South Essex Extended Services Privacy Notice
This notice explains what personal data (information) we hold about you, how we collect, how we use and may share information about you. We are required to give you this information under Data Protection Law (GDPR).
Who we are
South Essex Extended Services (SEES) collects, uses and is responsible for, certain personal information about you. In doing so, we are regulated under the General Data Protection Regulation (GDPR), which applies across the European Union (including in the United Kingdom) and we are responsible as the ‘controller’ of that personal information for the purposes of those laws. Our Data Protection Officer is Kim Chant.
South Essex Extended Services provides a range of additional, intensive and specialist support to children, young people and families. This support is available to our partner schools and within the local community. We work in an integrated way with other children’s services teams in Essex and with partner organisations, to ensure we deliver the best possible outcomes for children, young people and families.
Personal Information collected by us
In providing advice and support for a child/young person and their family, we would typically collect the following personal information from you:
- Personal information (such as name, address, contact details, date of birth, gender)
- Special category characteristics (such as ethnicity and disability)
- Reasons for support (such as what you are worried about and what is working well)
- Information on assessments and plans (such as further details of your issues and challenges and how we are going to work together to bring about the changes you want to see)
- Details of events and services that you can access through us
We may also obtain personal information from the following other sources:
- Details of any criminal offences (such as youth offending, domestic abuse, young person missing from home, crime and anti-social behaviour)
- Attendance and exclusion information (such as sessions attended, number of absences, reasons, details to support statutory processes), from your child’s school
- Involvement with other Essex children’s services teams
- Information about your additional requirements
- Housing information from district and borough councils where appropriate
We use your personal information to:
- Enable integrated working with other teams and organisations to ensure you receive the right support at the right time
- Plan and provide the most appropriate level of support to you and your family
- Help you to access relevant support and advice services and groups
- Provide support around compulsory school attendance
- Undertake our statutory duties to refer families, as required, to local housing authorities to reduce homelessness
- Evaluate and quality assure the services we provide
- Inform future service provision and the commissioning of services
How long will your personal data be kept
We may hold your personal information securely and retain it from the child /young person’s time of referral until they reach the age of 25, after which the information is securely destroyed.
Reasons we can collect and use your personal information
If we need to collect sensitive, personal information, we rely upon reasons of substantial public interest (safeguarding of children and of individuals at risk, and equality of opportunity or treatment), for the provision of Social Care (if a case needs to be stepped up to children’s Social Care), exercise or defense of legal claims whenever courts are acting in their judicial capacity.
These legal bases are underpinned by acts of legislation that dictate what actions can and should be taken by local authorities, including:
- The Education Act, 1996
- Crime and Disorder Act, 1998
- Police and Criminal Evidence Act, 1984 (PACE)
- The Localism Act, 2011
- Homelessness Reduction Act, 2017
Who do we share your personal information with
- Teams within Essex County Council working to improve outcomes for children and young people
- Commissioned providers of local authority services (such as family support services, youth services, young carers support, NEET support, mental health services and education services)
- Partner organisations, where necessary, which may include health visitors, midwives, district councils, housing providers, police, school nurses, doctors and mental health workers
- Government departments including the Department of Education, Department of Work and Pensions, Ministry of Justice, Ministry of Housing, Communities and Local Government
- We will share personal information with law enforcement or other authorities, if required, by applicable law.
Under GDPR you have rights which you can exercise free of charge which allow you to:
- Know what we are doing with your information and why we are doing it
- Ask to see what information we hold about you (subject to an access request)
- Ask us to correct any mistakes in the information we hold about you
- Object to direct marketing
- Make a complaint to the Information Commissioners Office
- Withdraw consent at any time (if applicable)
Depending on our reason for using your information, you may also be entitled to:
- Ask us to delete information we hold about you
- Have your information transferred electronically to yourself or to another organisation
- Object to decisions being made that significantly affect you
- Object to how we are using your information
- Stop us using your information in certain ways
We will always seek to comply with your request, however, we may be required to hold or use your information to comply with legal duties. Please note, your request may delay or prevent us delivering a service to you.
For further information about your rights, including the circumstances in which they apply, see the guidance from the UK Information Commissioners Office (ICO) on individuals’ rights under GDPR.
Keeping your personal information secure
We have appropriate secure measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business to need to know. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
Please contact firstname.lastname@example.org to exercise any of your rights, or if you have a complaint about why your information has been collected, how it has been used, or how long we have kept it for.
You can contact our Data Protection Officer, Kim Chant, at South Essex Extended Services, c/o The King Edmund School, Vaughan Close, Rochford, Essex, SS4 1TL