Privacy Policy
Data Controller & Governance Scope
Data Controller Identification: Governed by the Board of Trustees, with operational oversight by the Responsible Individual (RI) and Registered Managers (RM).
Regulatory Compliance: Operates in full alignment with national children’s home regulations, safeguarding legislation, and data protection requirements.
Legal Basis & Purpose of Processing
Provision of Care: To deliver personalized care, education, emotional support, and accommodation for children aged 5–12.
Legal Duty & Administration: Fulfilling statutory duties regarding care orders, local authority placements, and regulatory inspections.
Core Values Alignment: Ensuring care meets the values of Integrity (Amanah) and Justice ('Adl) by strictly protecting sensitive records and personal data.
Confidentiality vs. Safeguarding Override Notice
General Principle: Confidentiality is respected across all personal records and operational forms.
Mandatory Disclosure Threshold: Safeguarding and child protection remain paramount. Where a child is at risk of harm or abuse (physical, emotional, sexual, neglect, online), confidentiality is subordinate to child protection.
Reporting Protocol: Data will be shared immediately with the Designated Safeguarding Lead (DSL), Police, or Local Safeguarding Authorities without prior consent if required to keep a child safe.
Data Storage, Security & Retention Protocols
Storage Standard: Completed hard-copy forms are held in locked, secure archives; electronic records are maintained on secure master drives.
Document Auditing: Printed copies must be cross-checked against electronic master copies to ensure data accuracy.
Retention Period: Records are retained in compliance with statutory children's home regulations and undergo annual policy reviews (Appendix B).
Individual Rights, Children's Rights & Complaints
Children's Privacy Rights: Right to express views, right to privacy, and right to be heard.
Complaints Procedure: Any child, relative, staff member, or professional has the right to raise data concerns or complaints without fear of reprisal. Complaints are submitted via the Complaints Form (F-13), investigated promptly, and responded to in writing.
A safe home. A brighter
future. For every child.
Get In Touch
Copyright © 2026 OrphanCare International. All rights reserved. Have a safeguarding concern? Contact us immediately.
