Privacy notices - Early help privacy notice

The type of personal information we collect

When we have contact with you either in person, by phone, email or any other form of communication, we may need to collect and store the personal information about you or your family provided. This is so we can offer the appropriate service.

The types of information we require from you will include, at a minimum, the following personal information, such as:

• name
• address
• date of birth
• National Insurance number
• unique pupil number
• contact information
• telephone number
• email address

As well as personal information, where applicable, we may collect and share additional information known as ‘Special Categories of Personal Data’ including:

• child and family assessment
• professionals’ referral
• mental capacity assessments
• educational assessment information (including admissions and special educational needs)
• school attendance information (such as sessions attended, number of absences and absence reasons)
• school assessment information
• free school meal eligibility
• race
• gender
• ethnic origin
• religion
• sexual orientation

How we get the personal information and why we have it

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

• directly from you
• referrals to the service for support, for example from:
  • schools
  • other local authority services
  • police
  • other commissioned services
  • general practitioners and other health professionals (including hospitals and mental health trusts)

We use the information that you have given us to:

• deal with requests for support
• assist with access to services or activities
• assist with registering at a family hub
• allow us to communicate and provide services appropriate to your needs
• gather information which informs planning and service delivery decisions
• where we are legally obliged to undertake data prevention or detection of fraud and crime
• process financial transactions or where the council is acting on behalf of other government bodies such as:
  • the Department for Work and Pensions
  • the Department of Education
  • the Department of Health and Social Care
  • the Department of Levelling Up, Housing and Communities
• safeguard and protect people from harm or injury
• conduct research or statistical analysis that allows us to target and plan the provision of services for adults, young people and those participating in the Supporting Families Programme
• identify residents and users for notifying them of proposed or planned changes to services that may affect them
• assist the council in responding to emergencies or major accidents - this allows the council, in conjunction with the emergency services, to identify citizens who may need additional support
• issue licenses, for example, child entertainment

The council is required to identify families who are eligible for the National Supporting Families Programme. Our Privacy Notice about the Supporting Families Programme explains how we process personal information for those families who are eligible for the programme.

How the law allows us to use your personal information

Under the Data Protection Act 2018 UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

Lawful basis for processing

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

• (a) you have given consent
• (b) process is necessary for the performance of a contract
• (c) processing is necessary for compliance with a legal obligation to which we are subject

Your consent

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 choose to withdraw your consent, we are unlikely to be able to provide services to you.

If you want to remove your consent, email early.help@bracknell-forest.gov.uk and we will deal with your request.

We have a contractual obligation

The early help service has a lawful basis to process your personal data to comply with our obligations under the contract we have with yourselves.

This includes information provided to us from external agencies and only necessary data will be used or shared as set out in this policy.

Special category data

Special category data is being processed under Article 9 UK GDPR:

• (a) you have given explicit consent
• (e) processing relates to personal data which are manifestly made public by the data subject

You can read the guide to lawful basis for processing special category data on the Information Commissioner's Office website

Who we share your information with

We may share this information with:

• General Practitioners and other health professionals (including hospitals and mental health trusts)
• other commissioned services
• internal departments within the council
• government departments including:
  • the Department for Work and Pensions
  • the Department of Education
  • the Department of Health and Social Care
  • the Ministry for Housing, Communities and Local Government
• police
• fire services
• probation services
• other local authorities (children and adults social care and education departments)
• schools
• youth support services

We will only share your information with internal departments and other service providers, contractors or partner bodies where it is necessary:

• to comply with a legal obligation
• to provide you with a service you have requested
• where permitted under the Data Protection Act 2018
• where there is a risk of serious harm or threat to life of detection of crime
• where it is necessary to allow a third party working with for on behalf of the council

Service adjustments

If you need service adjustments, email early.help@bracknell-forest.gov.uk.