Adoption Lancashire and Blackpool
To comply with the UK General Data Protection Regulation (UK GDPR), where personal data relating to a data subject is collected, Lancashire County Council would like to provide you with the following details.
Contact details of this Lancashire County Council service:
Note that for queries intended for this specific service, do not contact the Data Protection Officer (DPO) mailbox, instead please direct your query to the following point of contact:
paul.dolan@adoptionlancashireblackpool.org.uk
Reasons for processing your personal data
We process your personal data so that Adoption Lancashire and Blackpool can deliver adoption services and meet its legal responsibilities. This includes:
Assessing and progressing enquiries from people interested in adoption.
Recruiting, assessing, approving and supporting prospective adopters.
Matching children with suitable adoptive families and supporting the adoption process.
Providing adoption support services before, during and after an adoption has taken place.
Safeguarding and promoting the welfare of children and young people involved in adoption services.
Making decisions about the services we provide and ensuring that children's needs are met.
Maintaining accurate records relating to adoption activities and case management.
Communicating with children, adopters, birth families, adopted adults and other individuals involved in adoption services.
Working with partner organisations, including local authorities, health services, education providers, courts and other agencies where this is necessary to deliver adoption services.
Meeting our legal, regulatory and statutory obligations, including those relating to safeguarding, adoption legislation, complaints, audits and inspections.
Monitoring, reviewing and improving the quality, effectiveness and performance of our adoption services.
Producing management information, statistics and reports, where appropriate, to support service planning and improvement.
Adoption Lancashire and Blackpool delivers adoption services on behalf of Lancashire County Council, Blackburn with Darwen Council and Blackpool Council, and personal data may be processed as necessary to provide these services across the partnership.
Use of artificial intelligence (AI) technologies
We are increasingly utilising AI technologies to process your personal data. This is primarily utilised within Lancashire County Council using Microsoft Copilot Web and Microsoft Copilot 365. Please consult our Artificial Intelligence privacy notice for more details of how we use these specific platforms.
We do not use AI to make automated decisions. There is always a human intervention to review and approve any outputs from the AI tools. Decisions are not made solely by automated means.
Within Adoption Lancashire and Blackpool, we may use AI-powered tools approved by Lancashire County Council to support administrative and business functions associated with the delivery of adoption services. This may include:
Assisting staff to draft, review, summarise or improve documents, correspondence, reports and meeting notes.
Supporting information searches and helping staff locate relevant policies, procedures and guidance.
Assisting with the preparation of communications and service-related materials.
Improving efficiency by helping staff complete routine administrative tasks more effectively.
Where personal data is processed using AI technologies:
Use is limited to authorised purposes and in accordance with Lancashire County Council's information governance, data protection and security requirements.
Personal data is only shared with AI tools where this is considered appropriate, necessary and proportionate.
AI-generated content is reviewed by a member of staff before it is used or relied upon.
Important decisions relating to children, adopters, birth families or adoption services are not made solely by AI systems.
Human oversight is always applied to ensure outputs are accurate, appropriate and consistent with professional judgement and statutory responsibilities.
Legal basis for processing personal data
Adoption Lancashire and Blackpool processes personal data to deliver adoption services on behalf of Lancashire County Council, Blackburn with Darwen Council and Blackpool Council. The legal bases relied upon under Article 6 UK GDPR are:
Article 6(1)(c) – Legal Obligation
Processing is necessary for compliance with legal obligations placed upon the councils in relation to adoption, safeguarding, record keeping, court proceedings and the provision of adoption services. This includes duties arising under the Adoption and Children Act 2002, the Children Act 1989, and the Adoption Agencies Regulations 2005.Article 6(1)(e) – Public Task
Processing is necessary for the performance of tasks carried out in the public interest and in the exercise of official authority vested in local authorities. Adoption services are statutory functions carried out under legislation including the Adoption and Children Act 2002, Children Act 1989, and associated adoption regulations and statutory guidance.Article 6(1)(d) – Vital Interests
In limited circumstances, personal data may be processed where this is necessary to protect the life or physical safety of a child or another individual, particularly where there are safeguarding concerns.Article 6(1)(a) – Consent
Where appropriate, we may rely on consent for specific activities that are not covered by our statutory functions. Where consent is used, you will be informed and may withdraw your consent at any time, unless another lawful basis applies to the processing already undertaken.
Legal basis for processing special categories of personal data
Adoption Lancashire and Blackpool needs to process special category personal data, and in some cases criminal offence data, to deliver adoption services, safeguard children, assess suitability to adopt, provide support services and meet legal obligations. The Article 9 UK GDPR conditions most likely to apply are:
Article 9(2)(b) – Employment, social security and social protection law
Processing is necessary to carry out obligations and exercise rights in relation to social protection and safeguarding responsibilities.
This may apply where information is required to assess an individual's suitability to adopt or to fulfil statutory duties under adoption and children's social care legislation.
Article 9(2)(c) – Vital Interests
Processing is necessary to protect the vital interests of an individual where they are unable to provide consent and there is a need to protect their life, health or safety.
Article 9(2)(f) – Legal Claims
Processing is necessary for the establishment, exercise or defence of legal claims, including matters connected with court proceedings, adoption orders and related legal processes under the adoption framework.
Article 9(2)(g) – Substantial Public Interest
Processing is necessary for reasons of substantial public interest, including safeguarding and protecting children and vulnerable individuals and carrying out statutory functions entrusted to local authorities.
This condition is supported by the Data Protection Act 2018, Schedule 1, including provisions relating to:
Safeguarding of children and individuals at risk.
Statutory and government purposes.
Preventing or detecting unlawful acts where applicable.
Regulatory requirements relating to adoption and children's services.
Article 9(2)(h) – Health or Social Care
Processing is necessary for the provision, management and monitoring of health or social care services.
This includes the use of medical, health and social care information required to assess the needs, welfare and suitability of children and prospective adopters.
This processing supports functions carried out under the Adoption and Children Act 2002, the Children Act 1989, and related adoption legislation and statutory guidance.
Article 9(2)(a) – Explicit Consent
Where appropriate, explicit consent may be obtained for specific activities that are not otherwise covered by statutory powers or duties. Where consent is relied upon, individuals will be informed and may withdraw consent at any time, subject to any legal limitations.
Legal basis for processing criminal offence data
Our service will process criminal offence data where we have a legitimate requirement to do so.
Where criminal offence data is processed, this is carried out in accordance with Article 10 UK GDPR and Schedule 1 of the Data Protection Act 2018.
The conditions that will apply include:
Data Protection Act 2018, Schedule 1, Part 2, Paragraph 6 - Statutory and Government Purposes
Processing is necessary for the exercise of functions conferred on a person by an enactment or rule of law.
This includes the statutory adoption functions carried out by local authorities under adoption legislation.
Data Protection Act 2018, Schedule 1, Part 2, Paragraph 18 - Safeguarding of Children and Individuals at Risk
Processing is necessary to protect children and vulnerable individuals from neglect, physical, mental or emotional harm and to promote their welfare.
Data Protection Act 2018, Schedule 1, Part 2, Paragraph 10 - Preventing or Detecting Unlawful Acts
Processing may be necessary where information relating to criminal activity or allegations is relevant to safeguarding, suitability assessments or the protection of children.
Data Protection Act 2018, Schedule 1, Part 2, Paragraph 11 - Protecting the Public Against Dishonesty, Malpractice or Other Improper Conduct
Processing may be necessary where criminal offence information is relevant to assessing an individual's suitability to undertake the responsibilities associated with adoption.
The principal legislation supporting this processing includes:
Adoption and Children Act 2002
Children Act 1989
Adoption Agencies Regulations 2005
Data Protection Act 2018
Criminal offence data is only processed where it is necessary, proportionate and relevant to the delivery of adoption services, safeguarding responsibilities and the protection of children.
Information we process about you
To deliver adoption services, Adoption Lancashire and Blackpool may collect and process a range of personal information about children, prospective adopters, adopters, birth family members, adopted adults and others involved in the adoption process.
This may include:
Personal identifiers, such as:
Name
Previous names
Address
Date of birth
National Insurance number (where relevant)
Photographs
Contact details, including telephone numbers and email addresses
Family and relationship information, such as:
Household composition
Marital or relationship status
Details of family members and significant relationships
Information relating to children connected with the adoption process
Assessment and case management information, such as:
Adoption application and assessment records
Home study reports
Suitability assessments
References and interview notes
Case notes and records of contacts and visits
Adoption panel reports and recommendations
Adoption support assessments and plans
Special category personal data, such as:
Health and medical information
Mental health and wellbeing information
Disability information
Ethnicity and racial origin
Religious or philosophical beliefs where relevant to adoption services
Information relating to sexual orientation where relevant and necessary
Information relating to social care involvement and support needs
Education and employment information, such as:
Employment history
Occupation
Qualifications
Training records
Educational history, where relevant to the adoption process
Financial information, such as:
Income and financial circumstances
Benefits information
Information required to assess eligibility for adoption support payments or allowances
Safeguarding and criminal offence information, such as:
Disclosure and Barring Service (DBS) checks
Criminal convictions, cautions or offences where required by law
Information relating to police involvement, court proceedings, allegations or safeguarding investigations
Information relating to adoption services, such as:
Child permanence reports
Matching information
Adoption support records
Background information relating to a child's history and circumstances
Records concerning contact arrangements and life story work
Correspondence and communications, such as:
Letters, emails and messages
Records of meetings, discussions and telephone calls
Complaints, feedback and enquiries
We only collect and process information that is relevant, necessary and proportionate for the provision of adoption services, safeguarding responsibilities and our statutory duties under adoption and children's services legislation.
Recipients of the personal data that we process about you
To provide adoption services, support children and families, and fulfil our statutory responsibilities, we may share your personal data with:
Lancashire County Council, Blackpool Council and Blackburn with Darwen Borough Council, as partners within Adoption Lancashire and Blackpool.
Children's social care services and other local authorities involved in a child's care, placement or adoption arrangements.
Courts, Cafcass and legal representatives involved in adoption and related legal proceedings.
NHS organisations, GPs, hospitals, health visitors, mental health services and other healthcare professionals.
Schools, colleges and other education providers where relevant to a child's needs and welfare.
The Disclosure and Barring Service (DBS) and other organisations responsible for carrying out suitability and background checks.
Police forces, safeguarding partnerships and other public bodies where information sharing is necessary for safeguarding or public protection purposes.
Adoption panels, adoption agencies, Regional Adoption Agencies and independent social workers involved in the adoption process.
Government departments, regulators and inspectors, including Ofsted, where disclosure is required by law or for regulatory purposes.
Organisations that provide services on our behalf, such as IT system providers, secure document management providers and professional advisers.
Providers of post-adoption support and therapeutic services where this is necessary to support children, adopters and families.
Research and evaluation organisations where information can lawfully be shared for service improvement, research or statistical purposes.
We will only share information where there is a lawful basis to do so, where it is necessary for the purpose concerned, and where appropriate safeguards are in place to protect your personal data.
Any transfers to another country
Adoption Lancashire and Blackpool does not routinely transfer personal data outside of the United Kingdom.
In limited circumstances, personal data may be processed or stored in a country outside the UK where this is necessary for the provision of a service, for example where approved technology providers are used to support the delivery of adoption services.
Where an international transfer is necessary, we will ensure that appropriate safeguards are in place to protect your personal data and that the transfer complies with UK data protection legislation.
These safeguards may include:
Transfers to countries that have been recognised as providing an adequate level of data protection.
The use of approved contractual safeguards and data sharing arrangements.
Additional technical and organisational security measures where required.
If personal data is transferred outside the UK, further information about the transfer and the safeguards in place can be obtained by contacting the corresponding authority's Data Protection Officer.
At the time of writing, we do not routinely transfer personal data for adoption service purposes outside the UK.
Retention periods
Lancashire County Council will only store your information for as long as is legally required or in situations where there is no legal retention period they will follow established best practice.
File type | Description | Security | Retention period |
|---|---|---|---|
Prospective Adopters (not approved) | Records relating to prospective adopters who are not approved | Electronic – Stored in dedicated case management system. | Review 25 years from decisions date |
Approved Adopters who withdraw before a child is placed | Records relating to adopters who withdraw prior to child placement | Electronic – Stored in dedicated case management system. | Destroy 100 years from the date of withdrawal |
Adoption Case Files – Children | Adoption case files relating to individual children | Electronic – Stored in dedicated case management system. | Destroy 100 years from date of adoption order |
Adoption Agency | Adoption agency records | Electronic – Stored in dedicated case management system. | Destroy 100 years from date of adoption order |
Adoption Welfare Supervision Files | Adoption Welfare Supervision Files | Electronic – Stored in dedicated case management system. | Destroy 100 years from date of adoption order |
The Court refuses to make an Adoption Order (incl. Step- Parent Adoption, Overseas Adoption, and Older Child Adoption) | The Court refuses to make an Adoption Order (incl. Step-Parent Adoption, Overseas Adoption, and Older Child Adoption) | Electronic – Stored in dedicated case management system. | 100 years from the date of the decision (the child is not looked after) |
A Freed Child never placed for Adoption | Records relating to freed child never placed for adoption | Electronic – Stored in dedicated case management system. | Destroy 100 years from the date of Freeing Order |
Natural parents reclaim a relinquished child directly placed for adoption | Records relating to circumstances where natural parents reclaim a relinquished child | Electronic – Stored in dedicated case management system. | Destroy 100 years from the date the child is reclaimed |
Prospective Adopters – Approved and a child placed | Records relating to prospective adopters who are approved and have a child placed with them. | Electronic – Stored in dedicated case management system. | Destroy 100 years from date of adoption order |
Your rights
You have certain rights under the UK General Data Protection Regulation (UK GDPR), these are those rights:
to be informed via Privacy Notices such as this.
to withdraw your consent. If we are relying on your consent to process your data, then you can remove this at any point.
of access to any personal information the council holds about yourself. To request a copy of this information you must make a subject access request in writing. You are entitled to receive a copy of your personal data within 1 calendar month of our receipt of your subject access request. If your request is complex then we can extend this period by a further two months, if we need to do this, we will contact you. You can request a subject access request, either via a letter or via an email to Information Governance Team, address below.
of rectification, we must correct inaccurate or incomplete data within one month.
to erasure. You have the right to have your personal data erased and to prevent processing unless we have a legal obligation to process your personal information.
to restrict processing. You have the right to suppress processing. We can retain just enough information about you to ensure that the restriction is respected in future.
to data portability. We can provide you with your personal data in a structured, commonly used, machine readable form when asked.
to object. You can object to your personal data being used for profiling, direct marketing or research purposes.
in relation to automated decision making and profiling, to reduce the risk that a potentially damaging decision is taken without human intervention.
If you want to exercise any of these rights, then you can do so by contacting:
Information Governance Team
Lancashire County Council
PO Box 78
County Hall
Preston
PR1 8XJ
Email: dpo@lancashire.gov.uk
To ensure that we can deal with your request as efficiently as possible you will need to include your current name and address, proof of identity (a copy of your driving licence, passport or two different utility bills that display your name and address), as much detail as possible regarding your request so that we can identify any information we may hold about you, this may include your previous name and address, date of birth and what council service you were involved with.
Identity and contact details of the data controller (Lancashire County Council)
Lancashire County Council, PO Box 78 County Hall, Fishergate, Preston, Lancashire, PR1 8XJ
Contact details of the participant organisation data protection officers
Our Data Protection Officer is Joanne Winston. You can contact her at dpo@lancashire.gov.uk or Lancashire County Council, PO Box 78 County Hall, Fishergate, Preston, Lancashire, PR1 8XJ
Blackpool Council’s Data Protection Officer can be contacted at dataprotectionofficer@blackpool.gov.uk or by writing to Data Protection Officer, PO Box 4, Blackpool, FY1 1NA.
Blackburn with Darwen Borough Council's Data Protection Officer can be contacted at accesstoinformation@blackburn.gov.uk or by writing to The Data Protection Officer, Blackburn with Darwen Borough Council, Town Hall, King William Street, Blackburn, BB1 7DY
Further information
For more information about how we use personal information see Lancashire County Council's full privacy notice.
If you wish to raise a complaint on how we have handled your personal data, you can contact the Information Governance team who will investigate the matter.
Lancashire County Council, PO Box 78 County Hall, Fishergate, Preston, Lancashire, PR1 8XJ or email: dataprotection@lancashire.gov.uk
If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the Information Commissioner’s Office (ICO).