FosteringMatters Limited website privacy notice 

This privacy notice tells you what to expect us to do with your personal information. 

Our Contact details 

Post
10 College Green, GLOUCESTER, GL1 2LX, GB 

Telephone
01452 309210 

Email
enquiries@fosteringmatters.com 

What information we collect, use, and why 

We collect or use the following information for safeguarding or public protection reasons: 

• Name, address and contact details 

• Emergency contact details 

• Photographs 

• Health information (including medical conditions, allergies, medical requirements and medical history) 

• Information about care needs (including disabilities, home conditions, dietary requirements and general care provisions) 

• Records of meetings and decisions 

We also collect the following information for safeguarding or public protection reasons: 

• Racial or ethnic origin 

• Health information 

We collect or use the following personal information to comply with legal requirements: 

• Name 

• Contact information 

• Identification documents 

• Health and safety information 

• Financial information 

• Safeguarding information 

• Criminal offence data 

We also collect the following information to comply with legal requirements: 

• Racial or ethnic origin 

• Health information 

We collect or use the following personal information for recruitment purposes: 

• Contact details (eg name, address, telephone number or personal email address) 

• Date of birth 

• National Insurance number 

• Copies of passports or other photo ID 

• Employment history (eg job application, employment references or secondary employment) 

• Education history (eg qualifications) 

• Right to work information 

• Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks ) 

• Security clearance details (eg basic checks and higher security clearance) 

We collect or use the following personal information for information updates, marketing or market research purposes: 

• Names and contact details 

• Marketing preferences 

• Website and app user journey information 

• IP addresses 

• Personal information used for administration of the research 

• Personal information used for the purpose of research 

• Records of consent, where appropriate 

We collect or use the following personal information for dealing with queries, complaints or claims: 

• Names and contact details 

• Address 

• Purchase or service history 

• Witness statements and contact details 

• Relevant information from previous investigations 

• Information relating to health and safety (including incident investigation details and reports and accident book records) 

• Correspondence 

We collect or use the following personal information Data Analytics to Improve Service Delivery: 

• Name, address and contact details 

• Website Analytics Data 

Lawful bases and data protection rights 

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website. 

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website: 

• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here. 

• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here. 

• Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right here. 

• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right here. 

• Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right here. 

• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here. 

• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here. 

If you make a request, we must respond to you without undue delay and in any event within one month. 

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice. 

Our lawful bases for the collection and use of your data 

Our lawful bases for collecting or using personal information for safeguarding or public protection reasons are: 

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. 

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object. 

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability. 

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: 

• As an Independent Fostering Agency we are bound by law to ensure we protect the children in our care. This care may require the processing of other people's information in order to ensure the safety of those children. 

• Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability. 

• Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability. 

Our lawful bases for collecting or using personal information to comply with legal requirements are: 

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. 

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object. 

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability. 

• Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability. 

• Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability. 

Our lawful bases for collecting or using personal information for recruitment purposes are: 

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. 

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object. 

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability. 

• Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability. 

• Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability. 

Our lawful bases for collecting or using personal information for information updates, marketing or market research purposes are: 

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. 

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are: 

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. 

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability. 

Our lawful bases for collecting or using personal information Data Analytics to Improve Service Delivery are: 

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. 

Where we get personal information from 

• Directly from you 
• Regulatory authorities 
• Other health and care providers 
• Social services
• Previous employers 
• Our website 

Who we share information with 

Data processors 

Local Authorities 

This data processor does the following activities for us: Provide information regaeding children in care 

Others we share personal information with 

• Care providers 

• Organisations we need to share information with for safeguarding reasons 

• Local authorities or councils 

• Relevant regulatory authorities 

• Organisations we’re legally obliged to share personal information with 

Duty of confidentiality 

We are subject to a common law duty of confidentiality. However, there are circumstances where we will share relevant health and care information. These are where: 

• you’ve provided us with your consent (we have taken it as implied to provide you with care, or you have given it explicitly for other uses); 

• we have a legal requirement (including court orders) to collect, share or use the data; 

• on a case-by-case basis, the public interest to collect, share and use the data overrides the public interest served by protecting the duty of confidentiality (for example sharing information with the police to support the detection or prevention of serious crime); 

• If in England or Wales – the requirements of The Health Service (Control of Patient Information) Regulations 2002 are satisfied; or 

• If in Scotland – we have the authority to share provided by the Chief Medical Officer for Scotland, the Chief Executive of NHS Scotland, the Public Benefit and Privacy Panel for Health and Social Care or other similar governance and scrutiny process. 

How to complain 

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice. 

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO. 

The ICO’s address:            

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF 

Helpline number: 0303 123 1113 

Website: https://www.ico.org.uk/make-a-complaint 

Last updated 

23 October 2024