Privacy Notices - Parenting Hub Triple P Parenting Programme


You need to be aware of this Privacy Notice if you are completing the smart survey relating to Triple P online training.

What is a Privacy Notice?

A Privacy Notice is a statement issued by an organisation which explains how personal and confidential data about individuals is collected, used and shared.

Who is collecting and using your personal data?

Swindon Borough Council will act as a “Data Controller” for any personal data that you provide to us. We will ensure that the data given to us is processed in line with our Data Protection Act 2018 (DPA 18) and the EU General Data Protection Regulations(GDPR).

To find out more about Swindon Borough Council’s data protection policies please contact our Data Protection Officer. Email or write to Data Protection Officer, Civic Offices, Euclid Street, Swindon, Wiltshire, SN1 2JH.

Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of data is governed by the General Data Protection Regulation 2016/679 (the “GDPR”).

What personal data do we collect?

The FISS Service as part of Swindon Borough Council collects data about you when you complete a Smart Survey Form.

This includes:

  • Your Name
  • Post code
  • Age group
  • Ethnicity
  • Your role in relation to the children you are providing care for and in relation to the reason you are aiming to undertake the Triple P on line parenting programme.
  • The names and dates of birth of the children you are providing care for.

We are collecting this information using an online tool called Smart Survey to replace the paper forms, to improve efficacy and reduce costs where possible. We also understand that using an online tool will be more paper light and help us to assess the quality and completion of the Triple P online programme. It will enable us to identify any improvements to our parenting offer and enable us to identify groups who may be under represented

Data reports will be taken from the Smart Survey system enabling us to improve our parenting range and offer in the future.

How do we process your personal data?

Swindon Borough Council complies with its obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

Why do we need your personal information?

We use your personal information to:

  • create a secure and comprehensive record of all of the work that we do with, for you and the child you are providing care to
  • check the quality of the services being provided to you by the FISS service and specifically the Triple P On line parenting programme
  • inform future planning of our services

To ensure our services are accessible to as wide an audience as possible and to target specific interventions to sections of the community that are under represented in our service.

How the law allows us to use your information?

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

Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller, we also collect and process your personal data on the basis of substantial public interest.

When we collect your ‘special categories’ of personal data such as ethnicity we rely on the following legal bases:

  • substantial public interest
  • equality of opportunity and/or treatment.

These legal: bases are underpinned by acts of legislation that dictate what actions can and should be taken by local authorities, including:

  • The Care Act 2014
  • Health and Social Care Act 2015
  • Children’s Act 1989
  • Data Protection Act 2018
  • Human Rights Act 1998
  • Mental Health Act 1983 (Amended 2007)
  • Mental Capacity Act 2005

We will only ever share your data on a basis of need, in line with legislation and will work transparently with you at all times.

Who do we share your information with?

This data sharing enables us to personalise your support and ensure that you are receiving the best service possible.

In the course of working with families we may collect information from, or share with, some of the following third parties (non exhaustive list):

  • Other local authorities
  • The Care Quality Commission (CQC)
  • Contracted external providers
  • Swindon Safeguarding Adults Board (LSAB)
  • Swindon Safeguarding Children Board (LSCB)
  • NHS providers, such as GPs and hospitals
  • Partner agencies, which deliver services in partnership with Swindon Borough Council

Our survey provider is ‘Smart Survey’, who provide online surveys and forms as a service. They process your Personal Data as a Processor on behalf of Swindon Borough Council.

How do we protect your information?

We will do what we can to make sure we hold records about you (electronically) in a secure way, and we will only make them available to those who have a right to see them.

Examples of our security include:

  • controlling access to systems and networks allows us to stop people who are not allowed to view your personal information from getting access to it
  • training for our staff allows us to make them aware of how to handle information and how and when to report when something goes wrong

We will also do what we can to make sure we hold records about you in a secure way, and we will only make them available to those who have a right or need to see them.

We will maintain the reliability, accuracy, completeness and currency of personal data in our databases and to protect the privacy and security of our databases. We keep your personal data only for as long as reasonably necessary for the purposes for which it was collected.

Our servers and databases are protected by industry standard security technology.

The employees who have access to personal data have been trained to handle such data properly and in accordance with latest regulation.

How long do we keep your personal information?

The information will be collected from the Smart Survey platform for processing by designated members of the FISS service only. Your information will be kept for the period of time of one year after you have undertaken the Triple P on line programme.

What you can do with your information?

Under the Data Protection Act 2018 and the EU General Data Protection Regulations you have the following rights:

  • The right of access to you own personal data.
  • The right to request rectification or deletion of your personal data.
  • The right to object to the processing of your personal data.
  • The right to request a copy of the information you provide us in machine-readable format.
  • The right to withdraw your consent to any processing that is solely reliant upon your consent.

Should you wish to exercise any of your rights, you should contact our Data Protection Officer at

Your right to complain

In the event that you wish to complain about the way that your personal data has been handled by Swindon Borough Council, you should write to our Data Protection Officer and clearly outline your case. Your complaint will then be investigated in accordance with our customer complaint and data protection incident procedures. If you remain dissatisfied with the way your personal data has been handled, you have the right to complain to the Information Commissioner’s Office.

You may refer the matter to the Information Commissioner’s Office whose contact details are below:

Information Commissioner’s Office
 Wycliffe House
 Water Lane
 SK9 5AF

The ICO website also contains information on data protection and your rights and remedies.

What if you do not provide personal data?

You are under no obligation to provide personal data to the FISS team for the purpose of monitoring the Triple P online programme using the Smart Survey. However, if you do not provide your data it may limit the services we are able to offer you, and will prevent us from undertaking a thorough evaluation of the Triple P online parenting programme and prevent the service from targeting particular groups that are not accessing our service.

Should you wish, you can decide to use the paper process in place of this electronic version, by advising the parenting practitioner of your preferences.

How will we ensure compliance?

All completed surveys will be reported on a quarterly basis which will allow for the FISS Service to audit completed surveys and mark them as completed.

Main privacy notice

You are viewing the Privacy Notice for the online survey relating to Triple P online training.

Read the council's main Privacy Notice