Skip Ribbon Commands
Skip to main content

You are currently in: Childrens

Children and Families Hub

18 May 2018

What service is being provided?

Children and Families Hub

This is the single contact point for anyone to request Early Help or Children Social Care support  


What personal data do we need from you?


Name and Contact Details

Social Care ID

NHS Number

Family Details

Lifestyle and Social Circumstances

Financial Details

Housing Needs

Case File Information

Personal Appearance and Behaviour


What 'special types' of personal data do we need from you?


Physical or Mental Health Details

Racial or Ethnic Origin

Religious or other beliefs of a similar nature

Social Care Support Outcomes

Criminal proceedings, outcomes and sentences

Offences (including alleged offences)


Who will be using your personal data?


The Data Controller is Essex County Council


The Data Protection Officer for Essex County Council can be contacted at


Social Care database providers Serverlec and Finestra are Data Processors supporting this purpose through the Mosaic social care case management system and the online referral portal respectively.


What will it be used for and what gives us the right to ask for it and use it?

Service Delivery

Service Planning/Improvement

Prevention or Detection of Fraud/Crime



If we cannot use your data

We would not be able to arrange or provide social care support that you require.


Our legal basis for using your personal data is

  • Under a legal obligation


Our legal basis for using your special personal data is

  • Health & Social Care Treatment
  • Health & Social Care Management


Who else might we share your data with?

  • Health Providers
  • NHS Agencies (GPs, Hospitals, School Nurses, Health Visitor)
  • Residential Care Providers
  • Education Providers
  • Advocacy Services
  •  Mental Health Services
  • Local Government
  • Police, Fire & Rescue services

Use of your NHS Number in Children Social Care 

If you are receiving support from children social care then the NHS may share your NHS number with us.  This is so that the NHS and children social care are using the same number to identify you whilst providing your care.  By using the same number we are able to work together to improve your care and support.


We will use this Number in an integrated care record system across a number of support services including GPs, hospitals, community matrons, district nurses and social care practitioners.


Will your data be stored in or accessible from countries with no UK-equivalent Privacy Law protections?



How long will your data be kept?

We will stop using your data after we no longer have a statutory reason to use your information, this may be when your services have ended and we are no longer required to use your information for service planning or improvement purposes.


Your data will be deleted in line with Children Social Care retention after we stop using it where a service has been provided:

Adoption data will be deleted after 100 years

Looked after children's data will be deleted after 75 years

All other cases will be deleted after 35 years


Our use of your data will be subject to the following legal rights:

  • Your Right to be Informed
  • Your Right to Access your personal data
  • Your Right for us to Rectify your personal data
  • Your Right to Restrict our processing of your personal data


We may also receive personal information about you from others:


This is who is giving us your personal data:

  • Family members
  • Police, Schools
  • Members of the public
  • Ambulance service
  • Voluntary agencies
  • Probation Service
  • Health Services
  • CAFCAS (Children and Family Court Advisory Service)
  • Childrens Centres
  • Community Hubs
  • Other Local Authorities
  • MPs and Councillors
  • Youth Offending Teams
  • Youth Services


This is not a source of personal data open to anyone


Link to a relevant other privacy notice

My Care Record -

Personal Demographic Service (PDS) -


Visit the following links for more information about Privacy Law, our obligations and your Rights:


The ICO Guide to the General Data Protection Regulation 2016

The General Data Protection Regulation 2016


If you have concerns over the way we are asking for or using your personal data, please raise the matter with our Data Protection Officer by the following means:


Postal AddressData Protection Officer, Information Governance Team, Essex County Council, County Hall, Market Road, Chelmsford, Essex, CM11QH
Phone Number0333 013 9824


If you still have concerns following our response you have the right to raise the matter with the Information Commissioner's Office:


Postal AddressInformation Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Online Form
Phone Number0303 123 1113


For our full privacy notice: