Data privacy notice for parents/carers
As required by law, the purpose of this data privacy notice (DPN) is to explain what personal data we want to collect about you, as a parent or carer, for the purposes of a project called: Developing a Regional Childcare Strategy for the North East Combined Authority (NECA) (“the project”).
The project is looking develop a Childcare Strategy for the North East Combined Authority (NECA), as part of a wider programme of work delivering against the North East child poverty action plan and alongside Childcare Sufficiency Assessments (CSAs) covering all seven local authorities in the area. These are Durham, Gateshead, Newcastle, North Tyneside, Northumberland, South Tyneside and Sunderland.
Section 11 of the Childcare Act 2006, placed a duty on all local authorities to undertake a Childcare Sufficiency Assessment (CSA). This assessment is seen as a means to identify the availability of and demand for childcare.
The Department for Education (DfE) require councils to report annually to elected council members on how they are meeting their duty to secure sufficient childcare and to make this report available and accessible to parents.
As part of this, we want to ensure the project meets the needs of families by carrying out discussion groups with parents and carers (“the research”)
Coram Family and Childcare will be the only organisation involved in this research and are the data controller. We (“we”, “us”, “our”) are committed to protecting the privacy and security of the personal data we collect about you and your child(ren) (“you/your”) in this research study.
We are asking parents and carers to consent to taking part in the research.
Please read this data privacy notice carefully. It provides important information about your rights and how we handle your personal information. It should be read with the consent information provided as part of the online survey.
How and what information we collect about you
If you decide to take part in the research, we will collect personal data initially through an online registration form, and then through your contributions to the discussion group if you are selected to take part. This questionnaire will ask you for your name, contact details and which area you live in.
It will also include a section that asks questions about you and your child, such as your location, ethnicity, gender and whether your child has special educational needs and disabilities. This will only be used to make sure we have included a wide range of family circumstances and to make comparisons between different groups of people, or between different areas. We will not ask the name of your child. The data you provide will only be used for the purposes of this research, and you do not have to answer any of the questions about you or your child’s characteristics if you do not want to.
Purposes for which we use personal information and the lawful basis
Some of the data above is special category data, a type of personal data that is considered sensitive and requires additional protection (for example data about racial or ethnic origin). We will process your data for the purposes of this research study under these lawful bases:
Personal data will be processed under the basis of Consent under UK General Data Protection Regulation Article 6.1(e).
Special category personal data being processed for research purposes is under GDPR Article 9.2(j) and DPA18 Schedule 1 Part 1.4(a), (b)&(c) for special category data including data considered to be a protected characteristic under the UK Equality Act 2010.
What we will do with your data
Answers from the online questionnaire that you complete will only be used by the team at Coram Family and Childcare. Your name, email address, and telephone number will only be used to register your interest in taking part in the discussion groups and to send you a thank you voucher for taking part.
The information you share in the discussion group will be used to write two reports about childcare, one report will be about childcare in the local authority you live in and one report will be about childcare across the whole NECA region. These two reports will be shared with other organisations working on the Project. These four organisations are the Early Education and Childcare Coalition, Coram Hempsall’s, Growth and Reform Network and the North East Child Poverty Commission. The reports will inform the strategy developed by the Project.
Only the reports will be shared with the Project partners, we will not share your contact details or personal information. We will not identify anybody by name in the reports, and names and email addresses will be deleted as soon as participants in the discussion groups have received their vouchers for taking part.
Sharing your data
Your data will not be shared with anyone else outside the research team at Coram Family and Childcare, and we will not share your personal data outside of the UK. There may be scenarios where we have a legal obligation to disclose or share your personal data for safeguarding reasons, as required by law. This is if we believed you or someone you mention is at risk of harm (for example they were going to be attacked). We will only ever disclose your personal data to these third parties to the extent we are required to do so by law. In the very rare occasion this might happen, we would always aim to talk to you about what information would be shared as well as how and when they are going to share this with others.
How long we keep your data
We will keep your personal information for the least amount of time necessary and reduce the amount of personal information to the minimum required for our research. Names and contact details will be deleted as soon as participants in the discussion groups have received their vouchers for taking part. This will be no later than two working weeks after the discussion groups take place.
After the data has been anonymised and you are no longer identifiable from your name, email address, or postcode, we intend to keep the rest of the data indefinitely. As your data will be anonymised, it will not be possible for anyone, including people in the survey team, to identify you from any of the data we store in this manner.
How we protect your data
We implement appropriate technical and organisational measures to protect your data that we process from unauthorised disclosure, use, alteration or destruction. Your information is securely stored on a dedicated drive that can only be accessed by staff at Coram Family and Childcare.
Your rights and options
Your rights relating to your personal data include:
- You have the right to access your personal data and can request copies of it and information about our processing of it
- If the personal data we hold about you is incorrect or incomplete, you can ask us to rectify or add to it
- Where we are using your personal data with your consent, you can withdraw your consent at any time
- Where we are using your personal information you can object to us using it this way
- We are not using your personal information for direct marketing purposes.
Contact us
If you have any questions, or wish to exercise any of your rights, then you can contact:
Project: Developing a Regional Childcare Strategy for the North East Combined Authority (NECA)
Organisation: Coram Family and Childcare
Address: 41 Brunswick Square, London, WC1N 1AZ
Email: info@coramfamilyandchildcare.org.uk
Alternatively, you can contact Coram’s Data Protection Officer, Chris Kelly, Director of People and Compliance at christine@coram.org.uk.
How to complain
You can lodge a complaint with the Information Commissioner’s Office:
Address: Wycliffe House, Water Lane, Cheshire, SK9 5AF
Helpline phone number: 0303 123 1113
ICO website: https://ico.org.uk/concerns
Changes to this privacy notice
We may update this notice (and any supplemental privacy notice), from time to time as shown in the footer. We will notify you of the changes where required by applicable law to do so.