Foster carers privacy notice

Updated: March 2024

Our contact details

Name: Data Protection Officer

Address: Time Square, Market Street, Bracknell, RG12 1JD

Phone number: 01344 352000

Email: dpo@bracknell-forest.gov.uk

Bracknell Forest Council is registered as a controller with the Information Commissioner’s Office (ICO).

You can find us on the ICO website - our registration number is Z4971654.

The type of personal information we collect

We currently collect and process the following information:

  • name
  • date of birth
  • address
  • phone numbers
  • GP name and address
  • NHS numbers
  • bank details

We also collect the following special category information:

  • health information
  • political views 
  • race and ethnic origin
  • religion 
  • childhood experiences
  • current relationships
  • information on foster carers own children
  • employment details
  • confidential references (friends, family, ex-partners, children’s schools)

Criminal offence data will be processed under the 28 conditions of Schedule 1 of the Data Protection Act 2018 which are available for the processing of criminal offence data. These are set out in paragraphs 1 to 37. You will be told where this is used.

How we get the personal information and why we have it

Most of the personal information we process is provided to us for one or more of the following reasons:

  • to process your application to become a Foster Carer or Special Guardian
  • to communicate with you about your application, or to communicate with you when you become a Foster Carer or Special Guardian
  • to review performance and personal circumstances in relation to your role as a Foster Carer or Special Guardian
  • your bank details are used to pay an allowance to you

We receive information directly, or indirectly, from the following sources:

  • from you - this may be in written reports sent by secure email or by post, verbally over the phone or in person
  • GP and medical advisers
  • police
  • schools
  • friends and family
  • your employer

How the law allows us to use your personal information

Lawful basis for processing

Under the UK General Data Protection Regulation (UK GDPR), the lawful basis we rely on for processing the information is Article 6 UK GDPR:

(a) Your consent
(c) We have a legal obligation
(e) We need it to perform a public task

Special category data 

Under the UK GDPR, the lawful basis we rely on for processing the information is Article 9 UK GDPR:

(b) Employment and social security and social protection law
(g) Processing is necessary for reasons of substantial public interest
(h) Processing is necessary for provision of health or social care treatment

Where we use consent to process your personal data, we will explain to you what we are asking you to agree to and why.

If we have consent to use your personal data, you have the right to remove it at any time.

If you want to remove your consent, please contact familyplacement.duty@bracknell-forest.gov.uk and we will deal with your request.

If you remove your consent we are unlikely to be able to provide continued services to you. 

Our legal obligation and requirement to carry out public tasks as a local authority are found in:

  • Care Standards Act 2000
  • Care Planning, Placement and Case Review Regulations 2010
  • Children Act 2004
  • Fostering Services Regulations 2011
  • The National Minimum Standards 2011

Who we share your information with

Information held by the council may be shared with the following, for the reasons below:

  • foster panel members - they need this information in order to make informed decisions about recommending and approving foster carers and special guardians
  • Children’s Social Care teams - they need this information to communicate with foster carers and special guardians

How we store your personal information

Your information is securely stored on MOSAIC and SMART, our case and document management systems. 

We keep information in one-off enquiries for 10 years, and information about approved foster carers and special guardians for 100 years.

We will then dispose your information by destroying or deleting it.

Retention periods are laid out in the council’s retention and disposal schedule.

Your data protection rights

Under data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your information.

Your right of access

You have the right to ask us for copies of your personal information. This right always applies. There are some exemptions, which means you may not always receive all the information we process.

Find out more about your right of access from the ICO.

Your right to get your data corrected

You have the right to ask us to correct information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies.

Find out more about your right to get your data corrected from the ICO.

Your right to get your data deleted

You have the right to ask us to delete your personal information in certain circumstances.

Find out more about your right to get your data deleted from the ICO.

Your right to limit how organisations use your data

You have the right to ask us to limit the processing of your information in certain circumstances.

Find out more about your right to limit how organisations use your data from the ICO.

Your right to object to the use of your data

You have the right to object to processing if we are able to process your information because the process forms part of our public tasks.

Find out more about your right to object to the use of your data from the ICO.

Your right to data portability

This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another, or give it to you.

The right only applies if we are processing information based on your consent or for the performance of a contract, and the processing is automated.

Find out more about your right to data portability from the ICO.

Making a request

You are not required to pay any charge for exercising your rights. If you make a request, we have 28 days to respond to you.

To make a request, contact us by emailing: familyplacement.duty@bracknell-forest.gov.uk

Service adjustments

As a public authority and a provider of services to the public, we have a legal duty to comply with the Equality Act 2010.

This means we need to make service adjustments for anyone with a disability who contacts us in any capacity, to eliminate any barriers to accessing our services.

Our lawful basis for processing this information is article 6(1)(c) of the UK GDPR as we have a legal obligation to provide this. Our processing of special category data, such as health information you give us, will be based on article 9(2)(a), which means we need your consent.

We will create a record of your adjustment requirements. These will give your name, contact details and type of adjustment required, along with a brief description of why it is required. Relevant staff can access this to make sure they are communicating with you in the required way.

Please contact familyplacement.duty@bracknell-forest.gov.uk should you require service adjustments.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at dpo@bracknell-forest.gov.uk

You can also complain to the ICO if you are unhappy with how we have used your data by:

  • visiting the ICO website
  • phoning the ICO helpline on 0303 123 1113
  • writing to:
    • Information Commissioner’s Office
      Wycliffe House
      Water Lane
      Wilmslow
      Cheshire
      SK9 5AF