Early help privacy notice

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

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 do 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, please 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

How we store your personal information

We recognise that the information you provide may be sensitive and we keep information about you confidential. This means we store it securely and control who has access to it.

We will not store any information where we are not legally required to do so.

We will make sure:

• that personal data in our care is safe
• that where your information is disclosed to a third party, the third party has sufficient systems and procedures in place to prevent the loss or damage of personal data
• we store your information securely on databases and files within the council

Data will not be kept for longer than is necessary and is kept in line with the council’s retention and disposal schedule. We will dispose your information by securely destroying any data we hold.

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.

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.

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

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