Fostering and adoption privacy notice

Who we are and what we do

The Gateshead Council Fostering team are responsible for managing the applications of potential foster cares and families applying to adopt. There are three main parts to this:

  • fostering application process
  • the Fostering and Adoption Panel
  • foster carer payments

The panel will make recommendations on suitability, matching of long term foster placements, adoption matches, variations in approval categories, annual reviews and re-registration/deregistration as well as authorising payment when appropriate.

Why we need your information and how we use it 

For applications and fostering and adoption panel

To undertake the fostering recruitment process and assess the potential applicants suitability to be an in-house foster carer. The Foster Services (England) Regulations 2011.

This information is needed to comply with Adoption & Children Act 2002 and The Fostering Services Regulations 2011. Disclosure of Adoption Information (Post- Commencement Adoptions) Regulations 2005 section 6.

For payment

Your information will be required to allow for payments to be made to the Foster Carer for services provided to Gateshead looked after children and children accessing a short break.

HMRC - Compliance Handbook Manual CH15400 and The National Minimum Standards for Fostering Services (England 2011) or The Fostering Service Regulations (England 2011)

Note: Parental consent is now required for the processing of personal data of children under the age of 13. Silence or inactivity does not constitute consent; clear and affirmative consent to the processing of private data must be provided. By completing a valid application form, you are giving your consent.

What type of information is collected from you

For applications and fostering and adoption panel

Personal sensitive information relating to suitability to either be a foster carer or being matched long term (Fostering) or as an adopter (Adoption) to a named child.

Personal sensitive information collected on an assessment form called a Form F. The Form F is divided into two stages, Stage 1 background checks including Criminal Records Checks. Stage 2 is a more personal process looking at applicants' suitability to be a foster carer.

Information will include name, date of birth, marital status and occupation.

For payment

Financial information to facilitate payments, including name and bank account details, national insurance number, tax code and payment due.

Who your information may be shared with (internally and externally)

For applications

Internally

  • your information will be shared with colleagues in the duty placement team so that foster carers can receive placements. In addition, your personal information will be shared with colleagues in the Looked after Children's Teams as they will be managing the children that foster carers look after.
  • information will also be shared with representatives at the Fostering and Adoption Panel who will review your initial application to be a foster carer and subsequent reviews.

Externally

  • Information will be shared with colleagues in the Council's Revenue and Benefits Team so that the Council Tax exemption for Gateshead Foster carers can be applied annually
  • Information may be provided by the Inland Revenue as part of the verification process of foster carers' placements if requested.
  • Information may also be provided to the Independent Review Mechanism (IRM) if there is an application to de register a foster carer or a foster carer challenges a Qualifying

Determination made by the Agency Decision Maker.

For the fostering and adoption panel

Organisations we will share the information when necessary, or by law with:

  • members of the fostering panel
  • external fostering and adoption agencies
  • other local authorities
  • Ofsted
  • health agencies

For payments

Financial information to facilitate payments, including name and bank account details . Other information will include National Insurance number, tax code and payment amount.

How long we keep your information

For applications

We are required under Fostering Services Regulations 2002.to keep your information for a minimum of 75 years from our last contact with the successful foster carer, after which time it will be destroyed.

Your information we use for marketing purposes will be kept with us until you notify us that you no longer wish to receive this information.

For fostering and adoption panel

We are required under the Disclosure of Adoption Information (Post- Commencement Adoptions) Regulations 2005 section 6 to keep your information for a minimum of 100 years after the date of adoption after which time it will be destroyed.

Your information we use for marketing purposes will be kept with us until you notify us that you no longer wish to receive this information.

For payments

We are required under HMRC - Compliance Handbook Manual CH15400.to keep your information for a minimum of 6 years from the record creation after which time it will be destroyed.

Your information we use for marketing purposes will be kept with us until you notify us that you no longer wish to receive this information. 

Protecting your information

For more information, please see our privacy notice.

How you can access, update or correct your information

The Data Protection law gives you the right to apply for a copy of information about yourself. This is called a Subject Access Request. For more information please visit our data protection page.

The accuracy of your information is important to us to be able to provide relevant services more quickly. We are working to make our record keeping more efficient. In the meantime, if you change your address or email address, or if any of your circumstances change or any of the other information we hold is inaccurate or out of date, please email via our contact page.

Information Commissioner's Office

The Information Commissioner is the UK's independent body set up to uphold information rights.

If you would like to know more about your rights under the Data Protection law, and what you should expect from us, visit the Information Commissioner's website.

If you have any concerns regarding our privacy practices or about exercising your Data Protection rights, you may contact the Information Commissioner's Office:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
0303 123 1113 or 01625 545 745 
casework@ico.org.uk

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