What personal information is being processed and what for
The Children and Families Service collects personally identifiable information whenever you access or sign up to any of our services, request information, make a complaint or participate in activities provided by us. The information we hold about you will depend on the services we provide.
Cheshire East uses a Families First approach, which means we work with children, young people and families together, focusing on strengths, relationships and the things that matter most to your family.
Depending on the service or support being provided, we may collect and use information that helps us understand your family as a whole, including:
- family strengths, goals and priorities
- how family members support one another
- challenges affecting wider family life, such as housing, finances, health, education or employment
- information shared during family meetings, assessments or reviews
- information recorded in single or shared family plans
This may sit alongside other information we already collect and use where relevant, including:
- basic personal details, e.g. name, address, date of birth etc
- family and household information
- health and wellbeing information
- education and development information
- social care and safeguarding information
- equality monitoring information
- financial or support needs information
- legal or youth justice information
We use this information to:
- provide services and support to children, young people and families
- keep children safe and promote their wellbeing
- meet our legal and statutory duties
- coordinate services across agencies
- reduce duplication and avoid families having to repeat their story
- make sure the right help is offered at the right time
- improve how services are planned and delivered
We may also use and share information to support local and national monitoring, evaluation and improvement of services, including providing information to government departments where this is lawful, necessary and proportionate.
Why we are allowed to use your information
Under UK GDPR and the Data Protection Act 2018, we process personal information because:
- we have a legal obligation to do so
- we are carrying out a task in the public interest or exercising official authority
- processing is necessary to protect someone’s vital interests
- we need to enter into or manage a contract
- we have asked for consent because this is the most appropriate lawful basis
Where a service is optional, or where consent is the most appropriate lawful basis, we will explain this and ask for your consent separately.
Where we process special category personal data, e.g. health, ethnicity, religious beliefs, sexual orientation, this is usually because it is necessary for reasons of substantial public interest, safeguarding children and individuals at risk, provision of health or social care, or because we are carrying out our statutory responsibilities under relevant legislation.
Families First and multi-agency working relies on appropriate and proportionate information sharing between professionals who are supporting your family. We share information in line with relevant legislation and guidance.
If we believe there is another legal basis for processing your personal data we will advise you of this at the time we collect the data from you.
Information may be shared with professionals involved in supporting your child or family where there is a lawful basis to do so and where sharing is necessary to provide support, safeguard children, coordinate services or meet legal obligations.
Who we will share your information with
Relevant professionals from different services may work together as a team around the family. This may include sharing information so that:
- support is coordinated
- decisions are made in the best interests of children
- families do not have to repeat their story multiple times
Only information that is necessary, relevant and proportionate will be shared. We may share information with partner agencies including:
- schools, early years settings and colleges
- health services
- police and safeguarding partners
- housing and welfare services
- employment services
- youth justice services
- voluntary and community sector organisations
- commissioned providers
- other local authorities
- relevant government departments
We may share relevant information with central government departments, including the Department for Education and other departments responsible for housing, communities and family policy, for:
- programme monitoring
- evaluation
- funding assurance
- service improvement
Where possible, this information will be anonymised or pseudonymised. Where identifiable information is required, it will only be shared where lawful, proportionate and necessary.
We may also use your information in an anonymous form, with any identifiable data removed, for performance monitoring, service improvement, service design and evaluation, and statutory returns.
Where we get your information from
Most of the information we use will come directly from you or your family.
Depending on the support being provided, we may also receive information from:
- schools and early years settings
- health services such as GPs, health visitors, school nurses or CAMHS
- social care teams
- housing and welfare services
- police and safeguarding partners
- voluntary and community organisations
- commissioned providers
- other local authorities
- government departments where this is needed for programme monitoring or evaluation
We will only seek or use information from other organisations where this is necessary, relevant and proportionate to the support being provided, our statutory duties, safeguarding responsibilities, or service improvement requirements.
How long we will keep your personal information
We keep records for different lengths of time depending on:
- the service provided
- the type of information held
- any legal or statutory requirements that apply
Further information is set out in the council’s information asset register.
How your information is stored
Information is stored securely in council systems and case record systems used by Children and Families Services.
Access to information is:
- restricted to authorised staff and partner professionals who need the information to carry out their role
- controlled and monitored
- limited to what is necessary for providing support, safeguarding children, meeting legal duties, improving services or completing required reporting
Where information is shared as part of Families First working, this will be done using secure methods and, where appropriate, in line with agreed information sharing arrangements.
What happens if you don't provide us with your information
Some Children and Families services, such as Family Help, are voluntary. However, if you choose not to provide information:
- this may limit the support, advice or services we can offer
- it may make it harder for services to work together effectively
Some services are statutory, which means we may still need to collect or share information without consent where this is necessary to:
- safeguard a child
- protect someone from harm
- meet a legal duty
- carry out a task in the public interest
Will your information be used to make automated decisions
Your information will not be used to make automated decisions about you or your family, but we may use some of your information to help us identify needs, plan support, improve services or understand trends.
If artificial intelligence (AI) tools are used, they will only support staff with tasks such as:
- summarising information
- drafting documents
- identifying service trends
Any use of AI will be assessed and overseen by staff to protect children’s rights and best interests. AI will not make decisions about children or families on its own. Decisions will be made by trained professionals.
Will this information be transferred abroad
Information in relation to children and families will not routinely be transferred outside the UK.
There may be exceptional circumstances where we need to share information with authorities outside the UK, for example where this is necessary for:
- safeguarding
- child protection
- care proceedings
- supporting a child or family with links to another country
Where personal information is transferred outside the UK, this will only occur where lawful and appropriate safeguards are in place in accordance with UK data protection legislation
Your rights
You have rights over your personal information. This includes the right to ask for a copy of the information we hold about you and to ask us to correct anything that is wrong. Where we have asked for your consent, you can withdraw that consent.
Where appropriate, information and privacy information will be explained directly to children and young people in a way that they can understand.
For more information about your rights, please see the council’s main privacy notice.