Privacy Notice for Intact Projects Ltd
How we use information about children in need, looked after children & homeless young people
The categories of personal information that we process include:
- personal information (such as name, date of birth and address)
- characteristics (such as gender, ethnicity and disability)
- episodes of being a child in need (such as referral information, assessment information, case history)
- episodes whilst in placement (such as important dates, information on education, internal and external incidents including berhaviour management/interventions etc)
- outcomes for looked after children (such as whether health and dental assessments are up to date, wishes and views processes, move on plans)
This list is not exhaustive, but is a good guide to current information for existing users.
Once a young person leaves Intact Projects the information is lilmited to:
Paperwork: Personal details, Booking Form, Risk Assessments (three years)
Digital Versions: Kept for one year on the shared folder
Kept for three years in the digital archive
Deleted from the digital archive (except any vital health information or notifications)
A register of all young people is maintained at all times by Intact Projects with name, gender, dates at Intact, local authority and move on accommodation type.
Why we collect and use this information
We use this personal data to:
- support young people and monitor their progress
- provide them with care and guidance
- assess the quality of our services
- evaluate and improve our policies on young people social care
Collecting this information
We collect personal information via social workers and other local authority, charitable and voluntary sector organinsations.
Children in need and children looked after information is essential for the local authority’s operational use. Whilst the majority of personal information you provide to us is mandatory, some of it requested on a voluntary basis. In order to comply with GDPR, we will inform you at the point of collection, whether you are required to provide certain information to us or if you have a choice in this.
Who we share this information with
We routinely share this information with:
- social service
- other local authority departments
- the police specifically Greater Manchester Police
- schools and collges
- health agencies
- NHS departments, hospitals and health services
Why we share this information
We do not share information about our children in need or children looked after with anyone without consent unless the law and our policies allow us to do so.
Requesting access to your personal data
Under data protection legislation, parents, carers and children have the right to request access to information about them that we hold. To make a request for your personal information contact Leah Ellison, Office Manager/Data Officer, Intact Projects Ltd, 253-255 Seymour Grove, Manchester M16 0DS
- Individuals have various rights under the Data Protection Act. These are:
- The right to be told that processing is being carried out.
- The right of access to their personal data.
- The right to prevent processing in certain cases.
- The right to have inaccurate or incorrect information corrected, erased or blocked from processing.
- Requests for access to personal data must be made in writing using the YP File Access Request form and sufficient detail must be obtained to ensure that the request has been made by the data subject in person.
- As proof of identity at least two identifying documents of the data subject must accompany the request. If a third party is making the request, a signed letter of consent from the data subject should also be enclosed.
- YP File Access Requests must be satisfied within 10 working days of their receipt by Intact Projects ltd. The Office Manager will be responsible for arranging access.
- Some data may be withheld, for instance if it also refers to other people, may be of a risk of serious harm to the client or another person, or may compromise crime prevention.
- The need to withhold access to sensitive items is never justification for withholding access to the remainder.
- In some circumstances data about other people may be released with written permission from the subject of the data.
- The Office Manager and Managing Director will normally be responsible for deciding to withhold information. This decision must be agreed with the project’s Senior where the decision to withhold information is taken because of a risk of serious harm to the client or another person.
- the information [this could be done as an email; in a letter] but should NOT be shared by telephone. If done by email a RECEIPT REQUEST for the email so you know the email has been opened and read; if by letter send by receipt mail so Intact have a signature it has been delivered.
The above is a process that can be followed every time and ensure that you are in compliance. This process is for anyone over the age of 16. Under this age; consent is NOT required
If you have a concern or complaint about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office at https://ico.org.uk/concerns/
Last updated
This version was last updated on 30 April 2019
Contact
If you would like to discuss anything in this privacy notice, please contact: Leah Ellison, Office Manager/Data Officer, Intact Projects Ltd, 253-255 Seymour Grove, Manchester M16 0DS
How Government uses your data
The data that we lawfully share with the DfE through data collections helps to:
- develop national policies
- manage local authority performance
- administer and allocate funding
- identify and encourage good practice
Data collection requirements
The National Pupil Database (NPD)
Much of the data about pupils in England goes on to be held in the National Pupil Database (NPD).
The NPD is owned and managed by the Department for Education and contains information about pupils in schools in England. It provides invaluable evidence on educational performance to inform independent research, as well as studies commissioned by the Department.
It is held in electronic format for statistical purposes. This information is securely collected from a range of sources including schools, local authorities and awarding bodies.
To find out more about the NPD, go to https://www.gov.uk/government/publications/national-pupil-database-user-guide-and-supporting-information
Sharing by the Department
The law allows the department to share pupils’ personal data with certain third parties, including:
- schools and local authorities
- researchers
- organisations connected with promoting the education or wellbeing of children in England
- other government departments and agencies
- organisations fighting or identifying crime
For more information about the department’s NPD data sharing process, please visit: https://www.gov.uk/data-protection-how-we-collect-and-share-research-data
Organisations fighting or identifying crime may use their legal powers to contact DfE to request access to individual level information relevant to detecting that crime. Whilst numbers fluctuate slightly over time, DfE typically supplies data on around 600 pupils per year to the Home Office and roughly 1 per year to the Police.
For information about which organisations the department has provided pupil information, (and for which project) or to access a monthly breakdown of data share volumes with Home Office and the Police please visit the following website: https://www.gov.uk/government/publications/dfe-external-data-shares
How to find out what personal information DfE hold about you
Under the terms of the Data Protection Act 2018, you’re entitled to ask the Department:
- if they are processing your personal data
- for a description of the data they hold about you
- the reasons they’re holding it and any recipient it may be disclosed to
- for a copy of your personal data and any details of its source
If you want to see the personal data held about you by the Department, you should make a ‘subject access request’. Further information on how to do this can be found within the Department’s personal information charter that is published at the address below:
To contact DfE: https://www.gov.uk/contact-dfe