- How we use your data
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The Safeguarding Children Board collects and processes personal data relating to anyone accessing our service. This would include but is not exclusive to employees, external customers and students to manage the service we provide.
The Safeguarding Children Board is committed to being transparent about how it collects and uses your personal data and to meeting its data protection obligations.
The Safeguarding Children Board collects and processes:- your name, work address and work contact details, including work email address and work telephone number
- if you are a private applicant this will include your name, address and contact details, including email address and telephone number
- information about medical or health conditions, including whether or not you have a disability for which the Safeguarding Children Board needs to make
The Safeguarding Children Board will collect this information in a variety of ways, such as through application forms and evaluations forms following the completion of training and through training needs analysis tools.
Your personal data will be stored in a range of different places, including in an Excel spreadsheet (training database) and in the Safeguarding Children Board email system and possibly in document format.
The Safeguarding Children Board needs to process your data in order to maintain the service that we provide which includes but is not exclusive to:- providing training
- evaluating the quality of that training
- workforce planning support.
The Safeguarding Children Board has a legitimate interest in processing your personal data. It needs to process personal data to:
- contact delegates booked onto training for a variety of reasons such as to inform them of the cancellation of training
- maintain accurate training records
- produce skills matrices
- obtain information relating to any type of disability you may have, to ensure that we comply with making reasonable adjustmetns where possible for those in attendance to training
- provide quarterly reports for nominated agency representatives regarding attendance to training
- ensure effective general learning and development and business administration
- provide training records on request for current or former employees and external businesses who may have purchased training through us and wish to access their records
- produce service strategies
Your information may be shared internally within your agency, including with members of the HR team, your line manager, managers in the business area in which you work and IT staff if access to the data is necessary for performance of their roles.
We may share data with our internal audit team to evaluate the effectiveness of the organisation’s risk management, control and governance processes. We may also share your data with the council's fraud team to help to prevent and detect fraud.
The Safeguarding Children Board as a team within Stoke-on-Trent City Council follows internal policies and controls which are in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed. Some of the ways in which we protect your personal data include:- implementing appropriate technical and organisational measures to protect the confidentiality, integrity and availability of personal data and information
- ongoing continuous review of security
- regular review of information assurance and security policies and procedures
- ongoing training and awareness for staff on information assurance and security
- alignment with codes of conduct, certification schemes and government guidance, including the HMG Security Policy Framework, Government baseline security standards, and the National Cyber Security Centre (NCSC)
- use of the Government supplier assurance framework and Crown Commercial Services frameworks when working with suppliers and third parties
- regular review of security and cyber risks
Where we engage third parties to process personal data on our behalf, they do so under contract and on the basis of written instructions. Third parties are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data and comply with data protection legislation.
We keep course registers ofr 35 years following the completion of a training course.
Data protection law provides you with certain rights, but not all of these rights will be available to you in all situations. Where we are under a legal duty to use data for a particular purpose you will not have the right to prevent it being used in that way.Under data protection law:
- you can ask to see the information we hold about you
- you can ask what is being done with the information we hold about you
- you can ask to have some of the data we hold about you deleted
- you can ask us to review a decision made about you by a computer, and ask for a new decision to be made by a person
- you can ask us to stop processing the data we hold about you
- you can ask us to make changes to data about you that you believe is inaccurate
- in some circumstances you can ask us to help you move your information to another organisation
- you can ask us to restrict or limit what we do with your data, for example if you believe the data we hold is inaccurate, or if you believe the processing in unlawful
- Who to contact if you have questions
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If you wish to contact us in relation to any of your information rights, email foi@stoke.gov.uk or write to Information Rights Team, Floor 2, Civic Centre, Glebe Street, Stoke-on-Trent ST4 1HH.
Complete the online form
If you wish to complain about how your personal information has been handled by Stoke-on-Trent City Council, contact the information rights team in the first instance using the details above. If you are not satisfied you can complain to the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, or call 03031231113