We keep the Fostering Service Privacy Notice under review. It was last reviewed and updated in June 2022.
This Privacy Notice is designed to help you understand how and why the Fostering Service at City of York Council processes your personal data.
When we use your personal data, City of York Council (CYC) complies with data protection legislation, and is the registered ‘Controller’. Our data protection notification is registered with the Information Commissioner’s Office (ICO) - reference Z5809563.
If you have any questions about this Privacy Notice contact the council’s Data Protection Officer.
View the privacy and transparency information for all of the City of York Council (CYC).
- collecting personal data
- using personal data
- our legal basis for using personal data
- sharing personal data
- retaining personal data
- further processing of personal data
- your rights relating to personal data
Collecting personal data
We will collect your information using:
- online application forms
- paper application forms
- face-to-face applications and queries
- telephone applications
- Skype or Microsoft Teams
The amount and type of personal data the Fostering Service will collect from you will depend on why and how you are contacting or interacting with us, and the service or information you are requesting. We will only ask you for the information that is necessary to provide you with responses to what you are contacting us about.
Where we use systems or apps such as Microsoft Teams, to contact you or to gather information from you, we will let you know.
Privacy notices which cover the collection of data through these other systems include:
- Attend Anywhere Video Appointments Privacy Notice
- City of York Council Microsoft Office 365 (MS365) Teams Meeting recording and transcription privacy notice
Other privacy notices will be available on the systems' or apps' own privacy notices, such as WhatsApp.
Using personal data
We will use your information:
- to deliver the fostering service
- for foster carer recruitment campaigns
- to answer enquiries about becoming a foster carer
- to confirm your identity
- for foster placement matching
- to ensure that children, young people and foster carers receive a high level of care and support
- to help improve our service
- to provide anonymised reports, such as evaluations of the fostering service
Any presentations, reports and statistics for publication or use outside of the authorised council staff, will be anonymised and cannot be linked back to you, your family or individuals. Reports containing anonymous information may also be shared with the general public and other organisations.
We will protect your data and make sure nobody has access to it who shouldn’t. For example to prevent unauthorised access to files restrictions are in place to ensure that only employees who need the information to perform a specific task are given access to your information, which is kept in the council’s secure network.
Our legal basis for using personal data
The Fostering Service collect and use your information to enable us to meet our legal responsibilities to make sure children in care are safe and well. This involves supporting children in places that meet their needs. For some children this is foster care.
These legal responsibilities are set out in various legislation and statutory requirements including but not limited to:
- Children Act 1989
- Boarding Out of Children Regulations 1991
- Children's Home Regulations 2001
- Fostering Services Regulations 2011
- Fostering Services National Minimum Standards 2011
- Care Planning, Placement and Case Review Regulations 2010 (amended)
We may also use your information to contact you to take part in surveys, campaigns or consultations about our foster care services. We will either ask for your consent to do this or will rely on the legitimate interests of the council as the lawful basis, to contact you for this purpose. This is because it's reasonable for us to ask you for your feedback, comments and opinions about this service as it is essential to help us meet our internal and external obligations in delivering the fostering service.
Sharing personal data
In the course of performing our legal duties, we will share your information in the council and with external agencies such as:
- social work practitioners and senior managers
- independent reviewing officers
- The Safeguarding team
- health agencies
- the police
- other local authorities
- education providers
With your prior explicit consent we share certain information with external organisations to support foster carer recruitment and foster carer awareness.
We may be required or permitted, under data protection legislation, to disclose your personal data, with social carers, health personnel or the emergency services, without your explicit consent, for example if we have a legal obligation to do so, such as for:
- law enforcement
- fraud investigations
- regulation and licensing
- criminal prosecutions and court proceedings
- in an emergency situation
The council must protect public funds and may use personal data and data-matching techniques to detect and prevent fraud, collect taxes and ensure public money is targeted and spent in the most appropriate and cost-effective way. To do this, your information may be shared with other bodies responsible for auditing or administering public funds including:
- the Audit Commission
- the Department for Work and Pensions
- other local authorities
- HM Revenue and Customs
- the police
We do not pass or sell your information to third parties for marketing, sales or any other commercial purposes without your prior explicit consent.
Retaining personal data
We will keep your information in accordance with our applicable retention schedule requirements, detailed below, and when we no longer have a need to keep it, we will delete or destroy it confidentially and securely.
For client records relating to the provision of foster care we will retain information for 75 years from the date of birth of the child
For records relating to the creation and management of providing foster care places we will retain information for 6 years from when process changes.
At the end of the retention period, we may pass any relevant information to the City Archives where it is required or appropriate to do so.
Further processing of personal data
If we wish to use your personal data for a new purpose, not covered by this Privacy Notice, then we'll provide you with a new notice.
The new notice will:
- explain this new use before we start the processing
- set out the relevant purposes and processing conditions
Where and whenever necessary, we'll seek your consent to the new processing, if we start to use your personal data for a purpose not mentioned in this Privacy Notice.
Your rights relating to personal data
When we collect your personal data we'll tell you how we are going to use it. Where we process your personal data, you have a number of rights under data protection law.