Created 11/04/2020 by Glesni Evans
Ensure that records and files are stored securely.
Individual records are accurate and kept up to date.
Store records regarding complaints, compliments and whistleblowing securely.
Store staff records including supervision records.
Adoption Finder aims to ensure that all personal data collected about staff, customers and any other individuals is collected, stored and processed in accordance with the General Data Protection Regulation (EU) 2016/679 (GDPR), the Data Protection Act 2018 (DPA 2018) and The Regulated Adoption Services (Services Providers and Responsible Individuals) (Wales) Regulations 2019. This policy applies to all personal data, regardless of whether it is in paper or electronic format.
Any information relating to an identified, or identifiable, living individual.
Special categories of personal data
There is stronger legal protection for more sensitive information, such as:
Anything done to personal data, such as collecting, recording, organising, structuring, storing, adapting, altering, retrieving, using, disseminating, erasing or destroying. Processing can be automated or manual.
Personal data shall be processed lawfully, fairly and in a transparent manner in relation to individuals;
Personal data shall be collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes;
Personal data processed must be adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
Personal data shall be accurate and, where necessary, kept up to date;
Personal data shall be kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed;
Personal data shall be processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.
Ask for your verbal or written consent to keep your record during initial enquiry via telephone or email.
Provide you with an initial consultation and during the initial consultation ask customers to sign a consent form to allow Adoption Finder to access your adoption records and allow Adoption Finder to keep any records about you.
Following the initial consultation, the Manager will make a decision about whether we can support you and if we can support you Adoption Finder will create a care and support plan and will share this with you for your agreement.
The service will ensure that people's rights are promoted and they are safe and protected from abuse and neglect by contacting adoption agencies regarding a person's adoption records and by asking the adoption agency about their views relating to contact.
The service will ensure that people's rights are promoted and they are safe and protected from abuse and neglect by not proceeding with the application to search and provide an intermediary service if there is an absolute veto, qualified or no contact on the individuals file.
The manager would ensure that the applicant or person being traced are not given any addresses or contact details of the other party unless their consent has been given for their contact details to be provided.
Adoption Finder will read any adoption records and detract any third-party information that should not be disclosed to the individual accessing the service.
Gain written consent from any other party regarding keeping their records.
Records stored electronically will be password protected.
Records stored electronically will be secure and staff will have individual access codes, which provide a clear audit trail which shows who has made any entries and amendments.
Any paper records are kept in a locked filing cabinet in a locked office until they can be disposed of through shredding. Any paper records will be scanned onto the electronic records and saved before they are shredded.
Any work laptops or devices that contain individual’s personal information are kept under lock and key when not in use.
Please see Annex A for information about records we are required to store.
We will keep the records of whoever accesses support from Adoption Finder for 100 years.
If Adoption Finder closes, we will contact the local authority regarding storing our records.
We are required to provide records to Care Inspectorate Wales on request.
We would also provide safeguarding teams with your information if the information was needed to safeguard an individual or child.
You can access records that Adoption Finder has on you by making this request in writing. You should clearly state what information you want and include some kind of identification in your request. The Service Provider will assess your request and make arrangements with you for you to view your records. The Service Provider will ask for two forms of identification before allowing you access to your records. The Service Provider could refuse you access to your records if the records are likely to cause serious harm or distress to you or another person. The service provider could also refuse you access if third parties are included in the records but these could be removed.
In addition to the right to make a subject access request (see above), and to receive information when we are collecting their data about how we use and process it, individuals also have the right to:
Withdraw their consent to processing at any time
Ask us to rectify, erase or restrict processing of their personal data (in certain circumstances)
Prevent use of their personal data for direct marketing
Object to processing which has been justified on the basis of public interest, official authority or legitimate interests
Challenge decisions based solely on automated decision making or profiling (i.e. making decisions or evaluating certain things about an individual based on their personal data with no human involvement)
Be notified of a data breach (in certain circumstances)
Make a complaint to the ICO
Ask for their personal data to be transferred to a third party in a structured, commonly used and machine-readable format (in certain circumstances) Individuals should submit any request to exercise these rights to the Manager
In respect of each individual
Date of Birth
Whether the person is
a child who may be adopted, their parent or guardian
a person wishing to adopt a child
an adopted person, their parent, birth parent, former guardian or related person
Description of support requested
Description of need for support along with any assessment of that need
Description of support provided
Whether the support is provided on behalf of a local authority under regulations made under section 3(4)(b) of the 2002 Act;
adoption support plans
care and support plans
reviews of plans referred to in sub-paragraph (1.8)
A record of any charges by the service provider to individuals for the provision of support and any additional services.
A record of all complaints made by individuals or their representatives or by persons working at the service about the operation of the service, and the action taken by the service provider in respect of any such complaint.
A record of all persons working at the service, which must include the following matters
full name and home address
Date of Birth
qualifications relevant to, and experience of, working with individuals
the dates on which the person commences and ceases to be so employed
whether the person is employed by the service provider under a contract of service, a contract for services, or otherwise than under contract, or is employed by someone other than the service provider
Description of support provided
the position the person holds at the service, the work the person performs and the number of hours for which the person is employed each week
a copy of the person’s birth certificate and passport (if any)
a copy of each reference obtained in respect of the person
training undertaken by the person, their supervision and appraisal
records of disciplinary action and any other records in relation to the person’s employment
a record of the date of the person’s latest DBS certificate and whether there was any action taken as a result of the content of the certificate