Children's Services Privacy Notice
The Royal Borough of Kensington and Chelsea’s and Westminster City Council Children’s Services collect and use personal information about you and your family. The Council is registered as a Data Controller under the Data Protection Act 2018.
This Privacy Notice broadly explains what information we collect, the purpose for using, the types of personal information and who we may share it with.
It applies to all personal information collected for or on behalf of the Council whether by letter, email, face-to-face, telephone, online or any other method.
To understand how your own personal information is used you may need to refer to any personal communications you have received from the Council or check any specific Children’s Services privacy notices. Alternatively contact the department directly to ask about your personal circumstances.
How we collect your information
We collect information in a number of ways, for example, by letter, email, face-to-face, telephone, online forms, surveys.
Purpose for using your information
We use information about children and young people to enable us to carry out specific functions for which we are responsible. There are a variety of reasons why we work with families and ways that we collect data to support you and your family. Some of the purposes for collecting your data are listed below in specific Fair Processing Notices.
Legal Basis for Processing
The basis on which we lawfully process personal information is found in the Data Protection Act 2018 (DPA’18). The following are examples of special categories of personal information, some of which we may collect and use as part of working with children and their families:
- Racial or ethnic origin
- Political opinions
- Religious or philosophical beliefs
- Trade union membership
- Genetic data, biometric data for the purpose of uniquely identifying a person
- Data concerning health
- Data concerning a person’s sex life or sexual orientation
This information is only used for the intended purpose but if we intend to use it for any other purpose; we will normally ask you first. In some cases, the Council may use your information for another purpose if it has a legal duty to do so, to provide a complete service to you, to prevent and detect crimes (e.g. fraud), or if there is a risk of serious harm or threat to life.
Statutory provisions could include:
Section 115 of the Crime and Disorder Act 1998
This provision allows the police, local authorities, health authorities and probation trusts to share information about any person for the purposes of preventing crime and disorder.
Section 17 of the Children Act 1989 and Section 11 of the Children Act 2004
The collection of Child in Need, child protection, early help and youth offending data is covered by Section 17 of the Children Act 1989. Local authorities may collect and share this information under these implied powers in order to support and/or protect children. Some of this data is likely to meet the definition of Special Categories of Personal Data (under the terms of the DPA’18).
Education Act 1996 section 537A
The collection of school census information.
Welfare Reform Act 2012
The sharing of information with the Department for Work and Pensions (DWP) in relation to worklessness and other benefits claimed by families is covered generally by Section 131 of the Welfare Reform Act 2012. The Secretary of State, or a person providing the services of the Secretary of State, may supply relevant information to a qualifying person for prescribed purposes relating to welfare services or council tax.
The Welfare Reform Act 2012 section 134 allows for longer term data sharing powers between DWP, their service providers and local authorities. Furthermore, Ministers of the Crown have ordinary common law power to do whatever a natural person may do.
Digital Economy Act 2017
The Digital Economy Act enables public authorities to share relevant information on the individuals and families they are working with, in compliance with the Data Protection Act 2018, for the primary purpose to support the wellbeing of individuals and households.
The following conditions which are set out in the Act must be met:
- Condition 1: the purpose is the improvement or targeting of a public service provided to individuals or households, or the facilitation of the provision of a benefit (whether or not financial) to individuals or households
- Condition 2: the purpose is the improvement of the wellbeing of individuals or households
- Condition 3: the purpose is the supporting of the delivery of a specified person’s functions, or the administration, monitoring or enforcement of a specified person’s functions
The following conditions need to be applied:
- You can rely on this lawful basis if you need to process personal data:
- ‘in the exercise of official authority’. This covers public functions and powers that are set out in law; or
- to perform a specific task in the public interest that is set out in law.
- It is most relevant to public authorities, but it can apply to any organisation that exercises official authority or carries out tasks in the public interest.
Collecting personal data
The information you provide helps us to support your family and make sure that we meet our legal duties and responsibilities, for example to carry out an educational or social care assessment.
We then use this data to:
- provide you and your family with help, advice and appropriate services
- measure whether our services are improving life for children and families
- help us develop and improve our services
- complete statistical returns to Government departments
- administer and protect public funds.
- contact you with details of Research Programmes that may benefit you or your family for you to decide whether to take part or not
The categories of personal information that we collect and use may include the following:
- Personal and family details
- Lifestyle and social circumstances
- Financial details
- Employment and education details
- NHS number
- Housing needs
- Visual images
- Details of personal appearance and behaviour
- Licenses or permits held
- Student and pupil records
- Case file information
Who we may share your information with
Where necessary we will share information with Council departments and services as well as other organisations such as our partners, third party contractors, government bodies, the police, health and social care organisations, housing associations, landlords, London Fire Brigade and educational establishments.
We will only share information with these organisations where it is appropriate and legal to do so. We may also share information, for example, if there is a risk of serious harm or threat to life, for the prevention and detection of fraud or crime, assessment of any tax or duty or if we are required to do so by any court or law. Where this is necessary, we are required to comply with all aspects of the DPA’18.
Details for Transfers
It may sometimes be necessary to transfer personal information overseas. When this is needed, information may be transferred to countries or territories around the world. Any transfers made will be in full compliance with all aspects of the DPA’18.
How long do we keep your information?
We will only keep your information for as long as is required by law and in accordance with the council’s corporate retention schedule.
Information that cannot identify you
We may also anonymise some personal data you provide to us to ensure that you cannot be identified and use this data to allow the Council to effectively target and plan the provision of services. We may also use this type of data for research purposes although no personal data will be shared.
Your Rights and Access to your information
You have the right to request a copy of the information that we hold about you.
The DPA’18 also gives you additional rights about the information we hold about you and how we use it, including the right to:
- Withdraw consent and the right to object and restrict further processing of your data; however, this may have an impact on the services we are able to deliver to you.
- Request to have your data deleted where there is no compelling reason for its continued processing and provided that there are no legitimate grounds for retaining it.
- Request your data to be rectified if it is inaccurate or incomplete
- Have your data transferred or copied should you move to another authority
- Not be subject to automated decision-making including profiling
If you want to see information stored about you, you will need to submit a ‘Subject Access Request’.
Please send an email to this address for further details:
Personal information collected via online forms
Our policy is to respect and protect the privacy of anyone who visits our websites. Where we ask you for personal information via an online form, this information will only be used for the purpose indicated and will be held in a secure manner. It will not be used for any other purpose without your permission and will not be kept for longer than necessary. If you are concerned about providing your personal information online, please contact us and we will arrange alternative means for you to provide this information.
Use of IP addresses and cookies
Cookies enhance your experience using our websites. Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work more efficiently, as well as to provide information to the owners of the site.
We collect IP addresses* only for the purposes of system administration and to audit the use of our site. We do not link IP addresses to anything personally identifiable, which means that while your user session will be logged you will remain anonymous to us.
* An IP address is a unique string of numbers that identifies each computer
Changes in your personal circumstances
You must notify us immediately if there are any changes in your circumstances and personal details so we can maintain an accurate and up to date record of your information.
If you have any concerns
You have a right to complain to us if you think we have not complied with our obligation for handling your personal information; please send an email to this address if you wish to send a complaint:
If you are not satisfied with the Council’s response you have a right to complain to the Information Commissioner’s Office (ICO).
As the Council creates new services, this may generate further need to amend the Privacy Notice. If our Privacy Notice changes at any time in the future, it will be posted on this page.
- Privacy Notice for Supporting Families
- Privacy Notice for Children's Centres
- Privacy Notice for the Multi Agency Safeguarding Hub (MASH)
- Privacy Notice for the Youth Offending Team
- Privacy Notice for NEET Tracking
- Privacy Notice for Special Education Needs and Disabilities (SEND) Service
- Privacy Notice for County Lines, Rescue and Response and the Community Safety Partnership
Last updated: 9 September 2021