Privacy Notice - Service for Children with a Hearing Impairment

This Privacy Notice sets out what you need to know about how the City of Doncaster Council (the Council) will use your information for the Service for Children with a Hearing Impairment. 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.

If you were after the service information please visit Services for children with a hearing impairment

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, email address, school/setting information
  • special category personal information – such as: your ethnicity, information about your hearing loss

How do we collect information about you?

We collect your information from you directly e.g. by asking you to complete one of our Referral forms.

How will your information be used?

Your information might be used to:
  • Provide your child with the appropriate intervention
  • Measure whether our Service is improving provision for children with a hearing impairment
  • Help us develop and improve our Service
  • Complete data requests from agencies linked to Deaf Education, eg, NDCS, CRIDE, NatSIP
Local Authorities are required to pass on some information (but not the names of individual children) to the Department for Education (DfE) who use it to help with their policy development, Local Authority performance management and funding, and to assist with the development of good practice. Health Partners are also provided with information to assist them with understanding the health needs of children living in Doncaster and this is used for the planning, commissioning and development of health services.

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

UK Legislation

Provide advice for the purpose of a statutory Education, Health and Care Plan.

(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

 

Because to do so is necessary for the performance of a task carried out in the public interest, or in the exercise of the Local Authorities legal obligations, Regulation 6, Special Educational Needs and Disability Regulations 2014

Provide advice when applying for additional resources to meet the needs of a deaf child/young person.

(1)(a) Because to do so explicit consent is provided to administer and deliver the service

 

 

Provide information to Health Partners to assist them with understanding the health needs of children living in Doncaster and this is used for the planning, commissioning and development of health services

(2)(h) processing is necessary for the purposes of preventive or occupational medicine, for

the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services

Part 1 of schedule 1

 

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 information we need to. For Special Educational Needs and Disabilities matters we may need to share your information with:
  • internal departments
  • other local authorities (education, social care and relevant housing and employment and other services)
  • the governing bodies of schools, including non-maintained special schools
  • the governing bodies of further education colleges and sixth form colleges
  • the proprietors of academies (including free schools, university technical colleges and studio schools)
  • the management committees of pupil referral units
  • independent schools and independent specialist providers approved under Section 41 of the Children and Families Act 2014
  • all early years providers in the maintained, private, voluntary and independent sectors that are funded by the local authority
  • the National Health Service Commissioning Board
  • clinical commissioning groups (CCGs)
  • NHS Trusts
  • NHS Foundation Trusts
  • Local Health Boards
  • Youth Offending Teams and relevant youth custodial establishments
  • The First-tier Tribunal (Special Educational Needs and Disability) (see v.)
  • Other third-party organisations, as allowed by law
  • Other partner agencies that provide services on our behalf
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.


Activity

Time information kept for

Undertake a statutory Education, Health and Care needs assessment.

Date of Birth + 35 years        

Consider request for additional resources to meet a child’s/young person’s special educational needs without a statutory EHC needs assessment.

3 years

Provide information to Health Partners to assist them with understanding the health needs of children living in Doncaster and this is used for the planning, commissioning and development of health services

Date of Birth + 35 years

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 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.

 

 

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Last updated: 11 May 2023 14:54:48

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