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Health & Social Care Partnership Children and Families privacy notice

Read the privacy notice for Health & Social Care Partnership Children and Families

When you or your child is referred to our service or if you apply to foster or adopt, you will need to provide us with some personal data or information.

As the 'data controller' for the personal information - or data - we hold about you, SouthAyrshireCouncildecides how your personal information is used/processed, and what it is used for.

This statement provides more details about this and provides information on how to get in touch with us if you need to know more.

Your personal data - what is it?

Personal data is information relating to a living person who can be identified from that data. Identification can be based on the information alone, or in conjunction with any other information. The processing of personal data is governed by the General Data Protection Regulation 2016 (GDPR) and supplemented by the Data Protection Act 2018

What Personal Data will we collect from you?

The type of personal data we need to collect from you will depend on the service you are receiving from us, but we will only collect the personal information we need to provide you with relevant information, services and support. The personal data we will collect (depending on the service being provided) may include:

  • Name
  • Date of birth
  • Address
  • Telephone number
  • Email
  • Gender
  • Ethnicity
  • Disability
  • Heath conditions (physical/mental health)
  • National Insurance number
  • Sexual orientation
  • Financial Information (e.g. bank account details)
  • Political opinions/beliefs
  • Religious beliefs
  • Commission or alleged commission of an offence
  • Proceedings for any offence committed
  • Court disposal/sentence for any offence committed

We will log and keep your personal data on our electronic client database system as well as within your adoption/fostering or child's case file.

How will we use your information?

All personal information is processed by our Children and Families Staff. We will only collect the personal data we need in order to provide you with the support and service required. We will also use this information to contact you and to uphold our duty to protect children.

What is the legal basis for using/sharing your information?

We use and share this information to provide you with our adoption, fostering and children and families services, i.e. our 'public task'. Processing is necessary under the terms of GDPR "for the performance of a task carried out in the public interest or in the exercise of official authority vested in the data controller".

Who will we share your information with?

The Council has a duty to protect children and to this end we may share your information with other agencies as necessary. Depending on the service we are providing you with this may include:

  • Ayrshire Housing
  • Housing Aid
  • Education
  • Police Scotland
  • NHS Ayrshire & Arran
  • Other Social Work Services
  • The Children's Reporter
  • Department of Works and Pensions
  • Alcohol and Drug Partnership (ADP)
  • SeAscape
  • Stepping Stones for Families
  • Skills Development Scotland
  • South Ayrshire Council Services (e.g. Disability Resource Centre, Home Care, Environmental Health, Housing, Legal, Leisure, Education, Community Learning & Development, Girvan Opportunities and Money Advice)
  • Barnados
  • Children First
  • Hear 4 U
  • Aberlour

Social Care often involves multi-agency support.  There are many other agencies with whom we routinely share your data in order to support you.  We are legally obliged to safeguard public funds and will verify and check your details internally for fraud prevention. We may share this information with other public bodies (and also receive information from these other bodies) for fraud checking purposes.  We are also legally obliged to share certain data with other public bodies, such as HMRC and Social Security Scotland and will do so where the law requires this.  We will generally comply with requests for specific information from other regulatory and law enforcement bodies where this is necessary and appropriate.  Your information is also analysed internally and with relevant multi-agency partners to help us improve our services.

In addition to the above, information may be shared with the Prevent Multi-Agency Panel (PMAP) and with any other body necessary to support the functions of the PMA.

How long do we keep hold of your information?

We keep your personal data for no longer than reasonably necessary. Your information will be retained in line with our Corporate Records Retention Schedule as follows:

When we collect your personal data


If you apply to Foster and Adopt with South Ayrshire Council, and progress only to:

Making an initial enquiry

FromCase Closure: Current + 1 year





When we collect your personal data How long will we be hold onto it

If you apply to Foster and Adopt with South Ayrshire Council, and progress only to:

Making an initial enquiry

FromCase Closure: Current + 1 year


Having an initial interview

FromCase Closure:

Noconcerns - Current + 1 year

Concernsraised- Current + 10 years


Having background checks undertaken

FromCase Closure: Current + 10 years



(not approved or withdrawn)

FromDecision: Current + 25 years


Have your application approved and become a Foster or Adoption Carer

Fromterminationofapprovalor death of carer if earlier:

Current + 25 years

If you are a client of the Children & Families Services involving:

A child protection case investigation and are either not placed, or placed on the Child Protection Register


Child Protection Register

If looked after
Dateof birth (DOB) + 100 years

If not looked after Current + 35 years

DOB+ 100 years


A  Looked  After  Child  (e.g. fostered, freed to adopt)


Throughcare and Aftercare

DOB+ 100 years or

Date of death (where child dies before 18th birthday)Current + 25 years


Standard Case File (where no statutory measures were undertaken)

Current + 10 years from case closure

What are your rights?

The lawful basis for processing/using your personal data directly impacts which rights are available to you. For example, some rights will not apply, in this case we are not required to:

  • erase your personal information.
  • enable the right to data portability

However, you do have the following rights and can ask us to:

  • correct your personal information if it is inaccurate;
  • complete your personal information if it is incomplete;
  • restrict the processing of your personal information in certain circumstances You also have the right to object to the processing of your personal information.

Do you require this statement in a different format?

Please contact us if you require this information in an alternative format.

How can you get in touch with us?

If you wish to obtain any records held by the Council relating to you, or if you have any general data protection queries, please contact the Council's Data Protection
Service at:

Data Protection Officer
South Ayrshire Council
County Buildings
Wellington Square

Telephone: 01292 612 223

Are you dissatisfied with the way your Personal Information has been handled?

If you are unhappy with the way we have dealt with your personal information, you can complain to the Council's Data Protection Officer using the contact details noted

If you remain dissatisfied after contacting us, you have the right to complain to the Information Commissioner (

Information Commissioner's Office - Scotland
45 Melville Street
Telephone: 0303 123 1115

If you have no internet access

Please contact us at the above postal address or telephone number if you wish to have copies of any of the above information and you do not have access to the internet. We will endeavour to let you have hard copies of the information.