Short Breaks Service - Privacy Notice


  • Name of Service - Surrey Short Breaks Service
  • Directorate - Children, Families, Lifelong Learning and Culture
  • Date of Issue - 8 August 2019
  • Date of current version - 9 July 2021
  • Review Date - 9 July 2024


The reasons why we use your personal data

Purpose/function of the service

Surrey Short Breaks Service is responsible for the contract management of all commissioned short break services. A key aspect of contract management is the collection of data from our contracted providers to ensure that SCC is providing quality assured and best value services for disabled children and their families.

This privacy notice applies to the functions of the Surrey Short Breaks service that contract manages short break services commissioned by Surrey County Council for disabled children, young people and their families.

Surreys Short Breaks services offer a range of opportunities for children (0 to 17) including:

  • Play and youth services
  • Overnight short breaks
  • Personal support
  • After school clubs
  • Innovation project

The above services are provided predominantly by third sector partners however some short breaks are provided by private agencies and we have 3 in house Surrey managed services.

Our main partners are:

  • Cherry Trees
  • Children's Trust
  • Crossroads Care Surrey
  • Disability Challengers
  • Freewheelers Youth Theatre
  • LinkAble
  • National Autistic Society
  • Rainbow Trust
  • Sight for Surrey
  • Wheels for All
  • White Lodge
  • YMCA East Surrey
  • Selected schools

The Short Breaks Service collects and processes personal data to enable us to audit and research activities to review and improve the services provided and to comply with our statutory obligations.

What processing of personal data is undertaken by the Short Breaks Team?

Your / your child's personal data is collected and processed for the following:

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

What Information do we collect?

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

  • Name,
  • Date of birth
  • Ethnicity
  • Data concerning health,
  • Disability
  • Postcode
  • Hours of provision

How we are allowed to use your personal data

We collect and use your personal information to comply with our legal obligations and public tasks under various UK legislation, including, but not limited to:

  • Children Act 1989,
  • Short Breaks Regulations 2011
  • Care Standards Act 2000,
  • Children Act 2004
  • Children and Young Persons Act 2008.
  • Children and Families Act 2014
  • Local Government Act
  • Localism Act 2011
  • Mental Capacity Act 2005
  • Crime and Disorder Act 1998
  • Welfare Reform Act 2012
  • Care Act 2014


To process your / your child's 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

Short Breaks data is anonymised for purposes of data analytics. In exceptional circumstances where there is a safeguarding concern we may need to share specific information without consent with other agencies or SCC departments. This may also be necessary to comply with Ofsted (in the event of an inspection of children's services.)

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

  • The local authority in whose area you live in
  • Other SCC departments with whom you have been in contact
  • NSPCC (in the event of a safeguarding concern)
  • Health
  • Schools and Education Settings
  • Other professionals involved or previously involved with applicants or their children
  • Clinical Commissioning Groups (CCGs)
  • Care Quality Commission

If you are receiving support from Children's Social Care then the NHS may share your NHS number with us. This is so that the NHS and Children's Social Care are using the same number to identify you whilst providing your care. By using the same number the NHS and Children's Social Care can work together more closely to support you and your family.

We will use the NHS number in an integrated care record system across a number of support services including GP's, hospitals, community matrons, district nurses and social care practitioners.

If we cannot use your data we are unable to provide the service, progress an application to adopt and provide support during the adoption process.

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 SCC countywide data retention schedule.

Other information

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

Subscribe to our newsletters for latest news and events.