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Children and Family Wellbeing Service

In order to comply with the UK General Data Protection Regulation (UK GDPR), where personal data relating to a data subject is collected, Lancashire County Council would like to provide you with the following details.

Identity and contact details of the data controller

  • Lancashire County Council, PO Box 78 County Hall, Fishergate, Preston, Lancashire, PR1 8XJ

Contact details of the data protection officer

  • Our Data Protection Officer is Paul Bond. You can contact him at dpo@lancashire.gov.uk or Lancashire County Council, PO Box 78 County Hall, Fishergate, Preston, Lancashire, PR1 8XJ

Purposes for processing

Children and Family Wellbeing Service (CFW) is part of Lancashire County Council. The aim of the service is to;

  • support vulnerable children young people and families
  • support family life
  • enable learning
  • prepare for work
  • improve community safety
  • promote health & wellbeing
  • develop healthier places

How and why we gather your information

Consent to be contacted

Your midwife may ask you to sign an Early Notification Form or your health visitor may ask you to sign a Mini Membership Form which includes some personal information including pregnancy (expected due date), This gives us your consent for CFW staff to make contact, provide information and invite you to access activities and to support you to register with our service. This consent can be withdrawn at any time.

Registration with CFW

CFW registration form asks for personal and more sensitive information. Service users give signed consent which details; what CFW do with your information, how they protect it, who they may share it with and for what reasons, this includes.

  • personal information (such as name, date of birth and address)
  • characteristics (such as gender, ethnicity and disability employment status, pregnancy and some medical information)
  • special education needs and disability
  • personal information regarding dependent children, ethnicity, gender, school or nursery they attend, additional needs including SEND and some medical conditions.

Referrals from the authorities Multi Agency Screening Hub

There may be occasions where the authorities Multi Agency Screening Hub (MASH) receive a safeguarding referral in connection with you or your family and send the referral details to the Children and Family Wellbeing Service. Where the referral is screened as not appropriate for a statutory response by MASH the team may feel you or your family may benefit from some support offered by the Children and Family Wellbeing service. In these circumstances we will receive personal information and referral details from MASH before we have obtained your explicit consent. These details are as below:

  • personal information (such as name, date of birth and address)
  • characteristics (such as gender, ethnicity and disability employment status, pregnancy and some medical information)
  • special education needs and disability
  • personal information regarding dependent children, ethnicity, gender, school or nursery they attend, additional needs including SEND and some medical conditions.
  • type of referral that was submitted and the details surrounding the referral (section 17 or section 47)
  • any potential history where you or your family may have been involved with a statutory or early help service

This information is received by the Children and Family Wellbeing service before we have obtained explicit consent. However, on receiving these details we will make every effort to contact you or your family for your consent to work with the service. You and your family have the right to decline consent to work with the service or where you have given consent you have the right to withdraw this at any time. The service is unable to start any level of support with you or your family where explicit consent has not been sought. The purpose of the service receiving your details is to make contact with you or your family to obtain consent to work with you or your family.

We use this information to;

  • ensure people are safe and well: contact details and perhaps some medical information in case of emergency is taken, in order to protect service users from harm when they are in our buildings.
  • provide services with the right support at the right time: We may contact you in some circumstances to provide targeted information about the services you may be interested in or to offer help.  If you have accessed activities or support previously you may be contacted so that CFW can keep in touch, ask how well we are doing and if you need any further support at that time or in the future.
  • report on and improve on services: You may be contacted in order to help monitor and evaluate how well CFW service supports families and CYP and if this has improved things for you.  Personal information may be used to plan better services for the future and compare CFW with other similar services. CFW may also undertake research or allow others to do so, to evidence how well they are doing.​

Referral pathway to get targeted CFW support.

In order to provide you with appropriate level of support to meet your needs one of our partner agencies may complete with you a Request for Support form (RFS). This will include some of the personal information listed above along with, the name of the person completing the RFS, who the lead professional working with your family is and the reasons why the referral is being made.  

Partner agencies may also complete a safeguarding referral to the authorities MASH team. Where it is identified that you or your family may benefit from some early help support your personal details, details of the professional making the referral and the reason for the referral will be sent to the service.  

Early Help Assessment and Plan (EHA/EHP- Previously Common Assessment Framework) and Team around the Family (TAF) process

In order to provide the most appropriate service and early help to families, children and young people CFW staff will complete an Early Help Assessment and Plan (previously Common Assessment Form - CAF) with you. As well as the personal information detailed above it will include

  • details of any historical involvement with CFW or our partner agencies
  • details of any historical support or interventions
  • assessment of need and agreed actions to support unmet needs
  • details of any risks to professionals in order to safeguard the workforce
  • details of other agencies working with your family

We use this information to

  • ensure families children and young people are offered the most appropriate support at the right time as part of an offer of early help
  • assess strengths, protective factors and underlying risks
  • ensure families progress is monitored
  • assess the quality of CFW service provision
  • Evaluate and improve CFW policies on wellbeing and early help
  • Target funds to specific areas where they are needed

The Supporting Families Programme

The Supporting Families Programme (previously Troubled Families Programme), is a national governmental programme designed to support families when they made need help most and to work on change for the benefit of families at a local level. The programme itself is delivered through the work which local authorities and their partners deliver with families. It uses data obtained from authorised national datasets, from within the local authority itself and from its key partners to evidence where families have made progress and changes that have been sustained and have benefited their children.

This intelligence is used to do complete such tasks as:

  • evidence programme outcomes for families
  • ensure the programme is being delivered within the programme framework via:
    • internal audits
    • spotchecks by the national team in Ministry of Housing, Communities & Local Government (MHCLG)
  • evaluate service/organisation/partner services
  • analyse and inform strategic service/organisation/partner decision-making

Community Offer

The community offer forms the Children and Family Wellbeing Services interface with Lancashire’s ‘Team around the School and Settings (TASS)’ way of working. Supporting families that schools and other settings may identify as needing some extra early help. Through this offer we will receive personal data for families from our partners engaging with us to discuss family circumstances and need. This data will be stored on the CFW Services case management tool as a record of our professional conversations.

Category of personal data being processed

  1. Personal data (information relating to a living, identifiable individual)
  2. Special category personal data (racial, ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person's sex life or sexual orientation)

Legal basis for processing personal data

The legal basis for processing your personal data, in accordance with the UK GDPR is:

(a) Consent: the individual has given clear consent for you to process their personal data for a specific purpose.

(c) Legal Obligation: the processing is necessary for you to comply with the law. You must reference the applicable legislation if you wish to rely on this basis for processing.

(e) Public Task: the processing is necessary for you to perform a task in the public interest or for your official functions, and the task or function has a clear basis in law. You must reference the applicable task/function and its' basis in law if you wish to rely on this basis for processing.

The legislation that provides the clear basis in law for processing personal data are as follows;

Legal basis for processing special categories of personal data

The legal basis for processing your special categories of personal data, in accordance with the UK GDPR is:

(a) The data subject has given explicit consent to the processing of this personal data.

(g) Processing is necessary for reasons of substantial public interest.

(h) Processing is necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services.

The task 'carried out in the public interest' is the safeguarding of children and individuals at risk as provided by Schedule 1 Part 2 Para 18 of the Data Protection Act (2018)

Recipients of the data

We may share your information with one or more of the organisations listed below.   This will only ever be done with your consent unless we have an alternative lawful basis to do so as described within this Privacy Notice. These partner agencies may also share a limited amount of personal information with other agencies on the list to ensure the most appropriate services are identified to support families.  All personal information will be processed and stored in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act (2018). The following conditions apply at all times;

  • Information will not be shared with organisations if the service user instructs CFW not to (unless the law requires it and if there is a risk of harm). Consent to share personal information is entirely voluntary and can be withdrawn at any time.
  • Families are entitled to know what information we hold about them. If they find that any of your information is wrong, they should inform CFW who will correct it.
  • Personal information is used to evaluate the effectiveness of CFW service. Any information used to undertake this monitoring and evaluation will be fully anonymised.

Internal Data Sharing

  • Lancashire County Council Adults Social Care
  • Lancashire County Council Children's Social Care
  • Lancashire County Council Public Health
  • Lancashire County Council Youth Offending Service
  • Lancashire County Council Business Intelligence Service

External Data Sharing

  • Education establishments; the nursery/ childcare provider/school/or college  your child attends or are intending to attend in the future
  • Lancashire Constabulary
  • Lancashire Fire and Rescue
  • School Nurse Providers: Lancashire Care NHS Foundation Trust and East Lancashire Hospitals NHS Trust
  • Health Visitors: Lancashire Care NHS Foundation Trust for Chorley, South Ribble and Preston, Burnley, Pendle, Rossendale, Hyndburn and Ribble Valley and West Lancashire
  • Health Visitors: Blackpool Teaching Hospitals NHS Foundation Trust for Fylde and Wyre Lancaster and North Lancashire
  • Child and Adolescent Mental Health Service (CAMHS) - Lancashire Care NHS Foundation Trust
  • Government departments - Department for Work and Pensions, Ministry of Housing, Communities and Local Government, Department for Education.
  • Voluntary, Community and Faith Sector organisations, some examples are; Child Action North West, Victim Support, Homestart, Barnardo's, We Are With You.
  • Local authorities, some examples are; Blackpool Council and Blackburn with Darwen Council.
  • Local authority housing departments and housing associations who provide social housing.

Information we share

  • personal information (such as name, date of birth and address)
  • characteristics (such as gender, ethnicity and disability employment status, pregnancy and some medical information)
  • education information (such as attendance details, any exclusions)
  • special education needs and disability
  • personal information regarding dependent children, ethnicity, gender, school or nursery they attend, additional needs including SEND and some medical conditions.
  • details of any historical involvement with CFW or our partner agencies
  • details of any historical support or interventions
  • assessment of need and agreed actions to support unmet needs
  • details of any risks to professionals in order to safeguard the workforce
  • details of other agencies working with your family

Any transfers to another country

  • No

Retention periods

Lancashire County Council will only store your information for as long as is legally required or in situations where there is no legal retention period they will follow established best practice.

File type Description  Security Retention period
email Emails held in Outlook that haven't been exported or moved elsewhere. Encrypted used when emailing personal data to partners. Retained in accordance with appropriate internal retention guidelines
Registration Forms Registration forms uploaded onto Early Help Module. Username and password protected system. Retention period governed by legislation
Family Assessment and Meetings Assessments and meeting minutes completed within or uploaded to Early Help Module. Username and password protected system. Retention period governed by legislation

Lancashire County Council will only store your information for as long as is legally required or in situations where there is no legal retention period they will follow established best practice.  Paper records help by CFW are archived after a 12 month period, the retention and disposal of both paper and electronic CFW records is overseen by the Lancashire Document Management Service who ensure that legal guidance regarding the length of time records should be kept is observed.

Your rights

You have certain rights under the UK General Data Protection Regulation (UK GDPR), these are the right:

  • to be informed via Privacy Notices such as this.
  • to withdraw your consent. If we are relying on your consent to process your data then you can remove this at any point.
  • of access to any personal information the council holds about yourself. To request a copy of this information you must make a subject access request in writing. You are entitled to receive a copy of your personal data within 1 calendar month of our receipt of your subject access request. If your request is complex then we can extend this period by a further two months, if we need to do this we will contact you. You can request a subject access request, either via a letter to Information Governance Team, address below.
  • of rectification, we must correct inaccurate or incomplete data within one month.
  • to erasure. You have the right to have your personal data erased and to prevent processing unless we have a legal obligation to process your personal information.
  • to restrict processing. You have the right to suppress processing. We can retain just enough information about you to ensure that the restriction is respected in future.
  • to data portability. We can provide you with your personal data in a structured, commonly used, machine readable form when asked.
  • to object. You can object to your personal data being used for profiling, direct marketing or research purposes.
  • in relation to automated decision making and profiling, to reduce the risk that a potentially damaging decision is taken without human intervention.

If you want to exercise any of these rights then you can do so by contacting:

Information Governance Team
Lancashire County Council
PO Box 78
County Hall
Preston
PR1 8XJ 

Or email: dpo@lancashire.gov.uk

To ensure that we can deal with your request as efficiently as possible you will need to include your current name and address, proof of identity (a copy of your driving licence, passport or two different utility bills that display your name and address), as much detail as possible regarding your request so that we can identify any information we may hold about you, this may include your previous name and address, date of birth and what council service you were involved with.

Further information

If you would like more information about this specific project then please contact:

Quality and Review Officer, CFW, Lancashire County Council, P.O. Box 78 County Hall, Preston PR1 8XJ
Email: cfwearlyhelp@lancashire.gov.uk

For more information about how we use personal information see Lancashire County Council's full privacy notice.

If you wish to raise a complaint on how we have handled your personal data, you can contact the Information Governance team who will investigate the matter.

Lancashire County Council, PO Box 78 County Hall, Fishergate, Preston, Lancashire, PR1 8XJ or email: dataprotection@lancashire.gov.uk

If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the Information Commissioner’s Office (ICO).