Building Belonging Programme – privacy notice


  • Name of Service – Building Belonging Programme
  • Directorate - Children, Families and Lifelong Learning
  • Date of Issue – 25 April 2024
  • Date of current version – 25 April 2024
  • Date of review – 25 April 2026


The reasons why we use your personal data

This privacy notice applies to the functions of the Building Belonging Programme. The Building Belonging Programme is a group of organisations working together in Elmbridge. The Programme works with children aged 10 to 18 and their families who live or are on roll at a school, college or training programme in Elmbridge, to improve their life chances and opportunities and provide support to prevent children becoming involved in the criminal justice system.

In order to carry out this work, Surrey County Council and the organisations contracted to provide services for the Building Belonging Programme need to collect, record and store personal data about children, young people and families. This ensures that the support you receive is appropriate and meets the needs of you and your family. It also helps us commission services needed in the right places to meet the presenting needs.

What processing of personal data is undertaken by the service

We will collect information from you and your family to help us understand your needs using a Discovery Conversation form. We will also work with you to develop and agree a Building Belonging support plan. The information will be stored securely on Surrey County Council systems and the service providers will be able to create, edit and access the records.

This will include information about you, your children and other members of your household. We need this to enable us to determine the needs of your child and your family. This will allow us to carry out our statutory responsibilities under the different legislative frameworks and to provide support to you.

In addition, we process personal data for the following purposes:

  • Service delivery
  • Service improvement and planning
  • Prevention & detection of crime/fraud
  • Research
  • Statistical analysis and reporting
  • Safeguarding
  • Vital Interests

The Building Belonging Programme is an NHS England funded Vanguard initiative which is commissioned by Surrey County Council. We are required to submit data on a quarterly basis to NHS England to be included in their national dataset. Your data is fully anonymised before submitting it to the national dataset. This forms part of the funding conditions for the programme and the data will only be used to analyse national trends and the needs of children and families across the country.

What Information do we collect?

  • Name
  • Address
  • Date of birth
  • Gender
  • Marital Status
  • Contact details
  • Financial information
  • School attendance/exclusion information
  • Health details including details of any special educational needs for young people
  • Details about race and ethnicity
  • Religious beliefs
  • Sexuality
  • Criminal offences
  • Any additional personal information that is necessary to enable us to provide you with the correct service.

The Building Belonging Programme follows a whole family approach and therefore in some circumstances this may require us to hold information on adults and siblings within the family.

In order to ensure we offer the appropriate support we will check what previous services have been offered to you and your family.

How we are allowed to use your personal data

We need to process your personal data to perform our public task under various UK legislation including but not limited to:

  • Working Together to Safeguard Children 2018
  • Children Act 2004
  • Children Act 1989
  • Education Acts

We process special category data because it is necessary in order for us to provide health and social care.

Where we rely on consent to process your personal data, we will explain to you what we are asking you to agree to and why. If we are relying on consent to use your personal data, you have the right to remove it at any time. If you want to remove your consent, please contact us at the following email address

Who we share your personal data with

In order to deliver our services to you we will share information with the professionals and partners involved in providing your support. We will discuss your Building Belonging support plan within the Building Belonging Team.

Sometimes we would like to share information with other professionals and partners involved in providing support services to Children and Families. This includes Schools, GPs, Charities, Districts and Boroughs, Providers and Health Agencies. We will always ask for your permission to do this before we share your information. Your consent to share is entirely voluntary and you may withdraw your consent at any time.

There may also be times when the people working with you may need to share information with other parties without your consent, such as when it is felt that a child or adult is at risk of harm or to prevent crime.

Retention of data

Data relating to children and young people referred to the service is retained in Surrey County Council's secure electronic systems and is held in line with our retention schedule.

Information relating to safeguarding or that is required for statutory purposes may be retained for longer in accordance with SCC countywide data retention schedule.

Other information

Surrey County Council will be joint controllers of your personal data, along with the other service providers who are:

  • Barnardo's
  • Catch22
  • Community Health Surrey
  • Home-Start Elmbridge
  • Spurgeons
  • Surrey & Borders NHS Foundation Trust
  • Surrey Care Trust

Use of email and mobile phones

BBP can contact you by letter, email, phone, text/instant messaging - you will be asked which communication method(s) you are happy to use and which is your preferred method. Please have a look at the points below to help you keep your information safe.

  • Does anyone else have access to your phone or email and if so, would you be happy for them to see any messages you may receive?
  • Consider locking your phone / device when you aren't using it and don't share your passwords
  • The Information Commissioner's Office (ICO) have some good tips on how to keep your information safe at home
  • It is your responsibility to notify us of any changes to your postal address, your mobile number or email address.

Our core data protection obligations and commitments are set out in the council's Children, Families and Lifelong Learning Privacy Notice.

For further information on our privacy notices, please see information and privacy.

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