Your data

This page provides information for parents and children about data on them held and processed by Staffordshire County Council, (the Local Authority - LA) and about your rights. 

Why do you record my information?

We use personal information about children, young people and families, to enable us to provide services to them, and to carry out specific functions for which we are responsible.

We also use statistical information to inform decisions and plan the provision of services appropriate to the needs of the people of Staffordshire. The data also helps us to monitor and improve our performance in providing services and carrying out our statutory duties.

We record information about the needs of children and young people and the care and support they have received to help plan their care in future. It helps them and us to have information about the contact we have with them, and it helps us to build up a picture of what services are needed.

We also have to give the Government information about how we provide our services.

All information we record and hold is handled securely, and in accordance with the Data Protection Act 1998.

How long do you keep the data?

The length of time we keep information varies. This may be because of government regulations. For example we may keep records of someone who has been looked after by the local authority during their childhood, until their 75th birthday.

If there are no specific regulations, we may keep information for shorter periods. Most records relating to children and young people are kept until the year of their 25th birthday.

You can see how long we keep certain types of records in our children's retention schedule. When records reach the end of their retention period, they are destroyed securely.

Who do you share data with?

We must send information to government departments such as:

  • The Department for Education
  • The Qualification and Curriculum Development Agency
  • The Youth Justice Board

When required, we also have a legal obligation to share data with the police or agencies such as benefit agencies to assist the prevention of crime or fraud. 

We may also share data with our partner agencies in order to provide better co-ordinated services

Sometimes we have a statutory reason for sharing information, but where appropriate, we will discuss the benefits of sharing information with you and ask for your consent before sharing your data.

In certain circumstances, when we feel that you or others are at risk, we may share your information without your consent. Any data that is shared is done so in line with the Data Protection Act, and is governed by information sharing protocols.

Our partner agencies include:

  • Schools and other educational establishments
  • Health and well-being agencies 
  • Other local authorities
  • Police and criminal justice agencies
  • Fire and rescue services
  • Learning support providers
  • Agencies working with young people

What are my legal rights?

The Data Protection Act 1998 gives you rights about how organisations handle information about you.

In most circumstances you have the right to:

  • Know if we are holding information about you.
  • Know what information we process about you, what we are using it for and who we may share it with.
  • prevent us from doing anything with your information which would cause you substantial damage or distress.
  • claim compensation if we break the law.
  • ask us to correct or remove your information if it's not accurate or is unnecessary, and to tell other people who we share the information with what we have done.
  • have a copy of the information held about you. 

How do I find out more?

You can find out more about your rights and how to apply to see what data is held on you or your child. This is known as making a Subject Access Request.

Go to the Information Governance webpages.

If you want to find out how to access files held by Children and Family services, see the request for access to service files page

Additional information

Elective home education

See the guidance notes for parents on the elective home education service pages of the Staffordshire Learning Net.

Children's centres

Information collected by children's centres will be shared with the agencies providing services through the centres.

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