Wholistic Fostering Ltd. Privacy Notice
Last Reviewed: June 2025 | Policy Owner: Data Protection Lead

1. Introduction

This Privacy Notice explains how Wholistic Fostering Ltd. (“we”, “us”, “our”) collects, uses, stores, and shares personal data. It applies to all individuals who engage with our organisation, including foster carers, applicants, staff, children, young people, and external stakeholders.

We are committed to handling personal data responsibly and in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and all applicable safeguarding and fostering regulations.

2. Our Contact Details

Organisation: Wholistic Fostering Ltd.
Address: 34 Brook House, Brook Street Business Centre, Brook Street, Tipton, DY4 9DD
Phone Number: 01922 622233
Email: info@wholisticfostering.co.uk
Website: www.wholisticfostering.co.uk
Data Protection Lead: info@wholisticfostering.co.uk

3. What Type of Personal Data We Collect

The type of information we collect depends on your relationship with us and includes but is not limited to:

a. Employment and Recruitment (Staff, Applicants, Contractors):

Full name, address, date of birth, contact details, gender, marital status
Proof of identity and right to work
DBS checks and other safeguarding vetting
References, qualifications, employment history
Bank details, tax and NI information
Grievance/disciplinary records, attendance and health information
CCTV footage (where applicable)

b. Foster Carer Recruitment and Approval:

Full name, address, date of birth, contact and family details
Health, lifestyle and home information
DBS, references, previous fostering/parenting experience
Financial information
Training records and assessment reports
Images or audio captured in interviews/recordings
Information on children in care, where relevant

c. Support Services and Placement Matching:

Names and profiles of children and young people
Date of birth, gender, ethnicity, medical and educational needs
Placement preferences, risk assessments, family background
Information from local authorities, social workers, or health professionals

4. How We Collect Your Data

a. Direct Collection:

Application and enquiry forms
Emails, phone calls, interviews, and meetings
Website usage (see our Cookie Policy)
During recruitment, onboarding or placement processes

b. Indirect Collection:

We may receive personal information from third parties, such as:

Local Authorities or placing bodies
GP practices or medical professionals
Police or safeguarding bodies
Disclosure and Barring Service (DBS)
Social workers or previous employers
Educational institutions
Referees or personal/professional contacts

5. Why We Collect and Use Personal Information

We use personal data to:

Recruit, onboard and manage staff and contractors
Process applications and assess foster carers
Provide support and supervision to foster carers and children
Match children with appropriate placements
Fulfil legal, safeguarding, and regulatory obligations
Conduct audits, inspections, and quality assurance
Communicate with individuals and respond to enquiries
Improve our services and meet contractual obligations

We process only what is necessary and proportionate for the specific purpose.

6. Lawful Basis for Processing

We rely on the following legal grounds under the UK GDPR to process personal data:

Consent: Where explicit permission is given (e.g. for marketing). Consent can be withdrawn at any time.
Contract: When processing is necessary for a contract (e.g. employment or fostering agreement).
Legal Obligation: Compliance with laws, e.g. Fostering Regulations, safeguarding duties.
Vital Interests: Protecting someone’s life or wellbeing.
Public Task: For tasks carried out in the public interest or by official authority.
Legitimate Interests: When necessary to provide services, manage operations or respond to third parties, balanced against your rights.

7. Sharing Your Information

We share personal data only when there is a lawful basis and a clear purpose. Recipients may include:

Local Authorities and placing bodies
Regulatory authorities (e.g. Ofsted, Social Work England)
DBS and other vetting services
Law enforcement agencies, courts, and tribunals
Health, welfare and education providers
Professional advisers (legal, financial, HR)
Contractors and service providers (e.g. payroll, IT systems)
Research organisations (anonymised where possible)
Emergency services (where necessary to protect vital interests)

In rare cases, we may share data without consent where legally permitted, such as:

Prevention or detection of crime
Public safety or safeguarding concerns
Regulatory inspections or legal investigations
National security or immigration matters

8. Data Retention

We retain personal data only as long as necessary to meet our operational, legal and regulatory obligations. Retention periods are informed by:

The Fostering Services (England) Regulations 2011
Care Standards Act 2000
Children Act 1989 and 2004
Residential Family Centres Regulations
Limitation Act 1980
HMRC and tax legislation
Health & Safety at Work Act 1974
Ofsted requirements and statutory inspections

Some records may be kept for extended periods in the public interest or due to legal obligations.

9. Your Data Protection Rights

Under data protection law, individuals have the following rights:

Right of access – Request copies of your data
Right to rectification – Ask for corrections to inaccurate or incomplete data
Right to erasure – Request deletion in certain situations
Right to restrict processing – Ask us to stop using data temporarily
Right to object – Oppose data use for specific purposes
Right to data portability – Ask to transfer your data to another organisation

You are not required to pay a fee for exercising these rights. We will respond within one calendar month.

To make a request, email: info@wholisticfostering.co.uk

10. Data Security

We apply appropriate physical, technical, and organisational security measures including:

Encrypted storage and communication (TLS)
Role-based access control
Regular data protection training
Secure file transfer protocols (SFTP)
CCTV monitoring on premises (where applicable)

11. How to Complain

If you are unhappy with how we use your data or respond to your request, please contact us first at:

Email: info@wholisticfostering.co.uk
Subject Line: Data Protection Complaint

If unresolved, you may escalate to:

The Information Commissioner’s Office (ICO)
Wycliffe House, Water Lane
Wilmslow, Cheshire, SK9 5AF
Helpline: 0303 123 1113
Website: www.ico.org.uk