Children's Services (Social Care) privacy notice

This page provides further information on how Norfolk County Council’s Children’s Services department uses your personal information. By ‘use’ we mean the various ways it may be processed, including storing and sharing the information.

Further details

We also provide further details in the County Council’s general privacy notice on the County Council’s website regarding:

  • Who we are
  • How long we use your information for
  • Your rights under the General Data Protection Regulation (GDPR) and 
  • How to exercise them 

Alternatively, you can ask us for a copy of this information.

What we use the personal data for

We use your personal information primarily to provide advice and guidance, assessments, services, support and safeguarding for children and their families to better meet the needs of the children and families and to provide the help that they require as early as possible.
 
This includes the provision of:

  • Services to and monitoring of vulnerable children and young people, including services to children in need, safeguarding, looked after children, children leaving care, children with disabilities, fostering and adoption services 
  • Enhanced and preventative services, that is, early intervention services like the Early Help Service 
  • Specialist services for children and families who may be vulnerable or have higher levels of need such as special education needs or who are at risk of youth offending 
  • The Troubled Families Programme - the Government's national initiative to turn around the lives of families with multiple needs 
  • Services to facilitate in the provision of services to families, for example, transport 

We also use this information to assess the quality of our services and evaluate and improve our policies and procedures.

We may also use information in other ways compatible with the above. Primarily this will include supporting the work of other public bodies providing services to children. We provide more details of the services on our website, under children and families.

You do not have to provide information to us for some of these services, but, if you do not provide information, we may not be able to or it may inhibit our ability to provide services to you or your child.

Who provides this information

The information we hold includes information you have provided to us.

We also receive information from other public bodies and organisations providing services to you or your children. The categories of data we may receive from other public bodies and organisations are described further below.

What information we collect and use

The information we collect and use includes you and your child’s:

  • Name, address and contact details
  • Date of birth
  • Gender
  • NHS number and other identifiers
  • Personal history 
  • Educational and employment history
  • Family history and social relationships generally
  • Dealings with the County Council including being a child in need, a looked after child – including fostering and residential care, adopted and leaving care 
  • Financial details if necessary

We may also collect data about racial or ethnic origin, religious or philosophical beliefs, sexual orientation, health data including any disabilities and medical conditions. This data is classed as “special category data” under the GDPR. We may only collect and use these types of data when it is relevant and such data will be collected as part of the case work records and information we hold as part of the referral/assessment/case work records and information we hold.

We also collect information concerning criminal convictions.

How the law protects you and the legal basis for processing your information

For ordinary personal data, (that is, all your information which is not classed as special category data or criminal convictions information), we have legal grounds to process this information because it is necessary comply with a legal duty or fulfil a public task. This includes the:

  • Children Act 1989
  • Children (Leaving Care) Act 2000
  • Adoption & Children Act 2002 and associated regulations
  • Childcare Act 2006
  • Children and Families Act 2014 and 
  • Children and Social Work Act 2017
  • Transport Act 1985

We have legal grounds to process the special category and criminal convictions information where it is necessary for reasons in the substantial public interest. This will include where it is necessary to carry out any of our statutory functions.

The GDPR includes safeguards to protect the use of your special category data. Further details can be found in our Special category data and criminal offences data policy document setting out our procedures for compliance with the principles of the GDPR and the retention and erasure of this information. This is on our website.

Information concerning any criminal convictions is afforded a similar special level of protection, and we may collect and use this information where it is relevant, subject to the same safeguards.

Additionally, and where appropriate, we may seek specific consent to use your information in certain ways. This will normally be where the use of the data is not necessary for the above purposes but may be very useful or helpful to us to provide services. For example, all marketing and feedback where personal information is obtained alongside, and directed at, individuals, and where personal information, such as photographs/videos, are used for publicity purposes.

Who we disclose your information to

We may also share your personal information with your family and public bodies and other organisations, in particular:

  • Other departments in the County Council, for example, Children’s Services (Education) and Adult Social Services and transport team 
  • NHS and other health agencies
  • Norfolk Safeguarding Childrens Board 
  • Education providers (schools and colleges) 
  • District councils 
  • Voluntary agencies providing services 
  • Police
  • Courts and other judicial agencies 
  • Probation
  • Youth Offending Team 
  • Other central government agencies including government bodies responsible for providing funding for eligible services e.g. the Troubled Families Programme (payment by results)
  • Other public authorities
  • Department for Education (DfE) in respect of children in need and looked after children to help the DfE develop national policies, manage local authority performance, administer and allocate funding and identify and encourage good practice. For more information about the data collection requirements placed on us by the DfE go to
    www.gov.uk/guidance/children-looked-after-return for looked after children and www.gov.uk.guidance/children-in-need-census for children in need 


Your personal information may also be provided to a third party contracted by the County Council to provide a service to the Council or directly to you, for example, transport providers like Norse Ltd and taxi drivers. These service providers are known as data processors and have a legal obligation under GDPR and to the County Council to look after your personal information and only use it for providing that service. An example of this is the County Council uses a case management system operated by a data processor for its social care services.

We may also share your information across different departments of the County Council, where it is necessary for our public tasks or functions to do so.

We disclose this information without your specific consent as it is reasonable and necessary to do so to fulfil our public tasks or it is otherwise in the substantial public interest to do so.

How we keep your information

The information is stored electronically, on our records management system, known as Liquid Logic. Information is also securely stored in other mediums, including email accounts and in paper files.

If we transfer your personal information to other countries

We do not transfer your information outside of the European Economic Area.

Automated decision making

We do not make automated decisions about you and your family.

This notice was last updated in January 2019

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