Family Group Conference Service - Privacy Notice


  • Name of Service - Surrey Family Group Conference Service
  • Directorate - Children, Families, Lifelong Learning and Culture
  • Date of Issue - 7 August 2019
  • Date of current version - 23 September 2021
  • Review Date - 23 September 2024


The reasons why we use your personal data

This privacy notice applies to the functions of the Surrey Family Group Conference service that gives family / friends the opportunity to come together to address the concerns of children and to ensure families develop plans to safeguard their children.

What processing of personal data is undertaken by the Family Group Conference Service?

The Family Group Conference Service collects and processes personal data from you and your child for the following reasons:

  • Planning for sufficiency
  • Carrying out audit and research activities
  • Reviewing and improving the service we offer you
  • Compliance with our statutory obligations
  • Conducting assessments and person centred plans
  • Service delivery
  • Service improvement and planning
  • Prevention & detection of crime/fraud
  • Research
  • Statistical analysis and reporting
  • Safeguarding
  • Vital Interests

What Information do we collect?

In order to ensure that children receive appropriate support, we need to collect and manage your personal information including:

  • Name
  • Date of birth
  • Maiden Name
  • Contact details
  • Spouses, partners, ex partners address,
  • Family members,
  • Location information,
  • Dependants,
  • Ethnicity
  • Religious or philosophic beliefs,
  • Criminal offence,
  • Photograph of your child
  • Physical or Mental Health details

How we are allowed to use your personal data

We collect and use your personal information to comply with our legal obligations under:

  • Children Act 1989
  • Care Standards Act 2000
  • Children Act 2004
  • Children and Young Persons Act 2008
  • Local Government Act
  • Localism Act 2011
  • Mental Capacity Act 2005
  • Mental Health Act 1983, 2007
  • Local Safeguarding Children & Adults Boards Regulations 2006 (SI 2006/9)
  • Crime and Disorder Act 1998
  • Welfare Reform Act 2012
  • Children Act 1989
  • Adoption and Children Act 2002
  • Mental Health Act 1983


To process your personal data, we will explain to you what we are asking you to agree to and why. If we have 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 and we will deal with your request.

Who we share your personal data with

We may need to share specific information by consent with other agencies or SCC departments. This may be necessary to facilitate the support process e.g. other local authorities who wish to have access to your information, or with Ofsted (in the event of a local authority inspection of children's services.)

We will share personal information with law enforcement or other authorities if required by applicable law:

  • The local authority in whose area you live in
  • Other SCC departments with whom you have been in contact
  • Health
  • Schools
  • Other professionals involved or previously involved with applicants or their children
  • Other Local Authorities, past and present where we are working to support you
  • Clinical Commissioning Groups (CCGs)
  • Ofsted

If you are receiving support from Childrens Social Care then we may contact health professionals for further information, protocols and behaviour management plans.

Please see Children's Service Privacy Notice for further information on how the Children's Social Care Service processes your personal data.

Personal data being sent or processed outside of the UK & EU

It is possible that we may need to process your data outside of the UK and EU. Where in these cases we have to share data outside of the EU, we will ensure adequate protections are made.

Retention of data

We will stop using your data when we stop delivering services to you.

Data will be retained in accordance with the countywide data retention schedule.

Other information

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

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