Legal Services Privacy Notice

This Privacy Notice is about how Birmingham Children’s Trust Legal Services use your information.

We may collect information about you as part of evidence gathering or legal proceedings.

Birmingham Children’s Trust has a Legal Services team who provide legal advice and representation to the Trust, manage legal risks, and ensure compliance with legal requirements and safeguarding law.

The categories of information that we collect, process, hold and share include:

  • Personal information: Name, date of birth, address, telephone number, email address, financial and social information.
  • Special Category data: Protected characteristics and sensitive and confidential information related to safeguarding children.
  • Legal case files, including sensitive and confidential information related to Child Protection, care proceedings, family law, adoption, and other legal matters.

Why we collect and hold this information

We use this personal data in order to:

  • Provide legal advice.
  • Conduct or defend legal action on behalf of Birmingham Children’s Trust.
  • Manage legal risks.
  • Ensure compliance with legal requirements.

The lawful basis on which we use this information.

  • Under Article 6(1)(c) and (e) of the UK GDPR, the legal bases for us using your information is ‘legal obligation’ and ‘public task’.
  • The condition that we gather special category data is through you giving us explicit consent as per Article 9(2)(h) of the UK GDPR which permits you to process special category for the provision of health and social care.  

Storing this information

We will hold the information about you securely, and for no longer than reasonably necessary.

Record Type: 

Retention Period: 

Child Protection Judicial Review 

Date of case +6 years 

PLO cases 

Last action +100 years 

Adoption 

Last action +100 years 

Child Protection 

Last action +100 years 

Discharge of Orders 

Last action +100 years 

Secure Accommodation Proceedings S25 

Last action +100 years 

Your information is stored securely on database and document management systems with stringent access and use policies. We also undertake quality checks and monitoring to ensure the information we hold is accurate at the time and being used appropriately.

Who we share this information with and why

We may share your information with the Ministry of Justice, CAFCASS, members of the bar, third party and opposition law firms, Police, Birmingham Children's Safeguarding Board and others where an obligation exists - as part of our legal obligation.

Your Rights

Under GDPR you have rights which you can exercise free of charge which allow you to:

•            know what we are doing with your information and why we are doing it

•            ask to see what information we hold about you (subject access request)

•            ask us to correct any mistakes in the information we hold about you

•            object to direct marketing

•            make a complaint to the Information Commissioners Office

•            withdraw consent at any time (if applicable as this will not be possible in certain circumstances)

Depending on our reason for using your information you may also be entitled to:

•            ask us to delete information we hold about you (if applicable)

•            have your information transferred electronically to yourself or to another organisation

•            object to decisions being made that significantly affect you

•            object to how we are using your information

•            stop us using your information in certain ways

We will always seek to comply with your request however we may be required to hold or use your information to comply with legal duties which will override the requirements of the UK GDPR.

To exercise any of these rights, please contact DisclosureTeam@birminghamchildrenstrust.co.uk

Further information

If you would like further information about how we manage your data, please see the privacy

notice for Birmingham Children’s Trust at https://www.birminghamchildrenstrust.co.uk/privacy  

If you would like further information about this privacy notice, or if you have any worries or questions about how your personal data is handled please contact: Subhasree De, Data Protection Officer, at DPO@birminghamchildrenstrust.co.uk

GDPR also gives you right to lodge a complaint with a supervisory authority. The supervisory authority in the UK is the Information Commissioner who may be contacted on 03031 231 113. Or see the ICO Website for further details.