Family hubs service area privacy notice

1 Council Contact Details

1.1 North Northamptonshire Council
Sheerness House
41 Meadow Road
NN16 8TL

0300 126 3000

1.2 North Northamptonshire Family Hubs are a one- stop shop where you can get support, information, and advice for you and your family. Our aim is to offer all families the support they need at the right time, in the right place by the right person. To help us understand whether we are achieving this we will collect records that helps us to make sure we are meeting the needs of children and families in North Northamptonshire and see what other services or support is required to meet those needs.

1.3 If you would like to know more about how we use your information there is further information on the Family Hubs website.

1.4 North Northamptonshire Council Family Hubs team can be contacted at [email protected].

2 Information that we hold

2.1 North Northamptonshire Family Hubs and the Family Hub Partnership collect and process the following information for and about you and your family.

  • Contact details:
    - Full Name
    - Full address and postcode
    - Date of birth
    - Telephone number
    - Email address
  • Unique identifiers (such as your NI number)
  • Contact we have had with you, for example appointments, letters, notes of appointments
  • Details and records about the services you have accessed
  • Relevant information from other people we are in contact with from whom you have received or accessed a service
  • Medical information where relevant to your support
  • Customer financial information where relevant to your support
  • Ethnic origin if you are happy to provide this
  • Religious belief if relevant to your support

2.2 It is important that your records are accurate and up to date as they will help make sure that our staff are able to provide you with the help, advice or support your need.

3 How the information is obtained

3.1 Most of the personal information we process is provided to us directly by you through one of the following means:

  • telephone
  • face to face
  • online forms
  • surveys

We may also receive personal information indirectly, from other agencies, or partners within Family Hubs who are providing support to you.

3.2 There are a number of reasons why we need to collect and use your personal information. Generally, we collect and use personal information where:

  • you have requested a service from us
  • you have entered into a contract with us
  • it is necessary to protect public health
  • it is required for the defence of legal cases
  • it is needed for employment purposes
  • you, or your legal representative, have given us your consent
  • you have made your information publicly available
  • it is necessary for law enforcement reasons and to prevent, and detect fraud or crime
  • we need to protect individuals from harm (in an emergency); or
  • it is necessary for archiving, research, or statistical purposes - For these purposes your data would be used in a pseudonymised format (name and other identifying information replaced with a unique number).

4 What we do with the information

4.1 We use the information that you have given us to:

  • ensure that we provide you with the service you need
  • share information to help us improve future services
  • help us find out how to support and help families
  • share your personal information for research purposes

4.2 We may share this information to help us improve future services and for research and evidence purposes so that the government can evaluate the effectiveness of the support we provide.
Information will only be shared with third parties if they have genuine and lawful need for it.

Occasions when your information needs to be disclosed (shared) include:

  • where the health and safety of others is at risk
  • safeguarding of children and vulnerable adults
  • when the law requires us to pass on information under special circumstances
  • crime prevention or the detection of fraud as part of the National Fraud Initiative

When other agencies are involved in supporting your family, such as health or education, we may need to share details about you to enable us to work together for your benefit.

Partner organisations

We work with other agencies, such as health, schools, police, housing, children's social care, community, and voluntary organisations, to ensure families in our area get the support they need from the most appropriate agency.

These could include:

  • partner organisations who will be part of the provision of the service and who will process personal data
  • commissioned services for Children's Centres and Early Help who provide services on behalf of the council.
  • other organisations / teams who are involved in supporting your family.

Anyone who receives information from us has a legal duty to keep it confidential. We are required by law to report certain information to appropriate authorities e.g.

  • where we encounter infectious diseases which may be a public health concern
  • where a formal court order has been issued

5 How long we keep your information for and how we securely dispose of it after use

5.1 Each partner within the Family Hub will keep records they make of the support they provide to you and your family in accordance with their own organisation’s policies and procedures. You can ask the person supporting you for more information about this.

Your details will be kept for 6 years in general and 75 years for children who have been looked after or subject to child protection plans.

Processing is kept to a minimum and will only be processed in accordance with the law. We keep your personal information in line with the council’s retention schedules. Request a copy of the retention schedule.

5.2 We will securely dispose of your information in line with retention periods.

6 How we store your information

6.1 Your information is securely stored on the council’s systems, in which the servers are UK based. Information will not be shared with overseas recipients.

6.2 These records may be written down (manual records) or may be kept on a computer (electronic records).

7 Your data protection rights

7.1 The law gives you a number of rights to control what personal information is used by us and how we can use it. Please see section 15 of the council’s Corporate Privacy Notice for further information.

7.2 Please be aware that your rights may differ depending on the lawful basis for processing your personal data.

7.3 The right to withdraw consent - You can ask that we no longer use your details for this processing. If you wish to exercise this right, please contact the Data Protection Officer detailed in section 8.1 below.

8 Who to contact

8.1 If you would like further information about how we use your personal information, or you wish to exercise one of your data rights or you wish to complain about the use of your personal information please contact the Data Protection Officer.

8.2 If you are still dissatisfied once you have contacted the Data Protection Officer, you have the right to complain to the ICO.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane

Helpline number: 0303 123 1113

9 Changes to this privacy notice

9.1 Privacy notices are live documents, which will be updated or revised in line with legislation.

Last updated 23 April 2024