Family Hubs, your information may be shared in order to provide a reference for a job or with your job coach to evidence your volunteering hours.
How long will we keep your information?
| Activity | Time information kept for |
| Membership form – paper version | 3 months from date signed- Secure disposal |
| Membership form – red book | 3 months from date signed – Secure disposal |
| Membership form – online email | 3 months from date signed – secure disposal |
| E-start database containing information about children and parents in contact with Family Hubs | Information is archived and made inactive; records not deleted from system – secure disposal |
| Signing in sheets | Current year paper – secure disposal. |
| Children’s learning journeys | Electronic files – archived at the age of 6. Paper file – given to parent/education provider when attending full time nursery provision – secure disposal |
| Children’s electronic tracking system | Electronic files – archived at the age of 6. |
| Eligibility for early education funding | Electronic files – archived at the age of 6.
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| Volunteer Database | Electronic Files - 6 years after volunteering ends. |
| Adult learning and progression tracker. | Electronic files – archived 2 years after last attendance. |
| Accident report - children | Date of birth + 22 years where the injured person is a minor at the time of the accident. |
| Accident reporting - Adults | Date of the accident + 4 years where the injured person is an adult at the time of the accident. |
Your rights
- 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 on the basis of automated decision making;
- to object to direct marketing; and,
- to complain about anything the Council does with your information (please see the ‘Complaints’ section below).
Changes to this privacy notice
Data Protection Officer (DPO)
- monitoring 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).
Complaints
Website: www.ico.org.uk
Telephone: 0303 123 1113
Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Downloads & Resources
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