Immigration and Asylum Unit Privacy Notice

What information do we collect

  • Name, address, contact details
  • Date of birth, gender
  • Marital status
  • Next of kin details
  • Immigration status
  • Nationality
  • Other relevant family information
  • Correspondence (emails, letters, supporting documents)
  • Conversations (recorded and typed notes of telephone conversations)
  • Bank account details if applicable
  • Dates of occupancy
  • Tenancy agreement and landlord details
  • Payments made and outstanding
  • Housing Benefit, Discretionary Housing Payment and Council Tax disregards, discounts and reductions
  • GP details and relevant health professionals
  • NHS number
  • Letters/emails received
  • Financial information
  • Medical information including sensory needs
  • Case notes
  • Social care assessments
  • Mental capacity assessments
  • Safeguarding information
  • National Insurance Number Financial information (income, savings, assets and where necessary, expenditure)
  • Benefits you are in receipt of
  • Details of others living in your household
  • Landlord name, address and contact
  • Free School Meals: Child's name, address, date of birth and school, characteristics (such as gender, ethnicity and disability)
  • information relating to episodes of being a child in need (such as referral information, assessment information, Section 47 information, Initial Child Protection information and Child Protection Plan information)
  • episodes of being looked after (such as important dates, information on placements)
  • outcomes for looked after children (such as whether health and dental assessments are up to date, strengths and difficulties questionnaire scores and offending)
  • adoptions (such as dates of key court orders and decisions)
  • care leavers (such as their activity and what type of accommodation they have)

In some cases we may also ask you to provide ethnic, gender, sexual or age information to comply with equality legislation. Where we do so, it will always be made clear that this is optional and that you do not have to provide it. Whether or not you chose to provide this information, it will not affect any decisions we make or services that we provide to you. These fall under Special Category Personal Data under Article 9 under The UK General Data Protection Regulation (GDPR)

Who uses this information?

Bradford Children & Families Trust officers use this information. It may also be used by other council and government departments where it is legal to do so. See the section on ‘Who are we likely to share this information with?’

Adults Social care workers, finance workers, analysts, Home Office, Police, Revenue and Benefits, DWP, NHS, Home providers

We use this personal data to:

  • support these children and monitor their progress
  • provide them with pastoral care assess the quality of our services
  • evaluate and improve our policies on children’s social care

Why do we use this information?

We use this information to support families and ensure that children and young people can access education and receive the support they require as well as mitigate risks and the effective identification of need.

What authority does CBMDC have to collect and use this information?

Legal obligation or public task under various UK laws including but not limited to:

The UK General Data Protection Regulation (GDPR) Article 6(1)(c) Legal Obligation: processing is necessary for compliance with a legal obligation

Sharing with government departments and the police

(GDPR) Article 6(1)(e) Public Task: processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller

Council Tax, Council Tax Reduction, Housing Benefits, Discretionary Housing Benefits, Free School Meals, Blue Badge, Discretionary Assistance Schemes

Special Category Personal Data -Personal Sensitive Data

9(2)(b) Social Security: processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement.

(2) (c) processing is necessary to protect the vital interests of the data subject or of another natural person where the data subject is physically or legally incapable of giving consent.

9 (2) (h) processing is necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services on the basis of Union or Member State law or pursuant to contract with a health professional.

9 (2) (i) processing is necessary for reasons of public interest in the area of public health, such as protecting against serious cross-border threats to health or ensuring high standards of quality and safety of health care and of medicinal products or medical devices, on the basis of Union or Member State law which provides for suitable and specific measures to safeguard the rights and freedoms of the data subject, in particular professional secrecy

Housing Benefits, Blue Badge Official Vested Authority

The main basis of our official vested authority is as follows, however this list is not exhaustive:

Local Government Act 1972 and 2000

Local Government Finance Act 1988, 1992 and 2012

Social Security Administration Act 1992

Welfare Reform Act 2007 and 2012

Care Act

Mental Capacity Act

Safeguarding legislation

The Children Act 1989, 2004

The Health & Social Care Act 2012

The Health and Social Care (Safety and Quality) Act 2015

The Education Regulations 2013

The Children and Social Work Act 2017

The Care Act 2014

The Mental Capacity Act 2005

Mental Health Act 1983

Local Safeguarding Children & Adults Boards Regulations 2006 (SI 2006/90)

The Localism Act 2011

The Crime and Disorder Act 1998

The Childcare Act 2006

The Equality Act 2010

Who are we likely to share this information with?

The Home Office to ensure that the Local authority and services are able to provide support to vulnerable individuals and families help safeguard vulnerable adults and Bradford children & Families Trust; provide advice and assistance to you help carry out their legal and statutory duties

With health professionals to ensure a joined up service for you safeguard your vital interests

With the Police to help safeguard vulnerable adults and children

With external providers of care to ensure the appropriate assessed care and support is provided with other government departments to interrogate non-identifiable information to inform changes in national funding or where we are allowed to do so under our legal obligations.

How do we keep this information secure?

Your information is stored securely on database and document management systems with stringent access and use policies. We also undertake quality checks and monitoring to ensure the information we hold is accurate at the time and being used appropriately.

When computers make any decisions about you

Currently we do not have a system that automatically alerts another system. In the near future CP-IS will be implemented that will automatically alert the NHS when a child or YP has a CP plan.

When your data gets sent to other countries

Sometimes embassies are contacted for travel documents and checks are made in the country of origin, but this is at service users request.

How long do we keep this information?

Your information is retained securely for the date of birth of the pupil + 25 years.

What are your rights?

See our main Privacy Notice for details.

Immigration – The immigration exemption in the Data Protection Act 2018, under Schedule 2, Part 1, para 4 removes data subject rights, this exemption restricts the application of certain GDPR provisions to personal data processed for the purposes of the maintenance of effective immigration control, or the investigation or detection of activities that would undermine the maintenance of effective immigration control, to the extent that the application of those provisions would be likely to prejudice those purposes.

Specifically, it removes most of a data subject’s rights, including the right to access, right to erasure, right to restrict processing, right to object to processing); and all the principles in Article 5 of the GDPR (which require that processing must be lawful, fair and transparent, accurate, adequate, for explicit and legitimate purposes, processed in a manner that is secure, and limited to the specific original processing purpose).

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