Poole short breaks

Poole Short Breaks comes under the 5-19 team in the  Children, Young People and Learning service unit. 

This document explains how your information will be held about you and processed by Poole Short Breaks. You can also find out about the General Data Protection Regulations and Data Protection Act 2018 and your rights on our Privacy notice page.

This document contains information about: 

  • who we are
  • why we collect your personal information
  • the legal basis for using your information 
  • who we may share your information with
  • how you can access the information we hold about you
  • how long we keep information about you
  • further information and Data Protection Officer 

Who we are

Borough of Poole will be the Data Controller for the personal information you provide. Personal information can be anything that identifies and relates to a living person. This could be your name and contact details. As the Data Controller Borough of Poole will use your information to provide you with our services.

Why we collect your personal information

We will collect enough personal information in order to provide you with services for the following purposes.

The provision of a programme of activities for children and young people with special educational needs and disabilities who struggle to access mainstream activities without support. This is part of Borough of Poole’s Local Offer.

We are not permitted to collect information we do not need or will not use. This document covers information you have provided direct to the council and information which has been shared with us by other organisations.

If we don’t need your personal information we will either keep your details anonymous, if we already have it for another service or we won’t ask you for it. If we use your personal information for research or analysis, we will always keep your details anonymous or use a fake name.

We don’t sell your personal information to anyone else.

The legal basis for using your information 

According to the General Data Protection Regulations (GDPR) and the Data Protection Act 2017, we must have a reason to collect and use your information. 

This will be: 

  • to deliver services and support you
  • to enable us to manage the services we provide
  • to train and manage our workers who deliver those services
  • to investigate any worries or complaints you may have about our goods or services
  • to check the quality of our services
  • to help with research and planning of new services. 

There are a number of legal reasons why we need to collect and use your personal information. For this service it is in relation to a contract which the individual has entered into or because they have asked for something to be done so they can enter into a contract. 

Our service also needs to use sensitive personal data also called “special category data” which requires more protection to keep it safe. This is often information you would not want to be widely known and is very personal to you. It includes: 

  • sexuality or sexual heath
  • religious or spiritual or philosophical beliefs
  • ethnicity
  • physical or mental health
  • trade union membership
  • political opinions
  • genetic or biometric data
  • criminal history  

We will take extra care of this data. The legal reason for us to collect and use this personal information is you have entered into a contract with us. 

Who we may share your information with

We use a range of organisations to either store personal information or to help deliver our services to you. Sometimes we have a legal duty to provide your personal information to other organisations, for example the court service or HMRC.

We may also share your personal information with these internal services:  

  • business support (for the purposes of registering you and processing your holiday bookings etc)
  • early help advice point
  • family outreach
  • school attendance
  • youth workers
  • social care (if applicable to assist in supporting you and your family) 

We may also share your personal information with organisations with whom we commission services when you are already accessing these services (for the purposes of assisting them when providing you/your family with an appropriate service). These are: 

  • Coping with Chaos 
  • Project My Time (Diverse Abilities Plus)

Your information will not be disclosed to any other organisations, except where we are required and allowed to by law.  

We may seek your consent if we are able to offer additional services which we believe are of benefit to you. This will be clearly communicated to you. We will only share your details with these organisations if we have your consent. We will not share your information otherwise.

Accessing the information we hold about you

You have the right to request, in writing, details of the information that is held about you and also the right to access a copy of the information. This may be by the council providing copies of documents or by inviting you to view the records at one of its offices, if appropriate. Please see our webpage for further information about how to make a subject access request. 

We will not charge a fee to access your information. Sometimes there may be information that we are not allowed to show you, such as:

  • legal information or advice
  • crime prevention and detection records
  • information that we believe may be harmful to you and your well-being
  • details about or provided by other people – this is called third party information (e.g. information from the Police or Department for Work & Pensions) 

You may also ask us to: 

  • stop processing your information if this causes or might cause damage or distress
  • stop processing your information for direct marketing
  • make decisions about you using your information by automated means (e.g. using computers to decide on an entitlement)
  • amend any of your data which you feel is inaccurate. You can also ask for information to be blocked, erased or destroyed. 
  • transfer your information electronically to another service provider.
  • consider a claim for compensation for any damages caused by a breach of the Data Protection regulations. 

If you give consent for us to use your information, you may withdraw this at any time. However, this may affect our ability to continue to provide you with a service.

How long we keep information about you

We will retain this information for three years or as long as you are using the Poole Short Breaks Service as stated in our retention schedule and in accordance with the Limitation Act unless you ask us to remove it.

Further information 

If you have a concern about how we are using your information, we would ask you to contact us in the first instance using the address below: 

Children, Young People and Learning

Borough of Poole

The Dolphin Centre

Poole

Dorset

BH15 1SA

Data Protection Officer

If you are not satisfied with a response to your concerns from the Service, our Data Protection Officer Vivian Bateman, can review any issues regarding Information Rights legislation if necessary. The Data Protection Officer can be contacted at the address below:

Data Protection Officer

Bournemouth & Poole Information Governance Team 

Bournemouth Borough Council 

Town Hall

Bournemouth

BH2 6DY 

Information Commissioner

For further information about Information Rights legislation, please contact the Information Commissioner’s Office at www.ico.org.uk or by telephone 0303 123 1113 

Page last updated: 19 November 2018
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