Services for Young Children contacts, groups and forums

Privacy Notice

Why do we collect and use this information?

So that we can offer you a service based on enquiries, your contact preferences, or you may be part of a group or forum; Hampshire County Council is the Data Controller for the purpose of collecting and using information from you.

We record this electronically in files to demonstrate you have provided consent and to use the information which you have provided for the purposes of:

  • responding to enquiries made to the service
  • emailing you information and news related to our statutory functions for providing advice, guidance and training to early years and childcare providers and professional development relevant to your membership of this contact group/forum.

You have the right to unsubscribe to this contact, group/forum (remove your consent) at any time by responding to the service contact asking for this to happen. If you decide to remove your consent it will have no negative impact on you in terms of being able to access services from the Local Authority in the future. Please also note that no significant solely automated decision-making takes place within this process.

The categories of information that we collect, hold and share

We do not collect any special category data. We only collect, store and use a limited amount of personal information, as follows:

  • name; and
  • postal code
  • email address
  • telephone number

The lawful basis on which we use this information

We collect and use the information through the seeking of your consent, complying with the General Data Protection Regulation (GDPR) using the lawful basis under Article 6(1)(a) – “the individual has given clear consent for you to process their personal data for a specific purpose”.

Storing and securing data

The information we collect for the purpose of this service will be held within our secure systems and will be kept for a period of three years and then disposed of as appropriate. We will store your information in within our mailing database, hosted in the UK within the Local Authority secure data centre for a period of three years, at which point, if we have not heard from you since you originally provided this consent, we will contact you again to refresh your consent and preferences for how to be contacted. No information is stored outside of the European Economic Area (EEA).

Who do we share information with?

We are not currently required to share this information by law and therefore will only share this information if you have provided consent or if this information is required for the purposes of safeguarding vulnerable individuals.

Requesting access to your personal data and your rights

Under data protection legislation, individuals have the right to request access to information about them that we hold. To make a request for your personal information, or someone you have responsibility for, please contact the Children’s Services Department’s Subject Access Request (SAR) Team.

You also have the right to:

  • have personal data erased and to prevent processing in specific circumstances
  • object to processing of personal data that is likely to cause, or is causing, damage or distress
  • prevent processing for the purpose of direct marketing
  • object to decisions being taken by solely automated means
  • in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
  • claim compensation for damages caused by a breach of the Data Protection regulations.

If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office.

Contact details

If you would like more information about these services visit our Childcare and early years pages.

Further information

The above information is the specific privacy notice for this service. For more information about your rights in relation to your personal data, see the County Council’s general privacy notice.

You have some legal rights in respect of the personal information we collect from you. See our Data Protection page for further details.

You can contact the County Council’s Data Protection Officer by email [email protected].

If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office.