Privacy notice: Children With Disabilities Register

1. Introduction

This Privacy Notice explains types of personal information we may collect about you when you interact with us. It also explains how we will store and handle that information, as well as keep it safe and secure.

We will keep our privacy notice under regular review and will advise you of any updates on our website.

This Notice was last reviewed in May 2019.

2. Who we are

For the purposes of Data Protection legislation, South Tyneside Council is the Data Controller.

3. What type of personal information do we collect?

We may collect the following types of personal information:

The Person Applying:

Name, relationship to child, address, phone number, email address.

Child who will be registered on the Disability Register:

Name, date of birth, address, gender, ethnicity.
Details of any special educational need or disability that has a long term and substantial adverse effect on their ability to carry out normal everyday activities.

In some cases, additional information may be requested, such as:

Medical or Professional's Reports
Copy of the Education, Health & Care Plan (EHCP)

4. How do we collect personal information?

We may collect your personal information in a number of ways, for example:

In writing - for example letter, application form or email
Online application form
In person
Family members acting on your behalf
Solicitors or insurance companies acting on your behalf

5. Why do we collect your personal information?

South Tyneside Council collects this personal data in order to perform a public task and fulfil a statutory duty, which in this case, is the maintenance of a voluntary Disability Register of children with special educational needs or disabilities living within South Tyneside.

6. Who might we share your personal information with?

We will only share information if we are legally required to do so. We will not share your personal information with any other third parties unless you have specifically asked us to do so.

7. How long will we keep your personal information?

All records maintained on the Disability Register will be held for 6 years after the child's 18^th birthday. In cases where parents/carers ask for their child's details to be removed from the register before their 18^th birthday records will be stored for 6 years from the date of removal. (Limitation Act 1980 s 2).

At the end of this period, the record will be deleted unless there is any special reason for keeping it.

8. What is our legal basis for using your personal information?

To use your personal information there must be a lawful basis to do this, such as, through a contract, performing a public task or where there is a legal obligation.

The Council will gain explicit consent to store your personal information.

The Council will maintain the Disability Register in accordance with the Children Act 1989 schedule 2 parts 1 and 6.

9. How do we keep your personal information secure?

Information provided to the Short Breaks Team is held securely on our network. Only officers working within Short Breaks Team and system administrators have access to these records.

10. Is your personal information used overseas?

We will not process your personal information outside of the European Economic Area (EEA).

11. What are your rights?

Your individual rights are set out in law. Subject to some legal exemptions, you have the following rights:

Right to be informed
Right of access
Right to rectification
Right to erasure
Right to restrict processing
Right to data portability
Right to object
Rights in relating to automated decision making and profiling

12. Contact us

If you would like to exercise your rights in relation to your personal information, or you feel that something has gone wrong with your personal information, you can contact us in either of the following ways:

By email: data.protection@southtyneside.gov.uk

By telephone: 0191 424 6539

In writing:

South Tyneside Council
Information Governance
Town Hall and Civic Offices
South Shields
NE33 2RL

If you feel that the Council has not handled your information correctly you can contact the Information Commissioner's Office (ICO). The ICO is the Government's Independent Body responsible for overseeing data protection. In most cases the ICO will only review cases that have exhausted the Council's internal procedures.

The ICO's contact details are as follows: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF. More information can be found on the ICO's website at www.ico.org.uk.