Adoption (non-agency) privacy notice
This notice explains what personal data (information) we hold about you, how we collect, how we use and may share information about you. We are required to give you this information under data protection law.
Who we are
Kent County Council (KCC) collects, uses and is responsible for certain personal information about you. When we do so we are regulated under the General Data Protection Regulation (GDPR) which applies across the European Union (including in the United Kingdom) and we are responsible as ‘controller’ of that personal information for the purposes of those laws. Our Data Protection Officer is Benjamin Watts.
The adoption service approves adopters, and provides them with ongoing support and guidance to ensure they are good adoptive parents. The service ensures that children are matched with the most appropriate adoptive parents to ensure positive outcomes for children and young people that have been in care.
Personal information we collect and use
Information collected by us
In the course of approving, matching and supporting adoptive parents we collect the following personal information when you provide it to us:
- personal information (such as name, address, contact details, date of birth, gender and language)
- special category characteristics (such as ethnicity, disability, religion and medical information)
- family network and relationship information
- employment information
- financial information
- information relating to assessments and approvals for suitability to adopt children
- previous or current involvement with KCC Integrated Children’s Services, including Social Care and Early Help.
We also obtain personal information from other sources as follows:
- the local authority in whose area you live
- other KCC departments
- other adoption agencies previously involved
- past and/or present employer
- social Media
- references (personal and employment)
- previous partners
How we use your personal information
We use your personal information to:
- process adoptive parent applications
- assess suitability to become an adoptive parent
- match approved adoptive parents with children for adoption, to ensure the most successful outcomes for children who have been in care
- provide ongoing support and advice to adoptive parents
- prevent or detect crime or fraud
- assess and evaluate our services
- inform future service planning and the commissioning of services.
How long your personal data will be kept
We keep your information securely in line with the retention periods shown below, after which time it is archived or securely destroyed, unless we are required by legal reasons to retain records for longer than the stated retention period.
Adoptive Parents Including both Kent Adoptive Agency placements and non-agency placements (step-parent adoptions)
On granting of an adoption order and completion of outstanding work, transfer all records to the Records Management Service for 100 years from date of adoption order
Adoptive parents who were ‘counselled out’ or turned down or approved but they decided not to proceed further
Date approval is terminated +10 years or date of death of adoptive parent +2 years. In exceptional cases, records may be retained beyond this period on the authorisation of a district manager
Adoption panel records
Date of adoption order +100 years
Records relating to the adoption and Special Guardianship Finance Support Board
Date of the meeting of the board plus a minimum of 6 years then review
Date of adoption order +100 years
Reasons we can collect and use your personal information
We collect and use your personal information to comply with our legal obligations in the Adoption Agencies Regulations 2005, and to carry out tasks in the public interest, and with consent where we need it. If we need to collect special category (sensitive) personal information, we rely on reasons of substantial public interest (equality of opportunity or treatment), for the provision or the management of social care systems or services, for social security or social protection law, and for the establishment, exercise or defence of legal claims whenever courts are acting in their judicial capacity.
Who we share your personal information with
- the judiciary and legal representatives
- Ofsted (in the event of a local authority inspection of children’s services)
- other local authorities
- adoption agencies
- Link Maker and Adoption Match (national agencies for matching).
We will share personal information with law enforcement or other authorities if required by applicable law.
Under GDPR you have rights which you can exercise free of charge which allow you to:
- know what we are doing with your information and why we are doing it
- ask to see what information we hold about you (subject access request)
- ask us to correct any mistakes in the information we hold about you
- object to direct marketing
- make a complaint to the Information Commissioners Office
- withdraw consent at any time (if applicable).
Depending on our reason for using your information you may also be entitled to:
- ask us to delete information we hold about you
- have your information transferred electronically to yourself or to another organisation
- object to decisions being made that significantly affect you
- object to how we are using your information
- stop us using your information in certain ways.
We will always seek to comply with your request however we may be required to hold or use your information to comply with legal duties. Please note: your request may delay or prevent us delivering a service to you.
For further information about your rights, including the circumstances in which they apply, see the guidance from the UK Information Commissioners Office (ICO) on individuals’ rights under GDPR.
If you would like to exercise a right, please contact the Information Resilience and Transparency Team at email@example.com.
Keeping your personal information secure
We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
Please contact the Information Resilience and Transparency Team at firstname.lastname@example.org to exercise any of your rights, or if you have a complaint about why your information has been collected, how it has been used or how long we have kept it for.
You can contact our Data Protection Officer, Benjamin Watts, at email@example.com, or write to: Data Protection Officer, Sessions House, Maidstone, Kent ME14 1XQ.
GDPR also gives you right to lodge a complaint with a supervisory authority. The supervisory authority in the UK is the Information Commissioner who may be contacted on 03031 231113.
Read our corporate privacy statement.