Privacy notice
This notice explains how Family Time Connect collects, uses, stores and protects personal information — including information about children — when we deliver supervised family contact services. It's written for parents, children, social workers and local authorities we work with.
Last reviewed: [add date]. Placeholder text — replace bracketed sections with your organisation's confirmed details before publishing.
Who we are
Family Time Connect ("we", "us") is the data controller for the personal information we collect in the course of arranging and supervising family contact sessions. Our registered details are [add company number / registered office / ICO registration number].
What information we collect
Depending on our involvement with a family, this can include: a child's name, date of birth and contact arrangements; parents' and family members' contact details; notes made by a contact supervisor during a session; and correspondence with social workers or the local authority about the case. We collect only what is needed to deliver the contact plan safely.
Why we process this information
We process this information to deliver a service commissioned by a local authority, to safeguard the child during contact, and to meet our legal obligations to the local authority and, where relevant, the court. Information about a child's welfare is treated as special category data and handled with additional care.
Who we share it with
Session records and relevant observations are shared with the social worker and local authority named in the child's care plan. We do not share information more widely, and we do not sell or use personal information for marketing.
How long we keep it
We retain case records for the period required by the commissioning local authority's retention schedule and applicable statutory guidance, and delete or anonymise records once that period has passed. [Confirm exact retention period with your local authority contract and insert here.]
How we keep it secure
Case information is only accessible to staff whose role requires it, through individual accounts created by our IT team. Staff must verify their identity with an authenticator app at least once every 24 hours to view or add case notes, and access is logged. Staff accounts are assigned a clearance level (Top Management, HR, Finance, or General Worker) that determines what they can see.
Your rights
Under UK GDPR and the Data Protection Act 2018, you can ask what personal information we hold about you or your child, ask us to correct inaccurate information, and in some circumstances ask us to restrict or delete it. Where a child is old enough to understand their rights, we will normally involve them directly; otherwise we work through the child's social worker or legal guardian.
Raising a concern
If you have a concern about how your information has been handled, please contact us at [add email address] in the first instance. You also have the right to raise a concern with the Information Commissioner's Office (ico.org.uk).
Contact us
[Add data protection contact name/role, email and postal address.]