Short Breaks Privacy Notice

For the processing to which this notice relates to be carried out we use the following information:
Personal Information

• Name
• Address (home and email)
• Date of birth
• Gender
• Family details
• Emergency telephone numbers
• Education information

Special Category Personal Information

• Religious beliefs
• Ethnicity
• Health information including disability and diagnosis
• Social care needs

The information listed above will be collected via an Early Help or Children and Families Assessment ahead of a Short Breaks Needs Based Assessment.

We collect information from you directly. This can be in person, online and via telephone reviews. Information is also collected from Early Help Assessments, Children and Families Assessments and Education, Health and Care Plans shared with the Short Breaks Service.

Your information will be used to assess unmet needs for short break services. The decisions are made based upon information shared by yourself and other professionals working with your child and family. The above information will be presented to members of panel for a decision. The panel includes internal and external representatives from Health, Social Care, Commissioning, Finance, Pupil Transport and Education.
The information is crucial in allowing us to source suitable short breaks provision for each child. In order to implement the agreed support we will share the young person’s information with approved providers on our Short Breaks Framework. Information will be treated with the strictest confidence and only accessible to those who need to access it for the purpose of providing short breaks support.

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	UK Legislation
Local Authorities must meet their duties to identify, assess and support children who are eligible for Short Breaks Services	(1)(e) 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 controller.	Children Act 1989 The Breaks for Carers of Disabled Children Regulations 2011  Chronically Sick and Disabled Persons Act 1970 (‘CSDPA 1970’)  Children Act 2004  Children and Families Act 2014  Equality Act 2010  NHS Act 2006 (as amended by the Health and Social Care Act 2012)

Special Category Data Activity	Legal basis - GDPR Article 9	DPA 2018 condition	Other considerations
Local Authorities must meet their duties to identify, assess and support children who are eligible for Short Breaks Services.  The following information is required in order to ensure the correct level of support is provided: Religious beliefs Ethnicity Health information including disability and diagnosis Social care needs	(2)(g) processing is necessary for reasons of substantial public interest.	Part 2 of schedule 1	Children Act 1989  The Breaks for Carers of Disabled Children Regulations 2011  Chronically Sick and Disabled Persons Act 1970 (‘CSDPA 1970’)  Children Act 2004  Children and Families Act 2014  Equality Act 2010  NHS Act 2006 (as amended by the Health and Social Care Act 2012)

You are required to provide us with your information to receive this service. The consequences of not providing the information requested are that the service may be suspended as Short Break Regulation requires regular participation in reviewing and updating information.

We sometimes need to share your information within the Council or with other organisations. We will only share your information when absolutely necessary and we will only share the minimum information we need to. For short breaks matters we may need to share your information with:

• Other City of Doncaster Council colleagues such as Early Help Practitioners or Social Workers
• Education and health colleagues working with your child
• Your child’s care provider
• When children and young people transfer out of the Doncaster local authority area we will share information with the relevant receiving local authority to ensure they are able to offer you a short breaks service should you need it.

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.

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

Short Break Services

We will keep the child’s data for as long as they are in receipt of short breaks support. Once support ceases, we will retain any personal information for 6 years.

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.

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

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 

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