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This privacy notice is being provided to you because you are part of a Olive Branch Fostering foster carer or prospective foster carer’s network. You might be living in the same household as a person who has applied to foster, or be a close family member, or you may have been identified as someone whom the prospective or approved foster carer feels will be supportive to them in their fostering role. In most cases, you will know all about this and will have met with a social worker from our fostering service.
As we have information about you, the law requires us to give you this privacy notice. It sets out what sort of information we hold, why we need it, how we hold it, how we use it, with whom we share it with and what rights you have in relation to this information. This privacy notice is also available on our website www.olivebranchfostering.co.uk
We are required to have a Data Protection Officer (DPO) who is responsible for making sure that our fostering service complies with its legal duties about collecting, keeping and sharing personal data.
Our DPO is Joanne Sharples and they can be contacted at [email protected]
When we assess or work with foster carers, the law requires that we keep information about them, and about others in their household or close network. If you have been involved in providing information to us, or if the foster carer has talked with us about you, this will likely be included in the foster carer or prospective foster carer’s case record. The information we hold about you is all in relation to fostering, and we do not hold a separate case file in your name.
It is impossible to always separate the personal information of the foster carer or someone applying to be a foster carer from that of their family or wider network. We will have information about your name and may have other contact details. We will likely have information about how fostering might impact on you, and/or how you might contribute to supporting the foster carer. In some cases, you will have agreed to undertake a criminal record check and the outcome of that will be held on the foster carer’s file. The information that we hold will all be relevant and proportionate to the role that you are likely to play in fostering.
The personal information we hold will have been provided by you directly or by the foster carer you are associated with. Other information might come from third parties, such as the outcomes of criminal record checks.
We keep and use your information to enable us to run a fostering service in line with the requirements that are set out in law.
Employees of our fostering service will have access to your information for the lawful purposes set out above. Additionally, your information may be shared with third parties in certain situations, such as with our secure database provider, with Ofsted when it inspects our fostering service as required by law, or with local authority commissioning services that are considering whether to place a child with the foster carer you are associated with. In all of these cases, your information will be a very small part of what is shared and the vast majority of the information will be about the foster carer. We may also make information available to regulatory authorities, governmental organisations, or other third parties in order to comply with the law.
We have a range of policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed. We have a system to ensure that your information is accessed only by individuals authorised by us to do so in the performance of their duties.
We are required by law to hold data about foster carers, which will include your personal data, for a set minimum period of time.
For approved foster carers, the case record must be kept for at least 10 years from the date on which they ceased to foster. Where a person has enquired about fostering, but for whatever reason, including withdrawing their application, has not gone on to be approved, the case record will be held for 3 years from the date when it was decided that the enquiry or application would not proceed. However, if our responsibilities under safeguarding and fostering legislation or our insurance cover requires it, Olive Branch Fostering may hold this information for longer.
You can ask to see what personal information we hold about you. This is sometimes called a Subject Access Request. We will provide this information to you within one month (unless things are very complicated), and there is no cost for this. If you want to see the information we hold about you, please contact the DPO/Registered Manager Joanne Sharples at:
Suite 29 Hardmans Business Centre
New Hall Hey Road
You do not have to give any reasons for why you want to see this information.
Under data protection law, you have rights to your information. These vary according to the basis on which personal data is processed. Olive Branch Fostering process personal data initially due to legitimate interest and, once an initial home visit is planned, because we have a legal obligation to do so. Your rights to your data are:
Your right of access – You have the right to ask us for copies of your personal information.
Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
If you have any comments or concerns about how we use your information, we would like to hear from you. Please contact the data controller whose details are provided earlier in this notice.