Activities and supportive services on the Family Information Service website privacy notice

The council holds information about registered activities and support services by the Family Information Service.

This privacy notice is aimed at providers or prospective providers of family activities and support organisations in West Sussex listed on the directory of services on the Family Information Service website.

This privacy notice explains:

  • how personal information is going to be used
  • who it might be shared with and why
  • how long it is kept

The information you provide helps us deliver our services effectively.

Personal and special category data

If you contact us via post, telephone, help form, feedback form or by email, we will use your contact details and any other information you provide to deal with or respond to your message.

We will only collect personal information that is necessary. The types of personal data we hold may include:

  • full name
  • full business name
  • provider address (including postcode)
  • email address
  • telephone numbers

Data Controller

West Sussex County Council (WSCC) complies with the Data Protection Act and the General Data Protection Regulation (GDPR). It is registered as a ‘Data Controller’ with the Information Commissioner’s Office (Reg. No. Z6413427). 

You can find details for the WSCC Data Protection Officer (DPO) on our Privacy Policy.

We ensure that your personal data is accurate, processed fairly and lawfully, kept secure and retained for no longer than is necessary.

The legal basis for processing personal data

Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

We have a statutory duty under section 12 of the Childcare Act 2006 to provide information services or facilities which may be of benefit to parents or prospective parents in West Sussex.

How we use your personal information

Our Privacy Policy determines how we use personal data and specifically to:

  • map service provision for parents/carers of children and young people aged 0 to 25 and identify gaps for commissioning purposes
  • provide families with information on activities and support services
  • complete statistical responses to Freedom of Information requests
  • share correspondence and relevant information

Who we share your information with

From time to time, West Sussex County Council are required to pass on some of this data to:

  • internal WSCC departments, for example Local Offer
  • agencies that are prescribed by law

If you contact the Family Information Service to request to join the activities and supportive services directory, this involves completing a request form where you will need to provide personal data. This information will only be used to contact you in relation to your advertised record and the ongoing maintenance of it.

The information you provide will be made available via the internet and will go to WSCC’s corporate website (please note - information available via the internet may be accessed by people in countries and territories outside the European Union (EU), which may operate different levels of protection than apply in the United Kingdom).

The information you provide may also be disclosed in writing (post or email) or by telephone to internal WSCC directorates, health care professionals, other Local Authorities, tribunals and related professional bodies.

Members of the public may also access this information face-to-face or online through our offices, newsletters, Hubs and outreach events.

Your personal data linked to your registration will be removed when you are no longer advertising on the directory.

See our Privacy Policy if you require more information about how we use this data.

How long we keep your personal data

Personal data will not be retained for longer than is necessary in relation to the purposes for which they are collected.

The council is currently reviewing and updating its retention policies. See our records management page for published retention schedules.

Your rights

See our Privacy Policy for more information on your rights.

Complaints

See our Privacy Policy for information about making a complaint.

 
Last updated:
31 January 2025
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