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Privacy Notice

Why we collect and use your information

Gloucestershire County Council is the data controller for the personal information we collect from you.  The council will collect and use your personal information, and the lawful basis for this is the legal obligation of The Care Act 2014, Children’s Act 2006/2016 and the SEND Code Of Practice (Children’s Act).  This legislation places a legal duty on the Local Authority to ensure parents and carers have access to clear, accurate and up to date information, advice and guidance to inform the choices they make for their children and families. 

The information we display on the website helps parents and carers and the practitioners working with them to know what is available to them including:

  • childcare and children’s services
  • youth services
  • support services for children, young people, parents and carers
  • health services
  • services and information for children and young people with additional needs and disabilities
  • events, sports and community activities. 

The information is given by providers voluntarily.  By registering on the site and accepting the Terms of Conditions, they consent that the data and information is used for the purpose of informing and promoting their services

The Key Privacy Notice can be found here

The information we collect about you:

Gloucestershire County Council will collect only the personal information we need to perform our functions.  We will collect the following information:


Childcare providers may choose to advertise their contact information and any other details they wish to provide Family Information Service with for purposes of advertising their service.  We only hold the postcode of the childminder and not the house name or number to minimise the risk to the children in their care.

Registered users of the website are only asked for their name, organisation or other identifier, email address and a password chosen by them.  The password is not stored or accessible by anyone else.

Other providers may register to log in to update information about their own service.  By doing this, it is mandatory that they provide information on the service title, a description of what is available and information on the Local Offer for 0-25 year olds with additional needs or disabilities.

How we use your information

Gloucestershire County Council will use the information about you to provide up to date information to parents, carers and other practitioners working with them. 

We will use personal contact information on self-registered users to send our newsletter 3 times per year, and any other relevant communications.

We will also use your data to better understand the services we provide and to help us build those services for the future.  We may also use your data to identify if our services are fulfilling our legal obligations

How long will data be kept for?

Information is kept up to date by providers and registered users, so it can be amended or removed at any time.

It is also kept up to date by the Family Information Service team to ensure accurate, high quality information is being used.  Information on services or providers is removed or updated whenever inaccuracies are discovered or we are notified that information is incorrect.

Childcare data from Ofsted is updated and reviewed on a daily basis and relevant childcare setting records are updated accordingly. Any resigned, cancelled or suspended settings are removed from public visibility as soon as possible.  New childcare settings are requested to complete their business information for families to access via the website on a voluntary basis.

There may be a legal reason for us to keep it longer, such as if a legislation requires us to.

To find further information on how long we keep your information, you can read out retention and disposal schedule at


Who we share your information with

Gloucestershire County Council will share childcare provider or organisation information with the general public and practitioners using the website.

The information provided by childcare settings is shared on a public website, except for data that needs to be restricted either legally or on request e.g. registered user's personal details or sensitive information made available to practitioners only.

Registered users of the website may request to have their details removed at any time.  Personal details provided in order to register are also stored securely in the Glosfamilies administration area where they will only be used by Family Information Service and are never given out.  Family Information Service may use the contact details of registered users to send out relevant useful communications, such as reminders to update their information or to advise on changes to the service.

This information may also be accessed by our software provider.  They access the information on a needs basis when issues arise and need to be resolved. The software provider has to comply with GDPR and have their own policy to ensure this is met.

Your personal data may also be shared with regulatory and statutory bodies who assess council performance and financial spend, as well as where required by law, such as to prevent and detect crime or fraudulent activity

Your rights

Right to withdraw consent:[NH1] 

You have the right to withdraw your consent to the council processing your information.  To do this, please email or write to us at FIS, 1st Floor, Block 5, Shire Hall, Westgate Street, Gloucester, GL1 2TG.  Please be aware that there may be some situations where we are still allowed to keep and use your information, even when you have withdrawn consent.

Access to your information:

You have the right to request a copy of the information we hold about you.  If you would like a copy of some or all of your personal information, please visit our website using the link below:

Correction of inaccurate information:

You have the right to request that the council correct information that you believe is inaccurate or incomplete. You may not always be able to change the information. However, we will correct factual inaccuracies and may include your comments in the records.

The right to be forgotten (erasure):

You have the right to request that the council delete your information when there is no compelling reason for us to continue using it.  Please be aware that in certain situations we are still allowed to keep and use your information, even when you request that it should be erased.

The right to object:

You have the right to object to us using your information if you feel we have used it outside the remit of our public tasks or when you have received marketing from us.  Please be aware that in certain situations we are allowed to still use your information if there are compelling legitimate grounds to do so.

 Using your rights:

If you wish to use any of these rights, please contact us using one of the methods below:


In Writing:
Information Management Service 
Gloucestershire County Council
First Floor, Block 4(a)
Shire Hall, Westgate Street 
GL1 2TG   


How to contact us:

Please contact us if you have any questions about this privacy notice:
FIS, 1st Floor, Block 5, Shire Hall, Westgate Street, Gloucester. GL1 2TG
01452 427362

You can contact the council’s Data Protection Officer, via the Information Management Service, by emailing or by calling 01452 32 4000.

 Making a complaint to the Information Commissioner

If you wish to make a complaint about how we use your personal data to the Information Commissioner’s Office, you can contact them by visiting their website at or by calling 0303 123 1113.


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