- Data Controller / Data Processor
- Contact details
- What your personal information is?
- Why do we need your personal information?
- How the law allows us to use your personal information
- We only use what we need!
- What we can do with your information
- You can ask for access to the information we hold on you
- You can ask to change information you think is inaccurate
- You can ask to limit what we use your personal data for
- Who do we share your information with?
- How do we protect your information?
- Where in the world is your information?
- How long do we keep your personal information?
- Where can I get advice?
- Slough Children First – Website
- What data will we collect about you?
- Methods of processing
- Retention time
- The use of the collected Data
- Detailed information on the processing of Personal Data
- Google Analytics with anonymized IP (Google Inc.)
- Contacting the User
- Displaying content from external platforms
- YouTube video widget (Google Inc.)
- Interaction with external social networks and platforms
- Facebook Like button and social widgets (Facebook, Inc.)
- Twitter Tweet button and social widgets (Twitter, Inc.)
- LinkedIn button and social widgets (LinkedIn Corporation)
- Further information about Personal Data
- Additional information about Data collection and processing
- Legal action
- Additional information about User’s Personal Data
- System logs and maintenance
- Information not contained in this policy
- The rights of Users
- Definitions and legal references
- Personal Data (or Data)
- Usage Data
- Data Subject
- Data Processor (or Data Supervisor)
- Data Controller (or Owner)
- This Application
- Legal information
Slough Children First is committed to protecting your privacy. If we ask you to provide information by which you can be identified when using this website application, you can be assured it will only be used in accordance with this privacy statement.
Our Website application collects some Personal Data from its users and has been included in this privacy notice.
Data Controller / Data Processor
Slough Children First is a data processor for children’s social care records on behalf of Slough Borough Council the data owner.
Slough Children First is the data owner for all Slough Youth Offending team records.
Slough Children First is the data owner for Financial and Personnel records dated from 01/10/2015 onwards. Slough Borough Council is the data owner for records prior to 01/10/2015.
You can contact the respective organisation’s Data Protection Officer via the contact details below. Please mark the envelope ‘Data Protection Officer’
Slough Children First, Observatory House, 25 Windsor Road, Slough, SL1 2EL | firstname.lastname@example.org
Slough Borough Council, Observatory House, 25 Windsor Road, Slough, SL1 2EL | email@example.com
What your personal information is?
Personal information can be anything that identifies and relates to a living person. This can include information that when put together with other information can then identify a person. For example, this could be your name and contact details.
Some of your personal information might be classed as ‘special category’
Some information is ‘special’ and needs more protection due to its sensitivity. It’s often information you would not want widely known and is very personal to you. This is likely to include anything that can reveal your:
- sexuality and sexual health
- religious or philosophical beliefs
- physical or mental health
- trade union membership
- political opinion
- genetic/biometric data
- criminal history
Why do we need your personal information?
We may need to use some information about you to:
- deliver services and support to you
- manage those services we provide to you
- train and manage the employment of our workers who deliver those services
- help investigate any worries or complaints you have about your services
- keep track of spending on services
- check the quality of services
- to help with research and planning of new services
How the law allows us to use your personal information
There are a number of legal reasons why we need to collect and use your personal information.Generally we collect and use personal information in the where:
- you, or your legal representative, have given consent
- you have entered into a contract with us
- it is necessary to perform our statutory duties
- it is necessary to protect someone in an emergency
- it is required by law
- it is necessary for employment purposes
- it is necessary to deliver health or social care services
- you have made your information publicly available
- it is necessary for legal cases
If we have consent to use your personal information, you have the right to remove it at any time. If you want to remove your consent, please contact firstname.lastname@example.org and tell us which service you’re using so we can progress your request.
We only use what we need!
Where we can, we’ll only collect and use personal information if we need it to deliver a service or meet a requirement.
If we don’t need personal information we’ll either keep you anonymous if we already have it for something else or we won’t ask you for it. For example in a survey we may not need your contact details we’ll only collect your survey responses.
If we use your personal information for research and analysis, we’ll always keep you anonymous or use a different name unless you’ve agreed that your personal information can be used for that research.
We don’t sell, distribute or lease your personal information to third parties unless we are required by law to do so. We may use your personal information to send you information you have requested, if you tell us that you want this to happen.
What we can do with your information
The law gives you a number of rights to control what personal information is used by us and how it is used by us. For Children’s Social Care this mainly relates to Children Act 1989 Children Act 2004.
You can ask for access to the information we hold on you
We would normally expect to share what we record about you with you whenever we assess your needs or provide you with services.
However, you also have the right to ask for all the information we have about you and the services you receive from us. When we receive a request from you in writing, we must give you access to everything we’ve recorded about you.
However, we can’t let you see any parts of your record which contain:
- confidential information about other people
- data a professional thinks will cause serious harm to your or someone else’s physical or mental wellbeing
- if we think that giving you the information may stop us from preventing or detecting a crime
This applies to personal information that is in both paper and electronic records. If you ask us, we’ll also let others see your record (except if one of the points above applies).
Further information is available on the Information Requests page of our website.
If you can’t ask for your records in writing, we’ll make sure there are other ways that you can. If you have any queries about access to your information please contact email@example.com or 01753 477321.
You can ask to change information you think is inaccurate
You should let us know if you disagree with something written on your file.
We may not always be able to change or remove that information but we’ll correct factual inaccuracies and may include your comments in the record to show that you disagree with it.
You can ask to delete information (right to be forgotten)
In some circumstances you can ask for your personal information to be deleted, for example:
- where your personal information is no longer needed for the reason why it was collected in the first place
- where you have removed your consent for us to use your information (where there is no other legal reason for us to use it)
- where there is no legal reason for the use of your information
- where deleting the information is a legal requirement
Where your personal information has been shared with others, we’ll do what we can to make sure those using your personal information comply with your request for erasure.
Please note we can’t delete your information where:
- we’re required to have it by law
- it is used for freedom of expression
- it is used for public health purposes
- it is for, scientific or historical research, or statistical purposes where it would make information unusable
- it is necessary for legal claims
You can ask to limit what we use your personal data for
You have the right to ask us to restrict what we use your personal information for where:
- you have identified inaccurate information, and have told us of it
- where we have no legal reason to use that information but you want us to restrict what we use it for rather than erase the information altogether
When information is restricted it can’t be used other than to securely store the data and with your consent to handle legal claims and protect others, or where it’s for important public interests of the UK.
Where restriction of use has been granted, we’ll inform you before we carry on using your personal information.
You have the right to ask us to stop using your personal information for any council service. However, if this request is approved this may cause delays or prevent us delivering that service. Where possible we’ll seek to comply with your request, but we may need to hold or use information because we are required to by law.
You can ask to have your information moved to another provider (data portability)
You have the right to ask for your personal information to be given back to you or another service provider of your choice in a commonly used format. This is called data portability.
However this only applies if we’re using your personal information with consent (not if we’re required to by law) and if decisions were made by a computer and not a human being.
It’s likely that data portability won’t apply to most of the services you receive from Slough Children First.
You can ask to have any computer made decisions explained to you, and details of how we may have ‘risk profiled’ you.
You have the right to question decisions made about you by a computer, unless it’s required for any contract you have entered into, required by law, or you’ve consented to it.
You also have the right to object if you are being ‘profiled’. Profiling is where decisions are made about you based on certain things in your personal information, e.g. your health conditions. If and when Slough Children First uses your personal information to profile you, in order to deliver the most appropriate service to you, you will be informed.
Who do we share your information with?
We use a range of organisations to either store personal information or help deliver our services to you. Where we have these arrangements there is always an agreement in place to make sure that the organisation complies with data protection law.
We’ll often complete a Data Privacy Impact Assessment (DPIA) before we share personal information to make sure we protect your privacy and comply with the law.
Sometimes we have a legal duty to provide personal information to other organisations. This is often because we need to give that data to courts, including:
- if we take a child into care
- if the court orders that we provide the information
- if someone is taken into care under mental health law
We may also share your personal information when we feel there’s a good reason that’s more important than protecting your privacy. This doesn’t happen often, but we may share your information:
- in order to find and stop crime and fraud, or if there are serious risks to the public, our staff or to other professionals
- to protect a child
- to protect adults who are thought to be at risk, for example if they are frail, confused or cannot understand what is happening to them
For all of these reasons the risk must be serious before we can override your right to privacy.
If we’re worried about your physical safety or feel we need to take action to protect you from being harmed in other ways, we’ll discuss this with you and, if possible, get your permission to tell others about your situation before doing so.
We may still share your information if we believe the risk to others is serious enough to do so. There may also be rare occasions when the risk to others is so great that we need to share information straight away.
If this is the case, we’ll make sure that we record what information we share and our reasons for doing so. We’ll let you know what we’ve done and why if we think it is safe to do so.
How do we protect your information?
We’ll do what we can to make sure we hold records about you (on paper and electronically) in a secure way, and we’ll only make them available to those who have a right to see them. Examples of our security include:
- encryption, meaning that information is hidden so that it cannot be read without special knowledge (such as a password). This is done with a secret code or what’s called a ‘cypher’. The hidden information is said to then be ‘encrypted’
- pseudonymisation, meaning that we’ll use a different name so we can hide parts of your personal information from view. This means that someone outside of the Council could work on your information for us without ever knowing it was yours
- controlling access to systems and networks allows us to stop people who are not allowed to view your personal information from getting access to it
- training for our staff allows us to make them aware of how to handle information and how and when to report when something goes wrong
- regular testing of our technology and ways of working including keeping up to date on the latest security updates (commonly called patches)
Where in the world is your information?
The majority of personal information is stored on systems in the UK. But there are some occasions where your information may leave the UK either in order to get to another organisation or if it’s stored in a system outside of the EU.
We have additional protections on your information if it leaves the UK ranging from secure ways of transferring data to ensuring we have a robust contract in place with that third party.
We’ll take all practical steps to make sure your personal information is not sent to a country that is not seen as ‘safe’ either by the UK or EU Governments.
If we need to send your information to an ‘unsafe’ location we’ll always seek advice from the Information Commissioner first.
How long do we keep your personal information?
There’s often a legal reason for keeping your personal information for a set period of time, we try to include all of these in our retention schedule.
For each service the schedule lists how long your information may be kept for. This ranges from 3 years for some records to 100 years for more sensitive records.
Some of our premises have CCTV and you may be recorded when you visit them. CCTV is there to help provide security and to protect you and Slough Children First. CCTV will only be viewed when necessary (E.G to detect or prevent crime) and footage is only stored temporarily.
Unless it is flagged for review CCTV will be recorded over.
CCTV footage is owned by Slough Borough Council as the building owners.
Where can I get advice?
If you have any worries or questions about how your personal information is handled please contact our Information Governance Officer at firstname.lastname@example.org
For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioner’s Office (ICO) at:
Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number. Or visit ico.org.uk or email email@example.com
Slough Children First – Website
What data will we collect about you?
Among the types of Personal Data that this website collects, by itself or through third parties, there are: Cookies, Usage Data, first name, last name, phone number and email address.
The Personal Data may be freely provided by the User, or, in case of Usage Data, collected automatically when using this Website Application.
All Data requested by this Website Application is mandatory and failure to provide this Data may make it impossible for this Website Application to provide its services. In cases where this Website Application specifically states that some Data is not mandatory, Users are free not to communicate this Data without any consequences on the availability or the functioning of the service.
Users who are uncertain about which Personal Data is mandatory are welcome to contact the Owner.
Users are responsible for any third-party Personal Data obtained, published or shared through this Application and confirm that they have the third party’s consent to provide the Data to the Owner.
Methods of processing
The Data Controller processes the Data of Users in a proper manner and shall take appropriate security measures to prevent unauthorised access, disclosure, modification, or unauthorised destruction of the Data.
The Data processing is carried out using computers and/or IT enabled tools, following organisational procedures and modes strictly related to the purposes indicated. In addition to the Data Controller, in some cases, the Data may be accessible to certain types of persons in charge, involved with the operation of the site (administration, sales, marketing, legal, system administration) or external parties (such as third-party technical service providers, mail carriers, hosting providers, IT companies, communications agencies) appointed, if necessary, as Data Processors by the Owner. The updated list of these parties may be requested from the Data Controller at any time.
The Data is kept for the time necessary to provide the service requested by the User, or stated by the purposes outlined in this document, and the User can always request that the Data Controller suspend or remove the data.
The use of the collected Data
The Data concerning the User is collected to allow the Owner to provide its services, as well as for the following purposes: Interaction with external social networks and platforms, Displaying content from external platforms, Contacting the User, Analytics and Remarketing and behavioural targeting. The Personal Data used for each purpose is outlined in the specific sections of this document.
Detailed information on the processing of Personal Data
Personal Data is collected for the following purposes and using the following services:
The services contained in this section enable the Owner to monitor and analyse web traffic and can be used to keep track of User behaviour.
Display Advertising extension for Google Analytics (Google Inc.)
Google Analytics on this Application might use Google’s Interest-based advertising, 3rd-party audience data and information from the DoubleClick Cookie to extend analytics with demographics, interests and ads interaction data.
Personal Data collected: Cookies and Usage Data.
Google Analytics with anonymized IP (Google Inc.)
Google Analytics is a web analysis service provided by Google Inc. (“Google”). Google utilises the Data collected to track and examine the use of this Application, to prepare reports on its activities and share them with other Google services.
Google may use the Data collected to contextualise and personalise the ads of its own advertising network.
This integration of Google Analytics anonymises your IP address. It works by shortening Users’ IP addresses within member states of the European Union or in other contracting states to the Agreement on the European Economic Area. Only in exceptional cases will the complete IP address be sent to a Google server and shortened within the US.
Personal Data collected: Cookies and Usage Data.
Contacting the User
Contact form (This Application)
By filling in the contact form with their Data, the User authorises this Application to use these details to reply to requests for information, quotes or any other kind of request as indicated by the form’s header.
Personal Data collected: email address, first name, last name and phone number.
Displaying content from external platforms
This type of service allows you to view content hosted on external platforms directly from the pages of this Application and interact with them.
This type of service might still collect web traffic data for the pages where the service is installed, even when Users do not use it.
YouTube video widget (Google Inc.)
YouTube is a video content visualisation service provided by Google Inc. that allows this Application to incorporate content of this kind on its pages.
Personal Data collected: Cookies and Usage Data.
Interaction with external social networks and platforms
This type of service allows interaction with social networks or other external platforms directly from the pages of this Application.
The interaction and information obtained through this Application are always subject to the User’s privacy settings for each social network.
This type of service might still collect traffic data for the pages where the service is installed, even when Users do not use it.
Facebook Like button and social widgets (Facebook, Inc.)
The Facebook Like button and social widgets are services allowing interaction with the Facebook social network provided by Facebook, Inc.
Personal Data collected: Cookies and Usage Data.
Twitter Tweet button and social widgets (Twitter, Inc.)
The Twitter Tweet button and social widgets are services allowing interaction with the Twitter social network provided by Twitter, Inc.
Personal Data collected: Cookies and Usage Data.
LinkedIn button and social widgets (LinkedIn Corporation)
The LinkedIn button and social widgets are services allowing interaction with the LinkedIn social network provided by LinkedIn Corporation.
Personal Data collected: Cookies and Usage Data.
Further information about Personal Data
Our website search is powered by its own internal search facility. Search queries and results are logged anonymously to help us improve our website and search functionality. No user-specific data is collected by Slough Children First or any third party.
Additional information about Data collection and processing
The User’s Personal Data may be used for legal purposes by the Data Controller, in Court or in the stages leading to possible legal action arising from improper use of this Application or the related services.
The User declares to be aware that the Data Controller may be required to reveal personal data upon request of public authorities.
Additional information about User’s Personal Data
System logs and maintenance
For operation and maintenance purposes, this Application and any third-party services may collect files that record interaction with this Application (System logs) use other Personal Data (such as the IP Address) for this purpose.
Information not contained in this policy
More details concerning the collection or processing of Personal Data may be requested from the Data Controller at any time. Please see the contact information at the beginning of this document.
The rights of Users
Users have the right, at any time, to know whether their Personal Data has been stored and can consult the Data Controller to learn about their contents and origin, to verify their accuracy or to ask for them to be supplemented, cancelled, updated or corrected, or for their transformation into anonymous format or to block any data held in violation of the law, as well as to oppose their treatment for any and all legitimate reasons. Requests should be sent to the Data Controller at the contact information set out above.
This Application does not support “Do Not Track” requests.
To determine whether any of the third-party services it uses honour the “Do Not Track” requests, please read their privacy policies.
Definitions and legal references
Personal Data (or Data)
Any information regarding a natural person, a legal person, an institution or an association, which is, or can be, identified, even indirectly, by reference to any other information, including a personal identification number.
Information collected automatically through this Application (or third-party services employed in this Application), which can include: the IP addresses or domain names of the computers utilised by the Users who use this Application, the URI addresses (Uniform Resource Identifier), the time of the request, the method utilised to submit the request to the server, the size of the file received in response, the numerical code indicating the status of the server’s answer (successful outcome, error, etc.), the country of origin, the features of the browser and the operating system utilised by the User, the various time details per visit (e.g., the time spent on each page within the Application) and the details about the path followed within the Application with special reference to the sequence of pages visited, and other parameters about the device operating system and/or the User’s IT environment.
The individual using this Application, which must coincide with or be authorised by the Data Subject, to whom the Personal Data refers.
The legal or natural person to whom the Personal Data refers.
Data Processor (or Data Supervisor)
Data Controller (or Owner)
The natural person, legal person, public administration or any other body, association or organisation with the right, also jointly with another Data Controller, to make decisions regarding the purposes, and the methods of processing of Personal Data and the means used, including the security measures concerning the operation and use of this Application. The Data Controller, unless otherwise specified, is the Owner of this Application.
The means by which the Personal Data of the User is collected and processed.
Small piece of data stored in the User’s device.
Notice to European Users: this privacy statement has been prepared in fulfilment of the obligations under Art. 10 of EC Directive n. 95/46/EC, and under the provisions of Directive 2002/58/EC, as revised by Directive 2009/136/EC, on the subject of Cookies.