Privacy Notices - Quality assurance and review team conference evaluation Privacy Notice

You need to be aware of this Privacy Notice if you are signing up to complete a Child Protection Conference Evaluation Form, from the Quality Assurance and Review Team.

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

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. dataprotection@swindon.gov.uk or in writing to Data Protection Officer, Civic Offices, Euclid Street, Swindon, Wiltshire, SN1 2JH.

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”).
 

The Quality Assurance and Review Team as part of Swindon Borough Council collects data about you when you complete a Smart Survey Evaluation Form.

This includes:

• your family name (surname)
• the date the Child Protection Conference was held

We are collecting this information using an online tool called Smart Survey to replace the paper evaluation forms, to improve efficacy and reduce costs where possible. We also understand that using an online tool will more paper light and help families keep track of the information provided and improve communication between children and/or young people, parents and the Chair Person.

Data reports will be taken from the Smart Survey System and used towards the overall improvement of the service we provide. The information you provide will assist the Chair Person when conducting other Child Protection Conferences in the future.

The Quality Assurance and Review Team will use the information you provide on the Smart Survey Evaluation to make decisions based on the recommendations provided that result in the best outcomes for a child and/or young person.

We comply with our 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.

The Quality Assurance and Review Team will use the information you provide to inform the Child Protection process. To make decisions based on views, wishes and recommendations provided  that ensure the best outcomes for young people, families and professionals involved.

We may also use the information provided to:

• make improvements to the service we provide to families and young people
• check the quality of service we are providing to families and young people
• provide the best outcomes and experiences for all families and young people

Processing is necessary for the provision of health or social care or treatment or the management of health or social care systems and services.

By proving your name we are able to easily match the information provided on the Smart Survey Evaluation Form to the correct child’s file and ensure it is recorded and processed on behalf of Swindon Borough Council.

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

As we have a statutory basis for collecting your personal data, we do not need to ask for your permission to collect and share it, however 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.
 

The Chair Person or Team Manager may need to use the information you provide to hold case discussions with other internal departments, to ensure quality care is being provided with regards to the child on a Child Protection Plan. This includes external agencies such as Doctors, Schools and Health Care Providers on your behalf.

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 child, young people and families we may collect information from, or share with, some of the following third parties (non exhaustive list):

• Other Local Authorities
• 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

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

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.
 

The information will be collected from the Smart Survey platform by designated members of the Quality Assurance and Review Team only and will be kept for the 6 month duration.

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 the Data Protection Officer.

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 DataProtection@swindon.gov.uk

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 at www.ICO.org.uk.

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

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

Email: casework@ico.org.uk

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

You are under no obligation to provide personal data to Quality Assurance & Review Team using the Smart Survey. 

However, if you do not provide your data it will limit the services we are able to offer you.

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

All completed surveys will be reported on a monthly basis, which will allow for the Quality Assurance Team to audit completed surveys and mark them as completed.

You are viewing the Privacy Notice for quality assurance and review team conference evaluation.

Read the main Privacy Notice