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Children's Services privacy notice

Find out how Westminster City Council Children’s Services collect and use personal information about you and your family.

Published on: 29 December 2020

Last updated: 29 December 2020

Bessborough Family Hub

Purpose for processing your information

The council is developing three new Family Hubs, endorsed by the Health and Wellbeing Board in September 2016, that will improve access to preventative services (both universal and targeted) for children and their parents or carers. The services provided from these hubs will support families to understand and make effective changes that ultimately improve their health and wellbeing. The Bessborough Family Hub has been open in the south of Westminster since July 2018. The overall objectives of the Family Hubs are to:

  • reduce referrals to higher level services, including Child and Adolescent Mental Health services, social care, GP consultations, youth justice, and Housing Options, by reaching families earlier and working with them to make lasting change
  • promote school readiness and prevent school exclusions
  • prevent family breakdown that results in children and young people being received into care or entering the criminal justice system
  • promote strong and resilient parents, with support to gain employment
  • improve health and wellbeing outcomes for children and young people - these will include obesity, breastfeeding rates, oral health, immunisations, emotional well-being of adolescents

We will use our existing children’s centre hub buildings to strengthen this integration and partnership working across commissioned and directly delivered services provided by:

  • Westminster Children’s Services
  • Central London Community Healthcare - Health Visiting team
  • Central North West London Foundation Trust - School Nursing team
  • Voluntary sector organisations – in the south locality these are St Vincent’s Family Project and the Cardinal Hume Centre
  • Family Lives

As well as a number of other services providing support to families with a range of needs living in the locality.

This will provide the opportunity to bring families into a physical building, a focal point in the community where they can access advice, information, signposting to the right service and direct family support. The centre will also provide a space to co-ordinate a range of services which will be delivered at venues across the locality.

The aim will be, through the network, to identify families with multiple needs as early as possible, no matter what service they first come into contact with.

If you and your family could benefit from early help support, the Family Hub will gather information about your family to ensure you receive the right support at the right time.

We collect the following information

If you require further information or advice from the Family Hub you can complete the form ‘What Can We Help You With?’ providing your name and contact details which will result in a practitioner from the Family Hub contacting you. Parents can get a copy of the form from the Family Hub, by telephoning 02076415676 or from any of the partner organisations working as part of the Integrated Leadership Team (as mentioned below).

If, after talking to you, we feel you would benefit from further early help support and you agree, you will be asked to complete a more detailed form sharing your family’s personal details; this would include full names of everyone in your household, dates of birth, gender, full address and contact details (telephone and email), your ethnicity, housing and employment status, disability and additional health needs, whether you are in receipt of benefits, contact details of your GP, Health Visitor and any other service supporting your family, relationship status and languages spoken. This form will also ask you to describe your family’s needs and the help you would benefit from. If you would like help with completing this form please contact the Family Hub and a Family Navigator will arrange an appointment to support you with this.

If you do not wish to complete this form or do not wish your information to be shared with any other service then you can still receive a service without doing so but you may have to repeat your information if you require support in the future.
We will not collect any additional information about you without your agreement. If we intend to use information for any other purpose; we will normally ask you first. In some cases, the Council may use your information for another purpose if it has a legal duty to do so, such as to provide further services to you, or if there is a risk of serious harm or threat to life.

We may also anonymise some personal data you provide to us to ensure that you cannot be identified and use this data to allow the council to effectively target and plan the provision of services.
For example, we may use statistics/numbers relating to ethnicity of families to measure reach of services to ensure we are reaching the whole community.

How we collect your information

We collect your information with your agreement when you request support from the Family Hub, via paper forms (these will be available for completion online in the future):

  • ‘What Can We Help You With’ form where you provide your name and contact details to enable somebody from the Family Hub to contact you
  • ‘About My Family’ registration form which gathers detailed information about you and your family to ensure you receive the right service for your family

We may also gather information about your family through telephone contact with you or face to face in a meeting with you. If another service is contacting the Family Hub on your behalf then they may share your details by secure email.

When your family receive support from one of the Family Hub services we will produce with you a Family Plan, this plan will detail the support that you need and who will help you with your needs. This plan is your family plan to keep but will be shared with your agreement with all of the services that are supporting you and your family and stored securely as part of your records.

If you already receive support from a service and it is felt you would benefit from receiving support from further services your support worker may talk to you about the Early Help panel which takes place at the Family Hub. With your agreement your information could be shared with a number of services attending the Early Help panel in order to get the best possible support for you and your family.

The Family Hub also receives information from other services, these are:

  • information of a new birth when you have agreed for Health Visiting to share these details
  • information from the Department for Work and Pensions (DWP) regarding families who may be eligible for the 2 year old childcare offer
  • the outcomes of child development reviews undertaken at 8 months and 2 years where you may benefit from further services to support child development and when you have agreed to this
  • information from school nursing of any identified children who may benefit from further support, with your agreement
  • Early Years Foundation Stage of numbers of children with school places in the area
  • information from Supporting Families (within Westminster City Council) of families who may benefit from further support from the Family Hub app
  • If appropriate your family may be contacted by letter offering further information of the services that are available at the Family Hub

Who the information is shared with

Your information will be held on our secure database system and with your agreement will be shared with the services that make up the Integrated Leadership team at the Family Hub, these are:

  • Westminster Children’s Services including Early Help, the Children’s Centre and Social Work team
  • Central and North West London Foundation Trust School Nursing Service
  • Central London Community Healthcare NHS Trust Health Visiting Service
  • Family Lives
  • St Vincent’s family project
  • Cardinal Hume Centre

Any details recorded on our database will only be accessed by those working as part of the Family Hub for the purposes of supporting your family.

How long do we keep your information?

We will only keep your information for as long as is required by law and to provide you with the necessary services in line with our stated retention policy. In general information related to the Family Hub providing a service to the family, recorded data (family’s personal details and contact information) will be retained up until December 2021, or up to three years from point of the last contact with the family.

Each participating organisation working as part of the Family Hub have their own data retention policy and will ensure information is held in line with their own retention policies and legal requirements.

Your rights and access to your information

You have the right to request a copy of the information that we hold about you.

The Data Protection Act 2018 also gives you additional rights that refer to how the council holds and uses your information.

Consequently, under certain circumstances, by law you have the right to:

  • withdraw your agreement and object to and restrict further processing of your data; however, this may affect service delivery to you
  • request to have your data deleted where there is no compelling reason for its continued processing and provided that there are no legitimate grounds for retaining it
  • request your data to be rectified if it is inaccurate or incomplete
  • have your data transferred or copied should you move to another local authority area
  • not be subject to automated decision-making including profiling

How to submit a subject access request.

If you have any concerns

Please contact us if you would like to know more about the information we hold about you and how we use it by contacting the Bessborough Family Hub manager by phoning: 020 7641 5676.

If you have any questions regarding your Data Protection rights, such as accessing your personal information, etc. or if you have a concern over the handling of your information. You can email the Council’s Information Management Team at [email protected]

You have a right to complain to us if you think we have not complied with our obligation for handling your personal information.

If you are not satisfied with the council’s response you have a right to complain to the Information Commissioner’s Office (ICO).

Changes in your circumstances

You must notify us immediately if there are any changes in your circumstances and personal details so we can maintain an accurate and up to date record of your information.