Pinecroft Shared Care privacy notice

The identity and contact details of the company

Reading Borough Council
Stable Loving Homes
Pinecroft Childrens Home
1 Monksbarn
Reading RG2 7RP

Contact details of the Data Protection Officer

IGTeam@reading.gov.uk

What personal data is held?

Information stored on the children and their families is sensitive information about their disabilities, diagnosis, medical needs, family situation, telephone numbers, addresses, emails, dates of birth, ethnicity, gender, next of kin, emergency contacts, NHS numbers and sensitive health information.

Third party reports from within Reading Borough Council such as CYPDT and third party reports from outside agencies such as schools, agencies, therapists, occupational health, dieticians, consultants, ophthalmologists, speech and language therapists, physiotherapists, GP’s, NYAS, Reconstruct, CAMHS and Ofsted can also contain information about the children and families.

How will the data be stored?

We store information about the children and their families on:

• Encrypted computers/laptops using our SharePoint, OneDrive and Mosaic which salaried staff have access to.
• Daily files which all staff, including agency staff, are able to access. These are stored in cabinets and lockable offices.

We store pictures of staff and children both on SharePoint, Mosaic and in paper form. These are used around the inside of the building and where consent is given in internal newsletters to families and professionals.

We store information on the children and their emergency contacts as part of the Business Continuity Plan. This is stored on SharePoint and in paper form in the children’s files and the BCP grab bag which is stored in a lockable store room.

We store old, no longer used information, which is in our archiving cupboard for ease of access until such time that it is sent to central archiving. We now ensure the majority of our work is electronic, thus reducing the need for archiving paper versions. Electronic copies are held on SharePoint and Mosaic.

What is the legal basis for the collection, use and storage of the data?

We rely on the following as the lawful bases on which we collect and use your personal data:

We need to store information pertaining to the children to be able to provide effective care for them during their shared Care episodes. This enables compliance with the Children’s Homes Regulations (England 2015) and other relevant legislation.

We need to store information for emergency planning situations which will provide the emergency services the correct information and/or staff to make contact during an emergency.

UK GDPR Article 6(e)
Public task: the processing is necessary for you to perform a task in the public interest or for your official functions, and the task or function has a clear basis in law.
Special Category Data will be processed under UK GDPR Article 9 (2)
(a) Explicit consent
(b) Employment, social security and social protection (if authorised by law)
(g) Reasons of substantial public interest (with a basis in law)
(h) Health or social care (with a basis in law)

Give details of how long the data will be stored and criteria used to determine this?

Data will be collected at the point of entry to the home. Information will be reviewed and maintained until exit from the home. Data gathered that is stored on shared sites will be held for 75 years or until a person requests deletion.

Who will it be shared with and for what purpose?

Parents are made aware, upon admission to the services, that placement plans and relating documents at Pinecroft are on SharePoint and Mosaic, that we share information with Regulation 44 independent visitor and that we are regulated by Ofsted, who may also view their files.

The Parents and children are made aware that we share information with other agencies such as schools, social services, RBC and medical professionals involved in the children’s life.

In addition, some 3rd parties that we have worked closely with can view photos and general information about the home via our newsletter or agreed shared photos in relation to their involvement.

Photos can also be used for company presentations and promotion.

The initial assessment for our service will be signed by the parents when they are referred into the service by the social work team.

Consent forms are signed by parents or the child where possible regarding aspects of their care.

How can the service user get access to it?

All documents relating to the children are available for them or their parent/carer to access. Either child or parent/ carer can inform us if they wish to view any document that is no longer held within the home:

A Subject Access Request can be made by following the link: www.reading.gov.uk/dataprotection.

State whether any data is to be transferred outside the UK?

No

Is processing based on consent?

Yes

The parents are made aware, upon admission to the services, that placement plans and relating documents at Pinecroft are on SharePoint and Mosaic, that we share information with the above identified organisations.

Consent forms are signed by parents or the child where possible regarding aspects of their care.

What other rights does the service user have?

Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal information.

Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.

Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You have a right to complain to the Information Commissioner’s Office (ICO) if you are unhappy with how your personal information has been handled by RBC. They can be contacted at: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

Helpline number: 0303 123 1113 ICO website: https://www.ico.org.uk

State if there will be any automated decision making

None