Who we are
Small Steps Big Changes is a lottery-funded programme that is led by Nottingham CityCare Partnership. It is delivered by our service partners:
- The Toy Library for Bulwell
- Framework for St Anns and Hyson Green & Arboretum
- Home-Start for Aspley
These organisations will record your child’s details on a secure system called SystmOne. They have a legal duty to keep information about you secure and confidential.
Why do we collect information about you?
To ensure we provide a high quality service and to measure the success of the SSBC Programme, we keep records about your child’s activity with the service.
The information we record includes:
- Your child’s name, address, date of birth and emergency contact details.
- Equality and diversity data (for example, ethnicity). We are legally obliged to collect this information so that we can ensure that we are providing our services fairly to people from all backgrounds.
- Attendance at groups.
- Visits undertaken as part of the Small Steps at Home programme.
Our legal basis to process your information is based on your consent.
At events, groups and the Small Steps at home programme you will be asked if you consent for staff to record details on the secure system, to receive information about SSBC, and for us to use your information to evaluate the success of the programme. As we are part of Nottingham CityCare, we also process data in line with relevant health and social care legislation or as part of contractual obligations.
Subject to some legal exceptions, you have the right:
- to have any inaccuracies corrected.
- to have your personal data erased.
- to place a restriction on our processing of your data.
- to object to processing.
To learn more about your rights, you can visit the ICO website, or contact the ICO:
Information Commissioner's Office
Telephone: 0303 123 1113
How your records are used and shared
Small Steps Big Changes (SSBC) aims to help children:
- learn to talk and communicate.
- be confident, friendly and understand their emotions & behaviour.
- enjoy eating well and keeping healthy.
As we are funded by the National Lottery Community Fund, we need to evidence our work with families and review information collected throughout the lifetime of the programme. Appendix 1 below outlines the information we send and receive.
Wherever possible, steps will be taken to ensure that you and your child(ren) cannot be identified as individuals. We will NOT sell your information or share it with any organisation for sales or marketing purposes. We may sometimes need to share information for legal purposes, for example, where a court orders us to do so, when there is serious risk of harm, or where the public good outweighs your rights to confidentiality.
How we keep your information confidential and secure
We hold information in paper records and in a secure computerised system called SystmOne.
- SystmOne is used by many healthcare providers in England and Wales and is held on the NHS secure network. Only staff who require access have access to the system. Nottingham CityCare’s computer network and email systems are kept on the NHS secure network, N3, which is held within high security British Telecom provided facilities. The system and all records on it are also held on N3 which is ISO 27001 compliant. SystmOne keeps a log of who has accessed your record.
- Paper records are physically locked in secure locations. All our staff are trained on how to manage confidential information. We password protect documents to make sure your information is kept confidential and secure.
Sources of information
We use information recorded on SystmOne to evidence our work with families. We also use information provided by you, for instance via evaluation or feedback forms.
How long will we keep your information
Records will be kept in line with Nottingham CityCare Partnership’s Records Management Policy and disposed of according to Nottingham CityCare Partnership’s Waste Management Policy. For more information, please see Nottingham CityCare Partnership’s privacy notice.
Your information will be held for the lifetime of the SSBC programme and for subsequent years afterward to support our evaluation.
You have the right to be forgotten – this means that you can request for your data to be deleted. Subject to some legal exceptions, we will keep a record of your request. Where you had provided consent to have your photo/video taken and have changed your mind, we will delete your photos/videos and again keep record of your request only. We will cease publication of further resources featuring your photo/video and will endeavour to recall copies, where possible.
Our website uses Google Analytics to track activity. While this is not something we can turn off, you can choose to opt out of Google Analytics.
If you have any questions, queries or complaints, or if you wish to exercise your personal data rights, please contact Nottingham CityCare Partnership’s interim Data Protection Officer: [email protected].
Responsibility for data protection compliance lies with the Accountable Officer and the Board, and is coordinated by the Senior Information Risk Owner.
Review Date - April 2022
This policy will also be reviewed, in addition to the review date, in the event of changes to legislation or processes.
Information we send
|To Who||Why||What Information|
|The National Lottery Community Fund.||As grant provider to Small Steps Big Changes the National Lottery Community Fund needs to see if the services offered have been effective.||We send anonymous grouped information (this is not identifiable), e.g. 10 children in Bulwell attended a Cook and Play session.|
A better Start sites:
|Information is shared with other A Better Start sites so, as a whole, we know how best to positively impact families in the future.||We send anonymous grouped information (this is not identifiable), e.g. 10 children in Bulwell attended a Cook and Play session.|
|Nottingham Trent University||As Small Steps Big Changes evaluation partner, Nottingham Trent University looks at data relating to children’s outcomes with a view to improve services and to evidence the impact of SSBC.||Individual information is needed to evaluate the impact of SSBC on local children. This information is de-personalised (not identifiable to the individual).|
Family Mentor Service providers:
|Our service providers need to evaluate the success of their groups and services.||We send anonymous grouped information (this is not identifiable), e.g. 10 children in Bulwell attended a Cook and Play session.|
|FRED (Fathers Reading Every Day)||The creators of FRED are required to know how many people have attended the programme and attendees’ ethnicity.||We send anonymous grouped information (this is not identifiable), e.g. 7 fathers in St Anns attended FRED.|
|Nottingham City Council||To understand the impact of the Small Steps at Home service specifically, any child receiving visits will have their information shared with Nottingham City Council to allow us to receive School Attainment and Census information.||Identifiable information is needed to ensure Nottingham City Council match the correct children to school records.|
|Dollywood Foundation||If you receive Dolly Parton Imagination Library books we register your details with the Dolly Parton Imagination Library. This is an international programme.||Identifiable information is needed to ensure you receive the books in the post.|
|Coram Families & Childcare||Coram Families & Childcare guide and support parent volunteers who have an active role in developing SSBC services.||Identifiable information is needed to contact parent volunteers and record attendance at meetings.|
Information we receive
|From Who||Why||What information|
|You||You may give consent at groups, events and home visits to have details recorded safely via a secure system, to be photographed, and to have information about SSBC sent to you. You also have the option to be included in evaluating the service.||Identifiable information is needed to ensure we can access your record on SystmOne.|
Family Mentor Service providers:
|We require information from these organisations to evaluate the success and impact of their services. Longterm, this data will tell us if children’s outcomes have improved.||Service providers also have access to SystmOne, the secure record system used to record information related to services. This data is identifiable and is accessible only by a password and physical key.|
|SSBC requires data from ideas Fund providers to evidence the success of the groups and services offered.||Identifiable information is needed to ensure we can access your record on SystmOne.|
|Families and workforce often like and share the content we share on our social media pages.||Information received on the public forum is dependant on your own privacy settings. As a Programme we are looking to ensure we reach a mix of people to ensure we provide our services fairly.|
|Google Analytics||The SSBC website uses Google Analytics.||We receive data pertaining to users’ activity on our website. This is not identifiable, e.g. 25 views on 22/05/18.|
|Baby Buddy App||We receive anonymised information relating to the number of downloads across the city, e.g. 7 downloads in St Ann's.|
|Dollywood Foundation||We are able to extract data of families who receive Dolly Parton Imagination Library books in order to ensure resources are allocated, to check addresses, and to evaluate the programme.||Identifiable information is needed to deliver and evaluate the service.|
|Nottingham City Council||Nottingham City Council share School Census and Attainment information for children who have received Small Steps at Home. This is to inform our evaluation and to better understand the impact of the programme.||Identifiable information is needed to ensure that the correct children are included within the evaluation.|
Keep up to date
Sign up to receive the latest updates