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?

For the processing to which this notice relates to be carried out we use the following information:
  • 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
If you are volunteering, we may need to collect additional information, such as:
  • 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
The data is used in a secure database by staff holding enhanced DBS check and relevant responsibility.

How do we collect information about you?

We collect your information directly from you via our membership form. This is completed by you when accessing our support service, registering your baby or by the health visitor at the new birth visit (red book membership form) or when attending the Family Hub . If you are already a member we may contact you to update further information.

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?

Your information may be used to:
  • 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.
Your information may also be used to:
  • 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

The table below sets out the legal basis for each of the activities that this Privacy Notice covers:

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






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


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. 


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 

Who will your information be shared with?

We might share information with other teams within the Council or with other organisations for a variety of reasons, such as to provide services to you, for safeguarding and the prevention and detection of crime. The Council will never sell your information to anyone else, but we may share some of it with other individuals and organisations, including:
  • 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.
We will only share your information when necessary and when the law allows us to, and we will only share the minimum information we need to. Sometimes, we may share your information without your knowledge; for example, to prevent or detect crime or benefit fraud.

How long will we keep your information?

We will keep your information for only so long as is necessary – the table below sets out typical timescales for each 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.


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

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 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).
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:
  • 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).
The Council’s Data Protection Officer can be contacted via email at: 


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:


Telephone: 0303 123 1113

Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF


Last updated: 05 February 2024 15:09:39

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