Privacy Notice for Parent Carer Needs Assessments

What is the purpose of this document?

This privacy notice explains how we, Norfolk County Council, use your information to provide Parent Carer Needs Assessments and support.

By 'use' we mean what we do with your information, and how we store and share it.

Further details about us and your Rights

We provide the following details in our general privacy notice on our website:

Who we are (and contact details)
Your rights under the UK GDPR (including complaints)

You can also ask us for a copy of these details.

How we use your information

We will use your information to:

Complete the Parent Carer Needs Assessment with you,
Arrange any appropriate support for your needs, as identified in the Assessment.

We may use your information to review the quality of our services and improve how we work.

Non-identifiable data, such as demographic data, will be used to assess the reach and profile of the service to ensure representation and track trends.

We may also use your information in other ways compatible with the above. It could also be referenced as part of other work we do with your family.

What information we collect and use about you

We will collect and use the following information about you:

Name and Contact Details
Date of Birth
Gender
Preferred Language
GP Surgery
Living Arrangements.

We also collect and use "special category" information about your:

Ethnicity
Health and disabilities, if relevant

Some information about your child/ren, and potentially other adults in the household, may also be collected indirectly. For example, if your child's health information is relevant to assessing your needs as a parent carer. The information collected and recorded will be limited to what is necessary for the purposes of completing the PCNA.

By law we can only collect 'special category' information when it is relevant and for the purposes described above.

The UK GDPR makes sure we keep your special category and criminal conviction information safe and secure. More details are on our website in the document named 'Special category data and criminal offences data policy'. This explains how we follow these legal duties.

Where we get your information from

We receive most of this information from you, but we also receive it from:

The Partner Organisation who completes Parent Carer Needs Assessments on our behalf: Kids (Registered charity number: 275936)

Who we share your information with

We only share information on a need-to-know basis. We do not share more than we need to.

We will share information with the Partner Organisation who completes Parent Carer Needs Assessments and provides associated support on our behalf: Kids (Registered charity number: 275936). This will include relevant information which we already hold about you within our systems, such as a previous Parent Carer Needs Assessment.

We also share your information with companies that help us do our job. They also have to keep your information safe and only use it to help us. For example, this includes IT providers such as Microsoft.

We do not process your information outside of the UK and European Economic Area.

Our lawful basis for using your information

We have legal reasons under the UK GDPR to use your information because it is necessary:

For the performance of a task carried out in the public interest and the task or function has a clear basis in law. These statutory powers and duties are The Children and Families Act 2014 section 97.

We have legal reasons to use (including share) your special category information and criminal convictions information because it is necessary:

For reasons in the substantial public interest and in the exercise of a statutory function (The statutory functions are the same as the statutory powers and duties referred to above)

You do not need to give us your information. But if you do not give us the information we may not be able to provide the most suitable Parent Carer Needs Assessment.

How long we keep your information

When the information is no longer needed for the above reasons, it will be securely deleted.

If we need to use your information for research or reports, it will be anonymised, or pseudonimised. The information will continue to be used in a summarised and anonymised or pseudonymised form in any published research reports or papers. If the published research is of historic interest it may be held in public archives indefinitely.

How we keep your information

The information is stored electronically, within a secure system accessed via our computers and our partner organisation's computers.

Automated decision making

We do not make automated decisions (including profiling) about you.

Changes to this notice

We update this privacy notice from time to time, so please review it often. The date below is updated every time this privacy notice is updated.

This privacy notice was created in April 2025.