Child Protection Conferences privacy notice
What is the Purpose of this Document?
This privacy notice explains how we, Norfolk County Council, use your information to provide Child Protection Conferences.
By 'use' we mean what we do with your information, and how we store and share it.
By 'You' we mean the person who is attending the Conference and the Child or Young Person who the Conference is about.
Further details about us and your rights
We also 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 this information.
How we use your information
We will use your information to:
- Facilitate the Child Protection Conference
- Support decision making about the child's safety and wellbeing
We may record the Conference to help create accurate reports.
We also use your information to review the quality of our services and improve how we work.
We also use your information in other ways compatible with the above.
What information we collect and use about you
We will collect and use:
- Contact Details (Name, Email Address)
- Job Role/ Relationship to Child or Young Person (eg Parent, Social Worker, GP)
- Date of Birth (of Child or Young Person),
- Recording and Transcription of Conference
- Relevant information about the Child or Young Person. This varies for each individual but is likely to include;
- Family History,
- Health,
- Education Records, and
- Other submitted evidence.
We collect and use "special category" information about the Child or Young Person and/or the Parent/Carer, where applicable:
- Physical and Mental Health (including care provision),
- Race or Ethnicity,
- Religious or Philosophical Beliefs,
- Sexual Orientation.
By law we can only collect 'special category' information when it is relevant and for the purposes described above.
We also collect information concerning criminal convictions and offences. This would also include the fact that you have no convictions and offences.
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:
- Schools
- Health Services
- Housing Services
- Voluntary Agencies
- Commissioned Providers
- Other Local Authorities
- Family Members
- Probation Service,
- Constabulary (Police)
Who we are your information with
We share your information with:
- Information captured during the conference may be shared with our statutory safeguarding partners comprising of the Local Authority, Integrated Care Board and Police. Information will be shared with the family as appropriate, and will be shared with other agencies attending or invited to the conference.
All information is shared on a need-to-know basis. We do not share more than we need to.
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.
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:
- Children Act 1989, particularly section 47
- Working Together to Safeguard Children 2023
- Working Together to Safeguard Children 2026
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 have to provide the required information to support the Child Protection Conference. However, if you do not, this may mean we do not receive or consider your views and opinions to inform conference.
How long we keep your information
When the information is no longer needed for the above reasons it will be securely deleted, or shredded.
Recordings of Conferences are kept for 30 days from creation. They are securely deleted at this point. This allows us (a human) time to review the generated transcript and ensure it is accurate.
If we need to use your information for research or reports, it will be anonymised, or pseudonimised, and any notes (handwritten or typed) from research sessions will be securely destroyed. 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 on our computers. Physical notes (used for scaling) are destroyed at the end of the Conference.
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 May 2026.
