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Privacy Notice

Safeguarding Children Board GDPR Privacy Notice – How we use your personal information

The Safeguarding Children Board collects and processes personal data relating to anyone accessing our service, this would include but is not exclusive to employees, external customers, commissioned trainers and students to manage the service we provide.

The Safeguarding Children Board is committed to being transparent about how it collects and uses your personal data and to meeting its data protection obligations. This privacy notice describes how Stoke-on-Trent Safeguarding Children Board collects and uses information about our service users, in accordance with the General Data Protection Regulation (GDPR).

Stoke-on-Trent City Council is a Data Controller under data protection legislation. We will comply with the data protection principles when gathering and using personal information, as set out in our personal data protection policy.

Data Protection Principles

  1. Used lawfully, fairly and in a transparent way.
  2. Collected only for valid purposes that we have explained to you and not used in any way that is incompatible with those purposes.
  3. Relevant to the purposes we have told you about and limited only to those purposes.
  4. Accurate and kept up to date.
  5. Kept only as long as necessary for the purposes we have told you about.
  6. Kept securely.

Personal data, or personal information means any information from which that person can be identified.

Contact information:

Please contact the Safeguarding Children Board Manager, Carole Preston at for further information should you wish to, about how your personal data is processed.

What personal data does the Safeguarding Children Board collect?

The Safeguarding Children Board collects and processes the following information about you:

  • Your name, work address and work contact details, including work email address and work telephone number.
  • If you are a private applicant this will include your name, address and contact details, including email address and telephone number.
  • If you are an applicant paying privately for a training place information will include bank account details and sort code.
  • Information about training needs, including whether or not you have a disability for which the Safeguarding Children Board needs to make adjustments for on training events.
  • Attendance information.
  • Qualitative and quantitative information given on evaluation forms following attendance at a training session.

If you are a commissioned trainer we collect, store and use the following information:

  • Name, business address, telephone number, email address, registered business name, limited company number and financial details including bank account number and sort code.

The Safeguarding Children Board will collect this information in a variety of ways. For example, data might be collected through application forms and evaluations forms both short term and long term, and through Training Needs Analysis tools or through procurement paperwork when we commission training from a private provider.

Where will your personal data be stored?

Your personal data will be stored in a range of different places, including in an Excel spread-sheet (Training Database), SharePoint and in the Safeguarding Children Board email system (Outlook) and possibly in document format.

Why does the Safeguarding Children Board process your personal data?

The Safeguarding Children Board needs to process your data in order to maintain the service that we provide which includes but is not exclusive to; providing training, evaluating the quality of that training, workforce planning support and procurement.

The Safeguarding Children Board has a legitimate interest in processing your personal data. It needs to process personal data to:

  • Contact delegates booked onto training for a variety of reasons such as to inform them of the cancellation of training or a change of date or venue or distribute training material.
  • Maintain accurate training records.
  • Produce skills matrixes.
  • Obtain information relating to any type of disability you may have, to ensure that we comply with making reasonable adjustments where possible for those in attendance to training.
  • Provide quarterly reports for nominated agency representatives regarding attendance to training.
  • Ensure effective general Learning and Development and business administration.
  • Provide training records on request for current or former employees and external businesses who may have purchased training through us and wish to access their records.
  • Distribute Training Needs Analysis.
  • Produce Trainer contracts.
  • Process invoices for payment.

Who has access to your personal data?

Your information may be shared internally within your agency, including a nominated Agency Link from your organisation, with members of your HR team, your line manager, managers in the business area in which you work and IT staff if access to the data is necessary for performance of their roles.

With regards to commissioned trainers information on successful tenders will be shared with the City Council Procurement team and cited on the City Council website.

How does the Safeguarding Children Board protect your personal data?

Stoke-on-Trent City Council takes the security of your personal data seriously. The Safeguarding Children Board as a team within Stoke-on-Trent City Council follows internal policies and controls which are in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed. Some of the ways in which Stoke-on-Trent City Council protects your personal data include:

  • Implementing appropriate technical and organisational measures to protect the confidentiality, integrity and availability of personal data and information.
  • On-going continuous review of security.
  • Regular review of Stoke-on-Trent City Council information assurance and security policies and procedures.
  • On-going training and awareness for staff on information assurance and security.
  • Alignment with codes of conduct, certification schemes and government guidance, including the HMG Security Policy Framework, government baseline security standards, , and the National Cyber Security Centre (NCSC).
  • Use of the government Supplier Assurance Framework and Crown Commercial Services frameworks when working with suppliers and third parties.
  • Regular review of security and cyber risks.

Where Stoke-on-Trent City Council engages third parties to process personal data on its behalf, they do so under contract and on the basis of written instructions. Third parties are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data and comply with data protection legislation.

How long does the Safeguarding Children Board keep your personal data for?

In line with RGLA – Retention Guidelines for Local Authorities.

Course registers / evaluation forms - 35 years following the completion of a training course.

Financial information- Creditors / Debtors / Requisitions – 6 years after the end of the financial year.

Procurement / Contracts - 2 years after the end of the contract.

Your rights

As a data subject, you have a number of rights. You can:

  • Access and obtain a copy of your data on request.
  • Require Stoke-on-Trent City Council to change incorrect or incomplete data.
  • Require Stoke-on-Trent City Council to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing.
  • Object to the processing of your data (in certain circumstances).

If you would like to exercise any of these rights, please contact the Safeguarding Children Board Manager.

Please note that if you wish to have access to your personal data, this should be requested through the Information Rights team at or Information Rights Team, Floor 2, Civic Centre, Glebe Street, Stoke-on-Trent, ST4 1HH or you can complete the online form on the City Council's website: Alternatively the Information Rights Team can be contacted on the following numbers 01782 233732 or 235965.
If you believe that Stoke-on-Trent City Council has not complied with your data protection rights, please contact Stoke-on-Trent City Council’s Data Protection Officer in the first instance. You can also complain directly to the Information Commissioners Office (ICO)

You can find details of how we handle your personal information by visiting


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