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Family Group Conferencing Service Privacy Notice

Who are we and what do we do  

Family Group Conferencing (FGC) is part of Gateshead Council. We are based at the Civic Centre, Gateshead and provide the following services:  

  • advice, support and services for children, young people and families through both statutory (social care) and non-statutory (Early Help) services 
  • family-led decision-making meetings 

In FGC the family are asked to develop a plan for the care or protection of a child or young person. Family and professional practitioners meet formally and make decisions that best meet the needs of the child or young person.  

We support children, young people and their families from early pregnancy up until the young person reaches the age of 19 years. We offer support for some children and young people who have a disability, up to the age of 25 years.  

This privacy notice provides specific information about how we processes your personal data. It is an addition to the information contained in our Corporate Privacy notice.  

The type of information collected about you  

We collect personal information to understand your needs and provide services. Information may include: 

  • name 
  • address 
  • email address 
  • telephone number 
  • date of birth 
  • education records  
  • employment details 
  • family information 
  • financial details for purposes of receiving or making payments  
  • housing records   
  • lifestyle, social and personal circumstances  
  • national identifiers such as NHS number and National Insurance (NI) number 
  • proof of identity  
  • services you receive 
  • visual images, personal appearance and behaviour  

This list is not exhaustive. The information required may depend upon your family circumstances. 

We collect the following special category data: 

  • criminal offences (including alleged offences), including information from the Youth Justice Service  
  • criminal proceedings, outcomes and sentences 
  • gender and sexual orientation 
  • physical or mental health details 
  • racial or ethnic origin 
  • religious or other beliefs of a similar nature  
  • SEN - Special Education Needs 

How we collect information about you  

We collect information about you from various sources to ensure that we meet your needs, including: 

  • face-to-face contact 
  • online referral form (for public or professional use) 
  • by post  
  • secure email  
  • secure health information exchange 
  • telephone contact 

We can source additional specialist information securely from partner agencies. We will record details of the sources of such extra information. 

Why we need your information  

Our purpose for collecting your personal data is to enable us to:  

  • assess your needs and identify the most appropriate services available 

The lawful basis for our processing is:  

  • consent 
  • legal obligation to which the data controller is subject 
  • task in the Public Interest or in exercise of official authority 

Our lawful basis for processing of sensitive personal data is: 

  • employment, social security and social protection (if authorised by law) 
  • reasons of substantial public interest (with a basis in law)  
  • health or social care (with a basis in law)  
  • public health (with a basis in law) 

The legislation the service is obliged to comply with includes: 

  • Adoption and Children Act 2002 and associated regulations 
  • Childcare Act 2006  
  • Children Act 1989 and 2004 
  • Children (Leaving Care) Act 2000   
  • Children and Social Work Act 2017  
  • Children and Families Act 2014  
  • Education (Information about Individual Pupils) (England) Regulations 2013 
  • Education (Pupil Registration) (England) Regulations 2006  
  • Education Acts 1944 and 1996   
  • Education and Adoption Act 2016  
  • Education and Inspections Act 2006  
  • Education and Skills Act 2008  
  • Equality Act 2010 
  • School and Early Years Finance (England) Regulations 2018  
  • Transport Act 1985 
  • Young People's Act 2008 

Who your information can be shared with 

Our Corporate Privacy notice explains information sharing the Council carries out. This sharing fulfils statutory obligations, legal requirements and service delivery. Children's Services and Early Help can share your information with:  

  • AdoptNE  
  • Cafcass 
  • Commissioning Services, to better understand service, care and accommodation needs of families 
  • Department for Education (DfE) 
  • Department for Works and Pensions (DWP) 
  • Disclosure Barring Service  
  • education providers 
  • foster carers, including independent fostering agencies 
  • Gateshead Safeguarding Children Partnership 
  • health agencies, including the Child Protection Information System (CP-IS) and Great North Care Record's Health Information Exchange 
  • Home Office  
  • home to school transport providers 
  • law enforcement agencies including the Police, Youth Justice Service and Probation Service 
  • Ofsted 
  • other Gateshead Council services, such as Housing, Domestic Abuse Team, Benefits and Adult Social Care 
  • other local authorities 
  • UK courts 
  • voluntary organisations providing services 

There are other times where we may need to share your information lawfully to individuals as well as organisations. These include: 

  • for the prevention or detection of crime 
  • where a court order requires us to share information  
  • where there is a serious risk of harm to you or to others 
  • where there are concerns for the welfare of a child  

Our lawful basis for this sharing is the performance of a task in the public interest or in the exercise of official authority vested in the controller and your consent is not required.  

If we wish to share your information with other council services or third parties for purposes outside of those listed above we will ask your permission.  

How long we will keep your information  

We keep your information for as long as we need to provide services to you. We may also need to keep your information in accordance with legal or other obligations. Where we have no need to keep your data it will be securely destroyed. We keep a Record of Processing Activity (a requirement under the GDPR). This sets out the specific retention periods applicable in different circumstances. For more information please contact: email address for service 

Please see the table below in relation to retention periods within the Family Group Conferencing Service: 

Business area  

Client specific  

Retention period (case closure)  

Early help  


25th birthday of the person we are working with  

Early help  

Children and families  

25th birthday of the person we are working with  

Early help  

Youth justice  

25th birthday of the person we are working with  

Early help  

Domestic abuse  

25th birthday of the person we are working with  

Children's Social Care  

Looked after children  

75th birthday. If the child dies before 18, 15 years from date of death  

Children's Social Care  

Foster carer  

10 years from approval ending  

Children's Social Care  

Foster carer - not approved  

3 years from refusal or withdrawal  

Children's Social Care  

Adoption - where an adoption order is made  

100 years from date of Adoption Order  

Children's Social Care  

Adoption - where an adoption order is not made  

Adoption agencies keep a children's and prospective adopter's case records for such period as considers appropriate. Where an adoption order is not made and the agency decides to close the child's case record, it should transfer the information from this record to the looked after case record. In which case see Looked After Children. If the child has never been looked after, the agency should destroy the records when no further action is necessary. An example of when this may be appropriate is if the possibility of adoption of a baby was discussed before the child's birth, but the baby remained with the birth parents.  

Children's Social Care  

Children's homes  

75th birthday. If the child dies before 18, 15 years from date of death  

Children's Social Care  

Child protection  

35 years after case closure  

Children's Social Care  

Child in need  

35 years after case closure  

Children's Social Care  

Serious case review  

25th birthday  

Where your information is held  

We hold personal information in secure electronic systems on Gateshead council servers and on the Mosaic System. Mosaic is a cloud-based electronic Social Care System used by Children's Services and Early Help Service. 

How you can update your information  

Our delivery of efficient services depends on the accuracy of your information. 

Please inform us of any changes to the following: 

  • email address 
  • personal circumstances 
  • postal address 
  • any of the other information we hold 

Please telephone (0191) 433 3380 

Your information rights  

Please see the relevant section of our Corporate privacy notice.  

Marketing and e-newsletters

Please see our email marketing privacy notice.  

Business intelligence, profiling and automated-decision making  

Please see the relevant section of our Corporate privacy notice.  

Protecting your information  

Please see the relevant section of our Corporate privacy notice.   

Data Protection Officer  

Data Protection Officer  

Civic Centre  

Regent Street  


NE8 1HH 

Contact telephone number: 0191 433 3000  

Information Commissioner's Office  

The Information Commissioner is the UK's independent body for upholding information rights. Visit their website to find out more about your rights under Data Protection law, and what to expect from us. 

For privacy practices or data protection rights concerns, contact the Information Commissioner's Office:  

Information Commissioner's Office 

Wycliffe House 

Water Lane 


Cheshire SK9 5AF  

0303 123 1113 or 01625 545 745  

Contact telephone number: