Privacy Notice

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Privacy Policy

This policy is intended to ensure that personal data is dealt with correctly and securely and in accordance with the DPA, UK GDPR and other related legislation.  It will apply to information regardless of how it is collected, used, recorded, stored, and destroyed or deleted, and irrespective of whether it is held in paper files or electronically.

Providing accessible information to individuals about the use of their personal data is a key element of their legal right to transparency as set out in the UK GDPR regulation (UK GDPR).

Data Controllers and Data Processors are responsible for providing this information. Reading Borough Council is classed as a data controller and may also be a data processor and as such, they have a duty to inform children, young people, families, and staff (known as Data Subjects) on how they process the data that is within their control.

This policy sets out our privacy policy in relation to data held by us. If you have any queries in relation to  any data protection, please contact us at: IGTeam@reading.gov.uk

Privacy Notice

As the provider of children services, we will need to collect individual information on children, young people, and families, as well as staff for several reasons.  Our privacy notice details the purpose of the processing as well as the lawful basis for processing.

What personal data is held?

We only obtain and use the information we need to provide our services to you.  In the course of our operations as a children’s service organisation, providing support for a child, young person and their family, we collect different types of information depending on the circumstances.  This may include but is not limited to the following:

  • Personal information such as name, address, date of birth, contact details, passport details, birth certificates, unique personal identifiers such as NHS number, NI number, UPN.
  • Characteristics information such as gender, age, ethnic group, disability, languages spoken.
  • Family information such as family relationships and other data necessary for the provision of the service.
  • Specific information such as Special Education Needs, disability data, medical information, educational information.
  • Care and case details such as young carer details, registration details, references, bank details for carers/bank details of young people or their family/looked after children/care leavers/special guardianships/ childminders/nursery day care settings.
  • Other relevant details such as criminal proceedings, outcomes, and sentences and information about offences or alleged offences.

Why we collect and use personal data

We only obtain and use the information that is essential to run the operations as the children’s service Directorate. Data collected is used to:

  • Support children, young people, and families by carrying out specific functions for which we are responsible.
  • Derive statistics to fulfil our statutory duties and returns and inform decisions such as the funding.
  • Assess performance, set targets, and improve services.

We process personal information about children and young people we help, parents of children we help, witnesses and victims, offenders, and suspected offenders. This enables us to manage children and young people subject to an offending prevention programme as part of either a voluntary arrangement or a statutory order.

How will the data be stored?

Data detailed above will be stored in secure electronic management database systems, portals, spreadsheets stored on internal secure folders and accessed on secure encrypted laptops. All data is stored on secure servers. This privacy policy adheres to our the Council’s obligations, as a data controller and processor. The Directorates’ record retention policy details how long we will retain information and when the information will be deleted or destroyed.

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

Data Protection law requires us to have a lawful reason (lawful basis) for processing the personal data we use.  Our processing shall be lawful because at least one of the following will apply:

a. the data subject has given consent to the Council for processing of their personal data for one or more specific purposes

b. the Council required to collect, use and store data outlined in legislation. These include, but are not restricted to:

Reading Borough Council also collects and provides information as required by the DfE, Ofsted inspection requirements and MHCLG for Supporting Families Programme.

c. processing is necessary to protect the vital interests (necessary to protect children from harm) of the data subject or of another natural person

d. processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the Company

Data collected is used to:

    • Enable us to carry out specific functions for which we are responsible
    • Derive statistics to fulfil our statutory duties and returns and inform decisions such as the funding
    • Assess performance, set targets and improve services.

Details of how long the data will be stored and criteria used to determine this:

Children’s services

Nature of Record Retention Period Action at the end of that period Legislation Reason
All records relating to the creation and management of Child Protection Orders Retain from date of birth of child for 75 years Destroy Arrangements for the Placement of Children (General) Regulations 1991 Statutory requirement
Allegation of a child protection nature against a member of staff working at a school, including where the allegation is unfounded Until the person’s normal retirement age or 10 years from

the date of the allegation, whichever is longer, then destroy. if you find that allegations are malicious you

should destroy the record immediately.

 Destroy  NSPCC Child protection records, retention and storage guidelines Statutory requirement
Child Protection case files Retain from date of birth of child for 40 years Destroy Arrangements for Placement of Children (General) Regulations 1991 Statutory requirement
Children in Need files Retain from date of birth of child for 40 years Destroy Arrangements for Placement of Children (General) Regulations 1991 Statutory requirement
Child Protection Register Permanent Arrangements for Placement of Children (General) Regulations 1991 Statutory Requirement
Register of Offenders Who Pose a Risk to Children Retain for the period in

which any person is assessed to pose a continued risk to children or until

notification of death.

 Destroy Sex Offenders Act 1997 Statutory Requirement
All records relating to the care of children and young people in hospices Retain from date of birth of child for 75 years Destroy Children’s Homes Regulations 2001 reg.29 Statutory Requirement

Residential care

Nature of Record Retention Period Action at the end of that period Legislation Reason
All records relating to children who are resident in local authority children’s homes Retain from date of birth of child for 75 years Destroy Children’s Homes Regulations 2001 reg.29 Statutory Requirement
All records relating to the administration of residential care for children and young people (excluding the register and client records) Retain from year records created for 15 years Destroy Children’s Homes Regulations 2001 reg.29 Statutory Requirement
Personnel records relating to the employees working in children’s homes Retain from year records created for 15 years Destroy Children’s Homes Regulations 2001 reg.29 Statutory Requirement
Register of admissions to local authority children’s homes Retain from year records created for 75 years Destroy Children’s Homes Regulations 2001 reg.29 Statutory Requirement
All records relating to the provision of respite care for children and young people Retain from date of birth of child for 75 years Destroy The English Children’s Homes Regulations 2001 Statutory Requirement
All records relating to Child Death Reviews Retain from date of report for 15 years Destroy Recommended
All records relating to Serious Case Reviews including the final report Retain from date of report for 15 years Destroy Recommended
All records relating to the constitution and management of the Berkshire West Safeguarding Partnership Board Retain from year records created for 4 years Destroy Recommended
All records relating to Shared Care for children and young people Retain from date of birth of child for 75 years Destroy Limitation Act 1980 S.2 Statutory Requirement
All records relating to the management of Special Guardianship Orders Retain from date of birth of the child concerned for 75 years Destroy Children Act 1989 Statutory Requirement

Fostering and adoption

Nature of Record Retention Period Action at the end of that period Legislation Reason
All records relating to the management of the adoption process Retain from date of adoption order for 100 years Destroy Disclosure of Adoption Information Regulations 2005 Statutory Requirement
All records relating to the provision of foster care places by the local authority Retain from date of birth of child for 75 years Destroy Arrangements for the Placement of Children Regulations 1991 Statutory Requirement
Records relating to the application for and implementation of a staying put order Retain from date of birth of individual for 75 years Destroy Recommended
Application and case records of foster carers Retain for at least 10 years from date of approval termination as a foster carer, or for at least 3 years if unsuccessful application / withdrawal during application process Destroy The Fostering Services (England) Regulations 2011 Statutory Requirement
Foster Carer Register Permanent The Fostering Services (England) Regulations 2011 Statutory Requirement

Children looked after

Nature of Record Retention Period Action at the end of that period Legislation Reason
Records relating to the application for and implementation of a Care Order Retain from date records created until 75th anniversary of the child’s birth or 15 years after death if the child dies before age 18. Records should be destroyed at the end of the retention period. 75 years Destroy The Children’s Homes Regulations 2001 Statutory Requirement
All records relating to the creation and maintenance of care plans for children looked after Retain from date of birth of child for 75 years Destroy Children Act 1989 Statutory Requirement
All records relating to the provision of educational support for children looked after Retain from date of birth for 75 years Destroy Arrangements for the Placement of Children Regulations 1991 Statutory Requirement
All records relating to the recruitment and management of independent visitors for children looked after Retain from date of last contact with the independent visitor for 6 years Destroy Limitation Act 1980 S.2 Statutory Requirement
Case files relating to Children Looked After Retain from date of birth for 75 years Destroy Arrangements for the Placement of Children Regulations 1991 Statutory Requirement
Register of Children in the Care of the Local Authority Permanent Arrangements for Placement of Children (General) Regulations 1991 reg. 10 Statutory Requirement
Statutory complaints made about the provision of services for children in the care of the local authority Retain from date of birth for 75 years Destroy Arrangements for the Placement of Children Regulations 1991 Statutory Requirement
All records relating to the provision of support for young people leaving care Retain from date of birth for 75 years Destroy Arrangements for the Placement of Children (General) Regulations 1991 Statutory Requirement
All records relating to supported employment for looked after children Retain from date of birth for 75 years Destroy Limitation Act 1980 S.2 Statutory Requirement

Support for children and young people

Nature of Record Retention Period Action at the end of that period Legislation Reason
All records relating to the management of chaperones Retain from last contact with the chaperone for 6 years Destroy Limitation Act 1980 S.2 Statutory Requirement
Records relating to the application for and implementation of a child assessment order Retain from date of birth of child for 40 years Destroy Recommended
All records relating to the administration of pre-crime prevention schemes Retain from completion of the prevention programmes for 1 year Destroy Advice on Information Management in Youth Offending Teams (England) [Youth Justice Board 2011] Statutory Requirement
All records relating to clients of family centres Retain from last contact for 6 years Destroy Limitation Act 1980 S.2 Statutory Requirement
All records relating to the financial management of family centres Retain from year records created for 6 years Destroy HMRC – Compliance Handbook Manual CH15400 Statutory Requirement
All records relating to the management of buildings being used as family centres Retain from year records created for 6 years Destroy Limitation Act 1980 S.2 Statutory Requirement
All records relating to the provision of support for children and the families of children living with HIV and AIDS Retain from last contact with family for 6 years Destroy Limitation Act 1980 S.2 Statutory Requirement
All records relating to the creation and management of sensory rooms Retain from creation of records for 6 years Destroy Limitation Act 1980 S.2 Statutory Requirement
All records relating to the provision of speech, language and communication therapy to children (aged under 18 years) Retain from date of birth of minor for 25 years Destroy Limitation Act 1980 S.2 Statutory Requirement
All records relating to the provision of educational psychology services Retain from date of birth of the pupil for 25 years Destroy Limitation Act 1980 S.2 Statutory Requirement
All records relating to the provision of Portage Home Teaching services Retain from date of birth of the pupil for 25 years Destroy Limitation Act 1980 S.2 Recommended
All records relating to the provision of Primary Mental Health Worker services Retain from date of birth of the pupil for 25 years Destroy Limitation Act 1980 S.2 Recommended
All records relating to the provision of the Mental Health Support Team Retain from date of birth of the pupil for 25 years Destroy Recommended
All records relating to the provision of Massage and Sensory Integration services Retain from year records created for 6 years Destroy Limitation Act 1980 S.2 Recommended
All records relating to the provision of Autism Support services Retain from year records created for 6 years Destroy Limitation Act 1980 S.2 Recommended

Under 5s

Nature of Record Retention Period Action at the end of that period Legislation Reason
All records relating to the creation of childcare sufficiency assessments Retain from date childcare sufficiency assessment replaced for 3 years Destroy Statutory Requirement
All records relating to information and support for those interested in becoming a registered child minder and those already registered where there is financial involvement Retain from year records created for 6 years Destroy HMRC – Compliance Handbook Manual CH15400 Statutory Requirement
All records relating to information and support for those interested in becoming a registered child minder and those already registered where there is no financial involvement Retain from year records created for 3 years Destroy Best Practice
All records relating to training provided for those interested in becoming a registered childminder and those who are already registered Retain from date award expires for 3 years Destroy Best Practice
All records relating to applications for and management of early education for 2 year olds Retain from creation of records for 6 years Destroy HMRC – Compliance Handbook Manual CH15400 Statutory Requirement

Special Education Needs and/or Disabilities (SEND)

Nature of Record Retention Period Action at the end of that period Legislation Reason
All records relating to the allocation and provision of home to school transport for special needs pupils Retain from date transport provision ceases for 6 years Destroy Limitation Act 1980 S.2 Statutory Requirement
All records relating to the development and implementation of special needs coordinated support plans Retain from date of birth of child for 25 years Destroy Best Practice
All records relating to the allocation of school places to children with special educational needs Retain from date of birth of child for 25 years Destroy Best Practice
All records relating to the management of special educational needs assessments Retain from date of birth of child for 25 years Destroy Best Practice

Educational support

Nature of Record Retention Period Action at the end of that period Legislation Reason
All records relating to the alternative provision of education for pupils who can’t attend mainstream schools – pupil records Retain from date of birth of pupil for 25 years Destroy Limitation Act 1980 S.2 Statutory Requirement
All records relating to the management of pupils schooled at home Retain from date of birth of the pupil for 25 years Destroy Limitation Act 1980 S.2 Statutory Requirement
All records relating to Pupil Referral Units – pupil records Retain from date of birth of the pupil for 25 years Destroy Limitation Act 1980 S.2 Statutory Requirement

Educational support – Health and welfare at school

Nature of Record Retention Period Action at the end of that period Legislation Reason
All records relating to the provision of educational support to children who are in hospital Retain from date of birth of the pupil for 25 years Destroy Limitation Act 1980 S.2 Statutory Requirement
All records relating to the development and implementation of parenting contracts Retain from date of birth of the pupil for 25 years Destroy Limitation Act 1980 S.2 Statutory Requirement
All records relating to psychological, psychiatric or social work services (not including child protection) in schools Retain from date of birth of the pupil for 25 years Destroy Limitation Act 1980 S.2 Statutory Requirement
All records relating to the management of school attendance and truancy Retain from date of birth of the pupil for 25 years Destroy Limitation Act 1980 S.2 Statutory Requirement
All records relating to the provision of school catering services Retain from end of the contract for 6 years Destroy HMRC – Compliance Handbook Manual CH15400 Statutory Requirement
All records relating to the maintenance of health and safety in schools Retain from year records created for 3 years and 4 months Destroy Limitation Act 1980 S.11 Statutory Requirement
All records relating to the provision of the school nursing service Retain from year records created for 6 years Destroy Limitation Act 1980 S.2 Statutory Requirement
All records relating to the supervision of medication administration in schools Retain from date of birth of the pupil for 21 years and 4 months Destroy Limitation Act 1980 S.11 Statutory Requirement
All records relating to the reporting of accidents where the person concerned is under 18 Retain from date of birth of minor for 21 years and 4 months Destroy Limitation Act 1980 S.11 Statutory Requirement

Educational support – Pupil development and support

Nature of Record Retention Period Action at the end of that period Legislation Reason
All records relating to the provision of educational psychology services Retain from date of birth of the pupil for 25 years Destroy Limitation Act 1980 S.2 Statutory Requirement
All records relating to the administration of school transport – where transport is provided Retain from date transport ceases for 6 years Destroy Limitation Act 1980 S.2 Statutory Requirement
All records relating to the provision of support for young people when leaving education Retain from year records created for 6 years Destroy Limitation Act 1980 S.2 Statutory Requirement
All records relating to the provision of support to pupils when moving between schools Retain from date of birth of the pupil for 25 years Destroy Limitation Act 1980 S.2 Statutory Requirement
All records relating to the allocation and management of work experience placements Retain from date of work experience placement for 6 years Destroy Limitation Act 1980 S.2 Statutory Requirement

Schools – Curriculum and policy

Nature of Record Retention Period Action at the end of that period Legislation Reason
All records relating to the exclusion of school pupils Retain from date of birth of the pupil for 25 years Destroy Limitation Act 1980 S.2 Statutory Requirement
All records relating to the management of complaints in schools Retain from date of resolution of complaint for 6 years Destroy Limitation Act 1980 S.2 Statutory Requirement
All records relating to the appointment and management of School Governors Retain from termination of service as a school governor for 6 years Destroy Limitation Act 1980 S.2 Statutory Requirement
School registers of attendance Retain from date of entry for 3 years Destroy Working together to improve school attendance Statutory Requirement
All records relating to the creation, implementation and management of schools forums Retain from year records created for 6 years Destroy Best Practice

Schools – Extra-curricular activities

Nature of Record Retention Period Action at the end of that period Legislation Reason
All records relating to the provision of extended schools activities Retain from year records created for 6 years Destroy Limitation Act 1980 S.2 Statutory Requirement
All records relating to the provision of school clubs and activities Retain from year records created for 6 years Destroy Limitation Act 1980 S.2 Statutory Requirement
All records relating to the administration of outdoor activity centres by local authorities Retain from year records created for 6 years Destroy Limitation Act 1980 S.2 Statutory Requirement
School Visits: Parental Consent Forms where there has been a major incident Retain from result of the investigation for 6 years Destroy Limitation Act 1980 S.2 Statutory Requirement

Schools – School admissions

Nature of Record Retention Period Action at the end of that period Legislation Reason
All records relating to the provision of information and school contact details Retain from year records created for 1 year Destroy Limitation Act 1980 S.2 Statutory Requirement
All records relating to the allocation of primary school places Retain from year records created for 1 year Destroy School Admissions Code 2012 Statutory Requirement
All records relating to the administration of school appeals Retain from end of the appeal process for 2 years Destroy School Admissions Code 2015 Statutory Requirement
All records relating to the allocation of secondary school places Retain from year records created for 1 year Destroy School Admissions Code 2012 Statutory Requirement

Who will it be shared with and for what purpose?

We may share your information but is not limited to the following:

  • Department for Education
  • National Health Service
  • Child Protection Information Sharing (CP-IS)
  • Ofsted
  • Schools
  • Courts
  • Police
  • Probation
  • Adopt Thames Valley (ATV)
  • Youth Justice Board
  • eGovonline (E-PEP)
  • NCER – National Consortium of Examination Results
  • IFA Consortia Board
  • Foster Carers
  • Fostering Agencies
  • Central Government and other Local Authorities
  • Ombudsmen and regulatory authorities
  • Family, associates and representatives of the person whose personal data we are processing
  • Berkshire West Safeguarding Children Partnership Board
  • Other partner agencies if/when required, such as private voluntary organisations

Information will be shared due to statutory requirements, legal obligations, progress monitoring and tracking to determine service delivery.

Information will be shared internally if required for better performance and efficiency of services and the welfare of service users.

How can a current or past service user get access to it?

You can complete the online subject access request form. If you prefer, you can use the paper version and send this and photocopies of your ID to:

Subject Access Requests, Customer Relations Team, Reading Borough Council. Civic Office, Bridge Street, Reading RG1 2LU

Alternatively, you can email the documents to: SAR@reading.gov.uk.

If you have any questions about SARs, you can email Reading Borough Council’s customer relations team, which administers SARs on our behalf. The email address is: SAR@reading.gov.uk.

We do not transfer data outside the EU. Where consent is required, this will be sought. However, some data is required based on statutory requirements, where no consent is required.

Where applicable, the right to withdraw consent at any time will be applied except in the case of statutory requirements.

You have a ‘right to be forgotten’ so you can ask for your personal information to be deleted where:

  • It is no longer needed for the reason why it was collected in the first place.
  • You have removed your consent for us to use your information and we do not have to keep your information for legal reasons.

If we have shared your personal information with others, we will do what we can to make sure those using your personal information comply with your request for erasure.

We may not be able to delete your personal data if it is needed for legal reasons, for reasons of public health, public interest or for medical purposes. If you require further advice, please contact us at: IGTeam@reading.gov.uk

What other rights does the service user have that we have to make known to them?

The right to have their data corrected, the right to have their data deleted and their right to put a complaint to the Information Commissioner’s Office (ICO), alongside legal requirements.

Will there be any automated decision making?

There is no automated decision making within Reading Borough Council.

Caldicott Guardian, Children’s Services

A Caldicott Guardian is a senior person responsible for protecting the confidentiality of people’s health and care information.

The Caldicott Guardian for children’s services is the Director of Children’s Services.

Data Protection Officer

The Data Protection Officer is the Information Rights Services Manager.

Contact details: GTeam@reading.gov.uk