Privacy notice: South Tyneside Family Hubs

1. Introduction

This notice provides additional privacy information regarding Request for Service referral process form.

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

This Notice was implemented in May 2023 to be reviewed May 2024.

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:

Name
Address
Telephone number
Email address
Date of Birth
Sex
Ethnicity
Religion

4. How do we collect personal information?

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

In person
In writing - for example letter or email
Telephone calls
Online forms
Referrals from another department
Family members acting on your behalf
Enquiries received from the following organisations:
- Police forces
- NHS
- Health Care Professional
- Social Care
- Education
- PVI

5. Why do we collect your personal information?

We will use the information provided on this form to register for a Request for service from within our Programme Guide for Family Hubs in South Tyneside.

This information will be held within Child View Systems and on our Early Help Module (EHM) within South Tyneside Council. This is where information for data of families who access the Family Hubs is stored.

We also receive enquires from various organisations listed in section 4 above who will provide personal details of the individuals they are making the enquires about. This information has been agreed to be shared in the first instance by the person who is requiring a referral.

6. Who might we share your personal information with?

We will share your information with South Tyneside Family Hubs and the Frontdoor where referrals go to be triaged.

The request for service will be inputted into our EHM system and then data will be collated of attendees which will highlight the success of the programmes. The request for service will be sent to a Family Hubs Manager to triage and enrol on to the appropriate programme.

We will not share your personal information with any other third parties unless you have specifically asked us to, or if we have a legal obligation to do so.

We may need to disclose your details if required to the police, South Tyneside Safeguarding team, regulatory bodies, or legal services.

7. How long will we keep your personal information?

We will hold your personal information relating to Request for Service for 5 years. At the end of this period, it 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.

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:

(a) Your consent can be removed at any time. You can do this by contacting the team who collected and stored their individual information.

9. How do we keep your personal information secure?

Information provided on the Request for Service is held on a secure system within South Tyneside Council. Only professionals who have access to these systems and administrators within South Tyneside Council 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.