Safeguarding privacy notice

This Privacy Notice should be read in conjunction with Colchester City Council’s Privacy Policy. This Privacy Notice concerns the processing of personal data that takes place by the Safeguarding Team at Colchester City Council.

Information collected

In the course of working with you, we may collect the following personal data when you provide it:

  • Personal information, e.g. your name, address, contact telephone number, date of birth, place of birth
  • Contact details for members of your family and support network
  • Information about your finances, e.g. bank details, income, benefits
  • Information about health conditions or disabilities that may apply to you
  • Information about you and your circumstances
  • Information about relevant health and safety concerns
  • Information about your needs and wishes
  • We use your personal information to:-
  • Create a secure and comprehensive record of all the work that we do with and for you
  • Fully understand your needs
  • Arrange short/long term care solutions
  • Liaise with agencies, companies and charities on your behalf
  • Endeavour to keep you safe from harm
  • Process complaints and compliments regarding the services we have provided
  • Assess your financial contribution to your care
  • Analyse the service that we are providing.
  • Agencies we might share your information with

Whilst working with you, we may share your information with some of the following third parties (non-exhaustive list):

  • Essex Police and other Police Forces
  • Essex County Council
  • Clinical Commissioning Groups
  • National Health Services
  • National Probation Service
  • Essex Community Rehabilitation Company
  • Essex Youth Offending Team
  • Essex Social Care
  • Essex Youth Service
  • Essex Safeguarding Adult Board
  • Essex Safeguarding Children Board
  • Essex Fire & Rescue Service
  • Other Borough, City and District councils
  • Voluntary and charitable organisations
  • Education
  • Professional advisers and consultants
  • Housing providers
  • Government agencies
  • Drug and Alcohol Service Providers
  • Local and central government
  • ECC Children and Families Hub
  • Social Care Direct
  • Housing associations and landlords
  • Family associates or representatives o the person whose personal data we are sharing
  • Community Safety Partnership
  • Essex Police, Fire & Crime Commissioner

The sharing of information facilitates a joined-up approach with partner agencies to provide you with the best possible care and support. Sharing will, however, only be done where it is necessary or required by law.

The purpose and lawful basis for processing

When we collect your personal data, we rely on the following legal bases:

  • Article 6(1)(a) – the data subject has given consent to the processing of their personal data for one or more specific purposes.
  • Article 6(1)(d) – processing is necessary to protect the vital interest of a data subject or another person.
  • Article 6(1)(e) – processing is necessary for the performance of a task carried out in the public interest or in the exercise of the official authority vested in the controller.

When we collect your special categories of personal data (such as health, race, ethnicity, sexual orientation) we rely on the following legal bases:

  • Article 9(2)(a) – explicit consent of the data subject.
  • Article 9(2)(c) – processing is necessary to protect the vital interests of a data subject to another individual where the data subject is physically or legally incapable of giving consent.
  • Article 9(2)(g) – processing is necessary for reasons of substantial public interest.
  • Article 9(2)(h) – processing is necessary for the provision of health or social care or treatment or the management of health and social care systems and services.

The collection of personal data is required to comply with statutory responsibilities contained within the following legislation and guidance:

  • Safeguarding Vulnerable Groups Act 2006
  • Children Acts 1989 and 2004
  • Working Together to Safeguard Children 2018
  • The Children’s and Families Act 2014
  • The Care Act 2014
  • The Children (Leaving Care) Act 2000
  • Human Rights Act 1998
  • Mental Capacity Act 2005
  • Working Together 2018
  • Modern Slavery Act 2015
  • Section 115 of the Crime & Disorder Act 1998
  • ASB, Crime and Policing Act 2014 measures to conduct Anti-Social Behaviour Case Reviews
  • Section 9 of the Domestic Violence, Crime and Victims Act 2004 to conduct Domestic Homicide Reviews
  • Part 5 of the Counter-Terrorism and Security Act 2015 preventing people from being drawn into terrorism

Length of time we keep your information

We will only hold your personal data for as long as necessary and in line with our retention schedules.

How we protect and store your personal data

We take the confidentiality of personal information very seriously and use recognised security and access controls to protect your information from unauthorised access, loss, misuse, alteration or corruption. We have procedures and processes in place to ensure that your personal information is managed appropriately. Your information may be held outside of the UK. Where this is the case, we ensure that additional measures are in place to protect your data and to ensure that we continue to comply with data protection requirements.

Updates to this privacy notice

We will continually review and update this privacy notice to reflect changes in our processes and procedures, as well as to comply with changes in the law. When such changes occur, we will revise the 'last updated' date on this notice. We encourage you to periodically review this notice and to be informed of how we are protecting your information.

Page last reviewed: 6 March 2023


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