User Voice and Participation Team - Privacy Notice


  • Name of service - User Voice and Participation Team
  • Directorate - Children, Families and Lifelong Learning
  • Date of issue - 14 January 2020
  • Date of current version - 23 August 2023
  • Review date - 23 August 2025

The reasons why we use your personal data

This privacy notice applies to the functions of the User Voice and Participation Team that carries out the development of a 'user voice' strategy that champions the involvement of service users, especially young people in their own service delivery and in the governance and development of services within Surrey County Council.

What processing of personal data is undertaken by the User Voice and Participation Team?

Your personal data is collated for the purposes of engagement and consultation through participation groups, surveys, filming, photography and online digital content.

In addition, we collect your personal data for the following:

  • To deliver service improvements that support you
  • To safely run events, groups and residentials
  • To enable us to manage the services we provide
  • To train and manage our workers who deliver those services
  • To investigate any worries or issues you may have about our goods or services
  • To check the quality of our goods and services
  • To help with research and planning of new services
  • Statistical analysis and reporting

What information do we collect?

Name, address, date of birth, contact details, emergency contact details, health and wellbeing details, ethnicity, sexuality.

How are we allowed to use your personal data

The lawful conditions for us to process your personal data depend on the circumstances but are consent, public task or our legal obligations which include (but are not limited to) the following:

Regulation 13(3), The Children Act 1989 Representations Procedure (England) Regulations 2006


Where we use consent 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.

You will be asked to complete a health and safety form for our team, this includes permission to be recorded, filmed or photographed, which could identify you. We will ask your consent to share digital content internally and externally.

We may ask children and young people to provide us with their personal accounts of difficult situations or their activity. When filming or photographing material that is sensitive we will obtain consent before and after the content is finalised so we are satisfied children and young people have provided informed consent. In addition pixilation occurs where young people are recording content that is of a sensitive nature.

We will ask children and young people over the age of 13 years or older for their consent and will aim to gain parent/guardian consent for everyone under the age of 18 years. If the child consents and is deemed to have enough competence and intelligence we may not also request parent/guardian consent.

We will always seek parental/guardian consent for anyone under the age of 18 years to attend a residential or overnight activity.

You are able to refuse to be filmed or photographed.

You are able to request the filming or photography is deleted at any time, however, if you have consented to this information going onto a public website, then we will be unable to remove all content from all platforms.

When you join our social media platforms or message groups (such as WhatsApp or Facebook groups) you should be aware we will monitor their content.

If you request to stop working with us you can close down your access to these accounts, however, we are not always able to delete all your personal comments or messages from all platforms as we will not have access to all systems or platforms the content could be visible on.

Who we share your personal data with

We use a range of internal and external organisations to help deliver our services to you. Sometimes we have a legal duty to provide your personal information to other organisations, for example we may need to share with the following:

  • Local Government and Social Care Ombudsman
  • Independent Complaint Investigators
  • Other departments within the Council, where relevant, for the investigation and response to your complaint.
  • An organisation delivering a service on behalf of the Council, in this instance we contact you to seek your permission to do so.

Your information will not be disclosed to any other organisations or third party individuals, except where there is a safeguarding concern, and when we are required to and allowed to by law.

Retention of data

Data will be retained in accordance with the Arrangements for Placement of Children (General) Regulations 1991.

Other information

For further information please see the overarching Childrens Services privacy notice.

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

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