Privacy Notice - TIE Applications

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
• A photograph of the TIE card owner

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.

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.

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.

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 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.

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 the information you provide to populate our local register of disabled children and young people until their 20th birthday, followed by a further 7 years.

Photographs or scanned copies of photographs will be kept for the duration that the associated TIE card is valid. A new photograph will be requested at the point of renewal. Expiry of the TIE card does not mean that your details are removed from the TIE register, only that the associated activity discount card has expired.

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.

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:

• 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 

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