Fair processing notices - Stoke-on-Trent Aiming High

How we use your data

At Stoke-on-Trent City Council we take your privacy seriously and will only keep and use your personal information for reasons the law requires or allows. We are a data controller for the personal information we hold about you in relation to the Aiming High Programme. In order to comply with data protection legislation, we must be sure you understand how we use this information.

Stoke-on-Trent City Council has partnered with Eequ as part of our Aiming High Programme to deliver short break activities for children and young people with special educational needs and disabilities.

In order to provide the activities to you and your family it is necessary to collect and hold personal information about you and your child/ren. This information will include:

  • Full name of child
  • DOB/age
  • Special educational need or disability
  • Home address
  • School
  • Gender
  • Any health or other needs related to help keep children safe
  • Ethnicity

Eequ will collect personal data from families and activity providers to ensure the smooth running of the programme. Stoke-on-Trent City Council and Eequ will handle personal data in accordance with the UK General Data Protection Regulation and Data Protection Act 2018 and other relevant legislation and will not disclose your data to any other third party, unless allowed or required to do so by legislation. For further details about the processing of your personal data please see the Council’s Data Protection webpage How we use your personal information | Stoke-on-Trent and Eequ’ s Privacy Policy Eequ Privacy Policy.

Who is processing my data

All personal data held, is processed in accordance with data protection law. The Data Controller for the information outlined in this notice is Stoke-on-Trent City Council.

Eequ is working as a Data Processor and will process your information on behalf of the Council.

How we will use the information we hold about you

We will collect information about you (where applicable) to:

  • Determine the eligibility of children for the Aiming High programme
  • Effectively manage and co-ordinate the Aiming High programme
  • Share any medical or personal data (e.g. food allergies, additional needs) to help keep children safe during activities.
  • To contact you with service updates relating to the Aiming High programme
  • To monitor service delivery, ensuring it is meeting intended purpose and outcomes

What is the legal basis for us to process your data

This information processing is considered to be part of Stoke-on-Trent City Council’s public task. The processing and sharing of personal data in this way is required for the purpose of co-ordinating the Aiming High programme effectively.

The key legal gateways for statutory duty are found within the following legislation:

• Children Act 1989

• The Breaks for Carers of Disabled Children Regulations 2011

• Chronically Sick and Disabled Persons Act 1970 (‘CSDPA 1970’)

• Children Act 2004

• Children and Families Act 2014

• Equality Act 2010

• NHS Act 2006 (as amended by the Health and Social Care Act 2012)

• Care Act 2014 (in relation to transition to adult social care

 

The legal basis for processing the data is in the public interest or in the exercise of official authority (Article 6.1e UK GDPR).

Our additional legal bases for using your special category (sensitive) information is Article 9(2)(h) of the UK GDPR and basis in law of the DPA Act 2018 is Schedule 1 Part 2 – Health and Social Care Purposes.

Who we will share your information with

We may share your information with partner organisations, including:

  • Activity providers where parents/carers have signed their child/young person up to engage in an activity.

We will not normally share your information with organisations other than our partner organisations without your consent, however, there may be certain circumstances where we would share without consent such as where we are required to do so by law, to safeguard public safety, and in risk of harm or emergency situations. Any information which is shared will only be shared on a need to know basis, with appropriate individuals. Only the minimum information for the purpose will be shared.

How long do we keep your records

We will only retain your personal Aiming High data for as long as reasonably necessary to fulfil the purposes we collected it for, including the purposes of managing your activity booking needs or service monitoring requirements. We will retain your personal Aiming High data so that you can book future activities without the need to re-enter information. Data collected for the Aiming High programme during checkout will be kept until the termination of the Data Processing Agreement in place with Eequ.

Eequ’s Privacy Policy details how Eequ may retain your personal data for the purpose of using the booking platform for other non-Aiming High activities Eequ Privacy Policy.

Who to contact if you have questions

You have a number of rights under data protection law, including the right to request your information and to request the information be amended or erased if incorrect.

If you wish to speak to us in relation to this service please contact aiming.high@stoke.gov.uk in the first instance.

If you want to exercise your rights under information law, please contact the Information Rights Team at foi@stoke.gov.uk or Information Rights Team, Floor 2, Civic Centre, Glebe Street, Stoke-on-Trent ST4 1HH or you can complete the online form on the Council's website: Feedback/Information Request Form | Stoke-on-Trent

If you wish to complain about how your personal information has been handled by Stoke-on-Trent City Council, please 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 at: The Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, Tel: 0303 123 1113 or you can visit their website at Information Commissioner's Office (ICO)

For any general enquiries you can contact the council by phone on 01782 234234, via email to enquiries@stoke.gov.uk or by writing to us at Civic Centre, Glebe Street, Stoke-on-Trent, ST4 1HH.

Providing accurate information

It is important that we hold accurate and up to date information about you in order to assess your needs and deliver the appropriate services. If any of your details have changed, or change in the future, please ensure that you inform us as soon as possible so that we can update your records