KCC Foster Carers and Kent Supported Homes hosts privacy notice
We keep this privacy notice under regular review and was last updated in October 2021.
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 United Kingdom General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 (DPA 2018). We are responsible as ‘controller’ of that personal information. Our Data Protection Officer is Benjamin Watts.
The Fostering Service, working in collaboration with the 18+ Care Leavers Service, approves, supports and pays foster carers and Kent Supported Homes hosts (supported lodgings providers), and provides them with ongoing support, guidance and training to ensure they are fully skilled to be effective foster carers and hosts. The service also works with KCC Foster Carers and KCC Supported Homes hosts, as well as a range of fostering agencies to ensure that children and young adult care leavers are placed with the most appropriate families, carers and hosts.
Personal information we collect and use
Information collected by us
In the course of approving and supervising foster carers we collect the following personal information when you provide it to us:
- personal information (such as name, address, contact details, date of birth, gender, 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 foster children
- previous or current involvement with KCC Integrated Children’s Services, including Social Care and Early Help
We also obtain personal information from the following other sources as follows:
- the local authority in whose area you live
- teams within Kent County Council working to improve outcomes for children and young people
- Disclosure and Barring Service for DBS checks including criminal offence information
- social media
- references (from past and present employer, and personal)
- previous partners
- health providers, such as GPs
How we use your personal information
We use your personal information to:
- process foster carer and Kent Supported Homes host applications
- assess suitability to become a foster carer or host
- monitor the progress and stability of placements, to safeguard and support children and young adult care leavers
- provide ongoing support, advice and training to foster carers and hosts
- prevent or detect crime or fraud
- assess and evaluate our services
- inform future service planning and the commissioning of services
- ensure that foster carers and hosts receive the correct payments.
How long your personal data will be kept
We keep your information securely in line with the retention periods shown below, after which the information is made inaccessible to system users or securely destroyed, unless we are required by legal reasons to retain records for longer than the stated retention period.
|Foster parents approved by KCC - including any person with whom a child is placed (under Regulation 34 or 38 of the Fostering Services Regulations 2002) and records of foster parent applicants who are not approved||Date of last contact with foster carers +75 years|
|Fostering applicants who are ‘counselled out’, or turned down, or approved but decided not to proceed further.||Date application is terminated + 10 years or date of death of fostering applicant + 2 years. In exceptional cases, records may be retained beyond this period on the authorisation of a Head of Service|
|KCC supported homes hosts approved by KCC||Date of last contact with host +75 years|
|Finance and procurement, financial services, payments: all records relating to the payment of foster carers||6 years|
Reasons we can collect and use your personal information
We collect and use your personal information to comply with our legal obligations under The Fostering Services (England) Regulations 2011 and S20 of the Children Act 1989 to fulfil our statutory safeguarding responsibilities, and to carry out tasks in the public interest. We rely on the following legal bases under UK GDPR:
- Article (6)(1)(c) - Legal obligation: the processing is necessary to comply with the law
- Article (6)(1)(e) - Public task: the processing is necessary to perform a task in the public interest or for official functions (task or function has a clear basis in law)
When we collect or share special category personal data, we rely upon the following legal bases under UK GDPR:
- Article 9(2)(b) - Employment, social security and social protection. We rely on the ‘Employment, social security and social protection’ purpose condition from Schedule 1 of the Data Protection Act 2018 when relying on Article 9(2)(b) to process your special category data
- Article 9(2)(f) - Legal claims or judicial acts
- Article 9(2)(g) - Reasons of substantial public interest. We rely on the ‘equality of opportunity or treatment’ purpose condition from Schedule 1 of the Data Protection Act 2018 when relying on Article 9(2)(g) to process your special category data
- Article 9(2)(h) - Health or social care. We rely on the ‘health or social care purposes’ purpose condition from Schedule 1 of the Data Protection Act 2018 when relying on Article 9(2)(h) to process your special category data
Who we share your personal information with
- KCC teams including Finance and children’s services
- Ofsted (in the event of a local authority inspection of children’s services)
- other local authorities
- fostering agencies - Regulation 26(1A) gives the fostering service undertaking the current assessment the power to request access to records about the applicant held by the fostering service or adoption agency which granted the approval (provided that the applicant consents).
We will share personal information with law enforcement or other authorities if required by applicable law.
Under UK 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 UK 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.
Read our corporate privacy statement.