Introduction

Rivendell Home is committed to protecting the privacy and confidentiality of all personal information we collect and process. This Privacy Policy explains how we handle personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other relevant legislation.

As a residential care provider for children and young people, we understand the sensitive nature of the information we handle and take our data protection responsibilities seriously.

Who We Are

What Information We Collect

Personal Information of Children and Young People

• Full name, date of birth, and contact details
• National Insurance number and other identification
• Health and medical information, including mental health records
• Educational records and academic assessments
• Care history and previous placements
• Family background and relationships
• Behavioral assessments and incident reports
• Photographs for identification and care planning
• Financial information (benefits, allowances)

Family and Guardian Information

• Names and contact details of parents/guardians
• Family circumstances and court orders
• Contact arrangements and restrictions

Professional Network Information

• Social worker and local authority contacts
• Healthcare professional details
• Educational contacts and school information
• Legal representatives and court contacts

Website Information

• Contact form submissions
• Website usage data and analytics
• Cookies and similar technologies

How We Use Your Information

Care and Support Services

• Providing daily care and support to children and young people
• Developing and implementing individual care plans
• Monitoring progress and wellbeing
• Coordinating healthcare and medical appointments
• Supporting educational needs and goals
• Managing transitions and placement moves

Legal and Regulatory Compliance

• Meeting Ofsted registration and inspection requirements
• Complying with Children Act and care standards
• Fulfilling safeguarding obligations
• Reporting to local authorities and courts
• Managing complaints and incidents

Communication and Coordination

• Communicating with families and professionals
• Attending meetings and reviews
• Sharing information with authorised parties
• Emergency contact and notification

Legal Basis for Processing

We process personal information under the following legal bases:

• Vital Interests: To protect the life, health, and wellbeing of children
• Legal Obligation: To comply with care standards, safeguarding duties, and regulatory requirements
• Public Task: Providing statutory care services for children in need
• Legitimate Interests: For operational purposes that support our care mission
• Consent: Where specifically obtained for certain activities

Who We Share Information With

We only share personal information with authorised parties involved in a child's care and support:

• Local authority social services teams
• Healthcare professionals and NHS services
• Educational establishments and support services
• Legal representatives and court services
• Ofsted and other regulatory bodies
• Police and emergency services (when necessary)
• Independent Reviewing Officers
• Advocacy services and children's rights organizations

All information sharing is conducted in accordance with data protection law and professional standards. We have data sharing agreements in place where appropriate.

How We Protect Your Information

We implement robust security measures to protect personal information:

• Secure, encrypted storage systems for electronic records
• Locked filing cabinets for physical documents
• Access controls and user authentication
• Regular staff training on data protection
• Secure disposal of confidential waste
• Regular security reviews and updates
• Incident reporting and breach management procedures

How Long We Keep Information

We retain personal information in accordance with legal requirements and professional guidance:

• Care Records: Until the child reaches age 75 or for 15 years after their 18th birthday, whichever is longer
• Safeguarding Records: Permanently or until the person reaches age 100
• Health Records: In line with NHS retention schedules
• Financial Records: 7 years after the end of the financial year
• Website Data: As specified in our cookie policy

Records may be retained longer if required for ongoing legal proceedings or safeguarding concerns.

Your Rights

Under data protection law, you have several rights regarding your personal information:

• Right to Information: To know how your data is being used
• Right of Access: To request copies of your personal data
• Right to Rectification: To correct inaccurate information
• Right to Erasure: To request deletion in certain circumstances
• Right to Restrict Processing: To limit how we use your data
• Right to Object: To object to certain types of processing
• Right to Complain: To raise concerns with the Information Commissioner's Office

Please note that some rights may be limited when information is processed for child protection or care purposes. We will always explain any restrictions and the reasons for them.

Cookies and Website Use

Our website may use cookies and similar technologies to:

• Ensure the website functions properly
• Remember your preferences and settings
• Analyze website usage to improve our services
• Provide relevant information and content

You can control cookie settings through your browser. Disabling certain cookies may affect website functionality.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify relevant parties of any significant changes and publish the updated policy on our website.

Contact Us

If you have any questions about this Privacy Policy, wish to exercise your rights, or have concerns about how we handle personal information, please contact us: