Updated May 2026

Who we are

Adopt Birmingham is the Regional Adoption Agency (RAA) covering Birmingham and surrounding areas. The service is delivered through partnership arrangements led by Birmingham Children’s Trust, working with voluntary adoption agencies including Family Society (Adoption Focus).

Birmingham Children’s Trust is the data controller for the majority of personal data processed in connection with adoption services.

Purpose of this notice

This notice explains how we collect, use, store and share personal information in relation to adoption services. It applies to prospective adopters, approved adopters, children, adopted adults and those accessing adoption support services.

Why we process personal data

We process personal information to:

• Recruit, assess and approve adoptive parents
• Match children with adoptive families
• Provide adoption support services (including access to the Adoption and Special Guardianship Support Fund)
• Safeguard children and promote their welfare
• Meet statutory duties under adoption and children’s legislation
• Monitor, evaluate and improve our services (including performance reporting)
• Prevent and detect crime or fraud

Processing is always limited to what is necessary for these purposes.

Legal basis for processing

Personal data (UK GDPR Article 6)

We rely on:

• Article 6(1)(c) – Legal obligation
• Article 6(1)(e) – Public task

Special category data (Article 9)

We rely on:

• Article 9(2)(g) – Substantial public interest
• Article 9(2)(h) – Health and social care
• Article 9(2)(f) – Legal claims

Where relevant, processing is supported by Schedule 1 of the Data Protection Act 2018.

Key legislation includes:

• Adoption and Children Act 2002
• Adoption Agencies Regulations 2005 (as amended)
• Children Act 1989 and 2004
• Children and Families Act 2014
• Care Planning, Placement and Case Review Regulations 2010
• Adoption statutory guidance (updated versions)

What information we collect

We collect only information necessary to deliver adoption services. This may include:

About prospective and approved adopters

• Personal details (name, address, contact details, date of birth)
• Household and family composition
• Employment and financial information
• Health and medical information
• Ethnicity, religion, sexual orientation and other protected characteristics
• Social care history
• References and assessments
• DBS checks

About children and adopted individuals

• Care records and background history
• Health and developmental information
• Education and SEND information
• Legal status and court-related information

From third parties

We may obtain information from:

• GPs and health professionals
• Police and DBS
• Local authorities and other adoption agencies
• Schools and education services
• Personal and professional referees
• Previous partners (where required by regulation)

We will only obtain information that is necessary and lawful.

How we collect information

Information is collected through:

• Application forms and assessments
• Interviews and home visits
• Secure case management systems
• Communication via telephone, email or online platforms
• Partner agencies and statutory bodies

How we use your information

We use your information to:

• Carry out adoption assessments and approvals
• Make best-interest matching decisions for children
• Deliver adoption support and therapeutic services
• Meet safeguarding responsibilities
• Maintain accurate records required by law
• Inform service development and commissioning

We do not use your data for marketing purposes.

Sharing your information

We share information only where necessary, lawful and proportionate.

Typical recipients include:

• Adoption Panel members (subject to strict confidentiality requirements)
• Other local authorities and RAAs
• Voluntary adoption agencies
• NHS organisations and health professionals
• Schools and education providers
• Courts, CAFCASS and legal representatives
• Ofsted and government bodies (e.g. DfE returns via CoramBAAF)
• Adoption support providers
• Police or safeguarding agencies where required

We apply the data minimisation principle and only share what is necessary.

International transfers

Personal data is not routinely transferred outside the UK. Where this is necessary, appropriate safeguards will be in place in line with UK GDPR.

How long we keep your information

Retention follows the Adoption Agencies Regulations 2005 and organisational retention schedules:

• Adoption case records: up to 100 years
• Adoption panel records: up to 100 years
• Unsuccessful applicants: 15 years
• Financial/support records: minimum 6 years, then review

Records are securely archived or destroyed when no longer required.

How we keep your information safe

We use appropriate technical and organisational measures, including:

• Secure electronic case management systems
• Role-based access controls
• Encryption and secure data transfer
• Staff training and confidentiality requirements
• Data breach reporting procedures

Your rights

Under data protection law, you have the right to:

• Be informed about how your data is used
• Access your information (Subject Access Request)
• Request correction of inaccurate data
• Request deletion (where applicable)
• Restrict or object to processing (in certain circumstances)
• Data portability (where applicable)
• Complain to the Information Commissioner’s Office (ICO)

Some rights may be limited where we must retain or process information to meet legal safeguarding duties.

Automated decision-making

We do not make decisions about individuals solely by automated means.

Contact details

Data Controller

Birmingham Children’s Trust.

Data Protection Officer

Email: DPO@birminghamchildrenstrust.co.uk

Subject Access Requests

Email: DisclosureTeam@birminghamchildrenstrust.co.uk

Complaints

CustomerRelations@birminghamchildrenstrust.co.uk

You can also contact the Information Commissioner’s Office at www.ico.org.uk.