GDPR

Effective Date: August 2025
Last Updated: June 2024

Libra Children Services is committed to protecting your privacy and ensuring the security of your personal information. This policy explains how we collect, use, store, share and protect your data. It also sets out your rights under the UK General Data Protection Regulation (UK GDPR).

Libra Children Services
Hastingwood Business Park
Wood Lane
Erdington
B24 9QR
Telephone: 0121 269 9879
Email: admin@librachildrenservices.org.uk

1. Information we collect and how we collect it

We collect and process personal information so that we can provide contact centre services and meet our legal obligations. The information we collect may include the following.

Personal information

Name
Address
Email address
Telephone numbers
Date of birth
Other identifying details

Sensitive personal data

We may collect sensitive information such as:
Health information
Racial or ethnic origin
Religious beliefs
Political opinions
Trade union membership
Genetic or biometric data
Sex life or sexual orientation
We will only collect sensitive data where we have your explicit consent or where the law requires or permits it.

Attendance and service information

Attendance records
Absences and reasons for absence
Contact session records
Safeguarding or welfare concerns
Behavioural observations relevant to safety or wellbeing

How we collect information

Directly from you through:
Self referral forms
Pre visit checklists
Telephone calls
Emails
Written or verbal communications
Records of contact sessions

From third parties:
Referrals through the NACCC safe referral system
Referrals from Cafcass
Family solicitors
Other agencies involved in your case

We may update information using lawful third party sources where appropriate.

2. Why and how we use your information

We use your personal information for the following purposes.

Service delivery

To provide, manage and record contact centre services for you and your family.

Communication

To respond to enquiries
To provide updates relating to sessions
To share essential information regarding safety or welfare

Service improvement

To help us understand how our services are used and to develop improvements.

Surveys and feedback

To request your voluntary participation in service evaluations and surveys.

Legal duties

To comply with the law including safeguarding duties, court orders, regulatory investigations or lawful requests from statutory bodies.

Employment and organisational management

For management of staff, volunteers, administration, payroll, training and HR compliance.

Legal bases for processing

We process your data under the following lawful bases:
Legitimate interests: to operate our service safely and effectively
Explicit consent: for health or other sensitive information
Legal obligation: where required to comply with the law
Vital interests: where it is necessary to protect someone’s life
Contract: where processing is necessary to provide the service you request

3. How long we keep your information

We only keep personal information for as long as necessary and in line with law and best practice. The following table summarises retention periods.

Information type                                       Retention period 
HR files                                       6 years after employment or volunteering ends
Employment references            6 years after employment or volunteering ends 
Redundancy details                   6 years 
Parental leave                            5 years from birth or adoption, or until the child is 18 if receiving disability                                                        allowance 
DBS certificate                           Actual certificate destroyed after 6 months. Records kept as required: date,                                                      reference number, decision and outcome 
Finance and HMRC records      6 years from the end of the financial year 
Tax and payroll information     6 years 
 Supported contact referrals                                                                                                                                with court orders or Cafcass                                                                                                                  involvement                              3 years unless safeguarding requires longer 
Supported contact referrals                                                                                                                                         with no court order                  1 year unless safeguarding requires longer 
Information not used for 3                                                                                                                                   years                                          Securely destroyed as confidential waste 

Accident books and safeguarding records about a child Kept until age 25 or longer if legally required 

4. When we may share your information

We may share your personal information under the following circumstances.

With your consent

Where you ask us to share your information.

As required by law

For example, court orders, police requests, or safeguarding duties.

With service providers

We use trusted third parties who support our services. These may include:
Secure hosting providers
Legal and compliance consultants
IT and technical support
Accountants
External auditors

We only use providers who meet strict data security and confidentiality standards.

5. Your rights under UK GDPR

You have the following rights over your personal information.

Right to be informed
Right of access
Right to rectification
Right to erasure (right to be forgotten)
Right to restrict processing
Right to object
Right to data portability
Right not to be subject to automated decision making

Family Matters Enterprise does not use automated decision making.

If you wish to exercise your rights, you can make a written request to the Data Controller using the contact details above.

You also have the right to make a complaint to the Information Commissioner’s Office (ICO) if you are unhappy with how your data has been handled.

6. How we protect your information

We take the security of personal information seriously and use a range of technical and organisational measures to protect it.

These include the following.
Restricted access to personal information
Confidentiality agreements
Secure storage systems
Regular review of data handling practices
Monitoring and backup systems
Secure physical environments for paper records
Use of service providers who meet strict security requirements

7. Updates to this policy

We may update this Privacy Policy to reflect changes in law, services or organisational practices. Updates will be posted on our website and, where necessary, we will notify you directly.

8. Contact us

If you have questions about this policy or how we handle your personal information, please contact us at:

Libra Children Services
Hastingwoods Business Park
Wood Lane
Erdington
B24 9QR
Telephone: 0121 269 9879
Email: admin@librachildrenservices.org.uk