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Privacy Policy

Great Children Support respects your privacy and is committed to protecting personal information. This policy explains what information we may collect when you visit our website or contact us through it, why we use that information, how long we keep it, who we may share it with and the rights available to you.
For UK data protection purposes, Great Children Support Services Ltd, operating Heartwood House, is the data controller for the website processing described in this notice. If the website is operated by a different legal entity, the controller wording must be amended before publication.

2. Information we may collect
Depending on how you use the website, we may collect:

  • identity and contact information, including your name, organisation, role, email address and telephone number;

  • the contents of messages, enquiries, feedback or complaints you submit;

  • referral-related contact information supplied by a parent, carer, social worker, local authority or other professional;

  • technical information, including internet protocol address, browser type, device information, operating system, referring pages and basic security logs;

  • information about use of the website, such as pages viewed, time spent and links selected, where permitted analytics tools are enabled; and

  • your cookie and consent preferences.
     

Information about children and sensitive information
The website is intended primarily for adults seeking information about the service. Please do not submit detailed information about a child’s health, disability, care, behaviour, safeguarding circumstances or other sensitive matters through a general website contact form.

If you need to discuss a potential placement or share referral information, first contact the Responsible Individual so that an appropriate secure method can be agreed. Where sensitive information is received, it will be restricted, protected and handled under the relevant referral, safeguarding or care-record privacy arrangements.

3. How we collect information
We may obtain personal information:

  • directly from you when you complete a form, send an email, telephone us or otherwise contact the service;

  • from a professional or organisation making an enquiry or referral on behalf of another person;

  • automatically through essential website functions, security logs and cookies; and

  • through optional analytics or embedded services, but only where these are lawfully enabled and any required consent has been obtained.
     

4. Why we use information and our lawful bases
We must have a lawful basis for each use of personal information. The main purposes and bases expected for this website are set out below.
Purpose
Information typically used
Lawful basis
Responding to general enquiries, feedback and requests for information
Name, contact details and message
Legitimate interests in communicating about and administering the service
Taking steps relating to a service, placement or contractual enquiry
Contact and enquiry details
Steps at your request before a contract, or legitimate interests where the enquiry is made in a professional capacity
Managing complaints, concerns and safeguarding communications
Contact details and relevant correspondence
Legal obligation, public task where applicable, and legitimate interests; separate conditions apply to special category information
Maintaining website security, preventing misuse and diagnosing faults
Technical logs and internet protocol address
Legitimate interests in operating a safe and reliable website
Measuring and improving website use through non-essential analytics
Cookie identifiers and usage information
Consent where required
Sending optional newsletters or direct marketing
Name, email and preferences
Consent, unless another lawful electronic-marketing basis clearly applies
Complying with regulatory, legal, insurance and governance requirements
Relevant records and correspondence
Legal obligation and legitimate interests
Where we rely on legitimate interests, we consider the purpose, necessity and impact on individuals. Where we rely on consent, you may withdraw that consent at any time without affecting processing that was lawful before withdrawal.

5. Cookies and similar technologies
Cookies are small files or similar technologies used by websites. The site may use strictly necessary technologies to operate securely and remember privacy choices. Where analytics, advertising, embedded media or other non-essential technologies are used, they must not be activated until any required consent has been obtained.
Category
Purpose
Consent
Typical duration
Strictly necessary
Security, core functions and remembering cookie choices
Not normally required
Session or limited period
Analytics
Understanding how visitors use the website
Required where not exempt
As stated in the live cookie settings
Functional / embedded content
Optional maps, videos or third-party features
May be required
As stated by the provider
Advertising / social media
Advertising measurement or social-media tracking
Required
As stated by the provider
The live website should provide a cookie control that gives users a genuine choice where consent is required, including a clear option to reject non-essential cookies. Users should also be able to revisit or change their preferences. The final cookie schedule must identify the actual cookies and services found on the live website.

6. Who we may share information with
Where necessary and proportionate, information may be shared with:

  • website hosting, maintenance, email, information technology and security providers;

  • analytics, form or communications providers that have been approved for use;

  • professional advisers, insurers, auditors and consultants;

  • local authorities, Ofsted, safeguarding partners, health or education professionals, emergency services or other public bodies where relevant and lawful;

  • law-enforcement agencies, courts or regulators where disclosure is required or permitted by law; and

  • a purchaser, successor or restructuring adviser if the organisation undergoes a legitimate business change, subject to appropriate safeguards.

We do not sell personal information. Service providers acting on our behalf must use information only for authorised purposes and protect it appropriately.

7. International transfers
Some website, hosting, analytics or communications providers may process information outside the United Kingdom. Where this happens, we will use an approved transfer mechanism and appropriate safeguards, or otherwise ensure the transfer is permitted by UK data protection law. The actual hosting and supplier locations must be checked before this notice is published.

8. How long we keep information
We keep personal information only for as long as needed for the purpose for which it was collected and in accordance with the organisation’s retention arrangements. Unless a longer period is required because of a safeguarding, legal, regulatory, insurance or dispute-related need, the following website retention periods apply:
Record
Retention approach
Routine website enquiries
Up to 12 months after the enquiry is closed
Unsuccessful preliminary placement enquiries
Up to 12 months after closure, unless safeguarding or legal reasons require longer
Formal referrals, placements or contractual records
Transferred to the relevant secure operational record and retained under the applicable care, safeguarding or contractual schedule
Complaints and concerns
In line with the complaints and safeguarding retention requirements applicable to the matter
Website security logs
Normally up to 12 months, unless required for investigation
Cookie consent records
For the period needed to demonstrate the recorded choice and refresh consent as required
Marketing preferences
Until consent is withdrawn or the record is no longer required; minimal suppression information may be retained to respect an opt-out

9. How we protect information
We use proportionate organisational and technical measures designed to protect personal information against unauthorised access, loss, alteration or disclosure. Measures may include access controls, secure systems, staff confidentiality, approved suppliers, security monitoring, data minimisation and incident-management procedures.
No internet transmission can be guaranteed to be completely secure. If you believe that confidential or sensitive information has been sent through an unsuitable channel, contact the Responsible Individual promptly.

10. Your data protection rights
Depending on the circumstances, you may have the right to:

  • be informed about how your personal information is used;

  • request access to your personal information;

  • ask for inaccurate or incomplete information to be corrected;

  • ask for information to be erased in certain circumstances;

  • ask for processing to be restricted in certain circumstances;

  • object to processing based on legitimate interests or to direct marketing;

  • receive information in a portable format in certain circumstances;

  • withdraw consent at any time where consent is the lawful basis; and

  • raise a concern with the Information Commissioner’s Office.

These rights are not absolute and may depend on the legal basis and circumstances. We may need to verify your identity before responding. There is normally no charge, although the law permits a reasonable fee or refusal in limited circumstances.

11. Automated decision-making
We do not intend to make decisions producing legal or similarly significant effects about individuals solely through automated processing on this website. If this changes, the notice will be updated and any required safeguards will be applied.

12. Third-party websites and embedded services
The website may link to external websites or display content provided by third parties. Those organisations may process information under their own privacy notices. We are not responsible for the privacy practices of an external website merely because we link to it. Optional embedded services should remain blocked until any required cookie consent has been obtained.

13. Contacting us about privacy
Questions, requests or concerns about this policy or the use of personal information should be directed to:
Privacy contact
Irene Chidongo - Responsible Individual
Email - ichidongo@greatsupportservices.com
Telephone - 07867 011874
Post - Heartwood House, 41 St Leonards Road, Rotherham, S65 1PA
Registered Manager - To be confirmed – not currently in post

14. Complaints to the Information Commissioner’s Office
We encourage you to contact us first so that we can try to resolve your concern. You also have the right to complain to the Information Commissioner’s Office, the UK supervisory authority for data protection.
Information Commissioner’s Office: ico.org.uk/make-a-complaint
Telephone: 0303 123 1113

15. Changes to this policy
We will review this policy periodically and whenever the website, suppliers, cookies or processing activities change. The current version and effective date should be displayed on the website.

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