The London Borough of Barking and Dagenham (the ‘Council’) is committed to ensuring that your personal information is protected, used lawfully and respectfully and in a transparent manner.

Who are we?

The Council is a registered data controller with the Information Commissioner’s Office (ICO), registration number Z7517364.

How we collect your personal information 

We collect information in a number of ways, for example, but not limited to, by letter, email, face-to-face, telephone, online forms, surveys.

Personal information we collect and use

We use information about children and young people to enable us to carry out specific functions for which we are responsible. There are a variety of reasons why we work with families and ways that we collect data to support you and your family

In order to provide you with support, the Council has to process certain personal information. The processing of your information includes the collection, use, sharing (if appropriate), retention and destruction of your information.

The information we collect includes: 

• personal identifiers and contact details (such as name, unique pupil number, NHS number, contact details and address, details of family and close relations)
• special category data (such as racial or ethnic origin, sex life or sexual orientation, and health information)
• safeguarding information (such as court orders and professional involvement, child in care status including looked after or previously looked after early help, social care and health)
• special educational needs, including the needs and ranking, for example pastoral support plan (PSP), education, health and care plan (EHCP), Special Educational Needs and Disabilities (SEND) support plan, personal education plan (PEP), employment and education)
• school attendance, achievements, exclusion and behavioural information
• details and records of your child’s care, support, wellbeing and any concerns or investigations
• details of each contact that we have with you and your child, including visits, correspondence, communications and documents
• relevant information from individuals involved in your child’s care, including health and other care providers, carers and relatives
• Criminal Offence information: offences (including alleged offences), criminal proceedings, convictions and sentences
• information about your situation given to us by your family, carers and other organisations such as general practitioner, police and schools

How we use personal information

We use information about children, young people and their families to meet our legal obligations and responsibilities, such as: 

• carry out our statutory functions and duties including safeguarding, child protection, children and young people at risk of offending and corporate parenting
• carry out our statutory functions and duties including services to children and young people in care and care leavers
• provide you and your family with early help, advice and appropriate services
• provide a coordinated approach to safeguarding and promoting the welfare of children to ensure you receive the right support at the right time
• inform targeted support and services to families, children and young people who are most in need and at risk of harm
• identify children as part of the CP-IS (Child Protection – Information Sharing) programme
• identify families eligible for inclusion in the Troubled Families Programme and monitor their progress as part of the programme
• support you to access relevant support and advice, services and groups, including supporting parents with parenting and with their drug and alcohol use
• help us teach, train and monitor our staff to develop good practice in the services received
• evaluate and quality assure the services we provide, and improve our policies on children’s social care
• to audit and improve our services to ensure they meet you and your child’s needs
• assess performance and set targets for service improvement
• complete statistical returns to Government departments
• account for our decisions and investigate complaints

We also undertake general data matching or data sharing in certain areas for the prevention or detection of crime.

Lawful basis for processing your personal information

In order to process personal information, we must have a lawful basis to process your information. 

The legal basis we rely on for processing you and your child’s personal data are  as follows: 

• Article 6(1)(c) (Legal duty)
• Article 6(1)(e) (public task)

Special Categories information

To process Special Categories data, the council relies on the following Conditions:

• Article 9(b) Employment, social security and social protection (if authorised by law)
• Article 9(g) Reasons of substantial public interest (with a basis in law)
• Article 9(h) Health or social care (with a basis in law)

For (b) and (h) the Data Protection Act 2018 Schedule 1 Part 1 conditions are: paras 1 (Employment, social security and social protection) and 2 (Health or social care purposes), with the underlying laws being those described below.

For (g) the Data Protection Act 2018 Schedule 1 Part 2 conditions are paras 6 (Statutory and government purposes), and 18 (Safeguarding of children and individuals at risk) with the underlying laws being those described below.

Criminal offence data

UK GDPR Art 10 requirements met by the article 6 legal basis above and the Data Protection Act schedule conditions as described above.

The following legal gateways are relied on: 

• Children and Families Act 2014
• Children’s Act 1989
• Children’s Act 2004
• Adoption and Children Act 2002
• Children and Social Work Act 2017
• Children and Young Persons Act 2008
• Leaving Care Act 2000
• Human Rights Act 1998
• Equalities Act 2010

Sharing your personal information

In order for the Council to carry out our duties appropriately, it may be necessary to share personal data with other parties. We will only share data where required to do so, ensuring that only necessary personal information is shared. 

We do not require consent to share data with other organisations because consent is not a lawful basis.  Where possible, we will tell you what information is being shared and why, but in some circumstances we do not have to do so, an example being when we share safeguarding information with another organisation.

The council has a number of data sharing agreements with agencies that facilitate the sharing of personal information. 

We may share your information where required, with, but not limited to: 

• GPs and health professionals
• advocates, deputies, legal power of attorney
• borough councils, housing associations and landlords
• Solicitors
• Central Government
• DWP
• Health agencies​
• Police​
• Drug and alcohol services​
• Probation and courts​
• Specialist contractors​
• Schools/ Education Providers]
• Ofsted
• Voluntary Organisations
• Other Local Authorities 

We may also share your information with internal departments including:​

• Targeted Early help
• Community and family Hub’s
• Adult services
• Housing Services
• Legal services 

In certain circumstances, the Council may share your information with third parties, for example, where we are legally required to do so, for the prevention/detection of crime/fraud, or where we are concerned about your, or someone else’s, well being.

How long do we keep your personal information for

The Council will only keep your information for as long as is necessary, for the minimum amount of time, for the purpose it was collected, and in line with statutory and/or business requirements, such as:

• Children in Need (but not accommodated) - 25 years from date of birth
• Child Protection - 75 years from date of birth or 6 years from the date of a child’s death
• Children Looked after and Leaving Care - 75 years for date of birth or 15 years from the date of a child’s death
• Adoption records - 100 years after date of adoption or 15 years from the date of a child’s death

International Transfer of personal information

It may sometimes be necessary to transfer personal information overseas. When this is needed, information may be transferred to countries or territories around the world. Any transfers made will be in full compliance with all aspects of the DPA’18.

Automated decision-making 

Childrens’ Services does not use automated decision-making to process personal data.

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Last reviewed

Date: 17 May 2025