Privacy policy


Privacy Notice

Who are we?

The Essex Child and Family Wellbeing Service brings together a range of children’s community services. It is provided by Virgin Care in partnership with Barnardo’s on behalf of Essex County Council and the NHS (West Essex Clinical Commissioning Group (CCG)).

Barnado’s is the principal partner organisation, with additional sub-contracts with Youth Enquiry Service (YES), Castlepoint Association of Volunteers (CAVs), Homestart Essex and Homestart North Essex (Colchester and Harwich).

Further information about the services we provide can be found at:

Your health and social care information

We collect and record information relevant to you and your child’s health and wellbeing and the service we are providing. Accurate and up to date information about the children and families that we work with is important to help us to give you safe and effective care that meets your needs.

The health and social professionals caring for you and your family keep records about health and the care you receive. The information is stored on both paper and computer systems. Your records will include basic information such as your address, ethnic group and next of kin. They may also contain facts about your health, including appointments and test results. They may also contain information based on the professional opinion of the staff caring for you.  Your records are used to ensure that:

  • Staff caring for you have accurate, up to date information to help them decide the best possible care and treatment for you
  • The information is available should you need another form of care, for example referral to another service
  • There is a good basis for looking back and checking on the type and quality of care you received
  • Your concerns can be properly looked into if you have a complaint
  • We have an accurate record

We ask you for information about yourself so that you can receive the care and treatment you need. This relates to your health and care and local administrative purposes such as waiting list management, performance against targets, activity monitoring, local clinical and care audits and providing our commissioners with datasets for commissioning purposes and national collections.

We maintain a record of our contacts and appointments with you, together with relevant information supplied by other parties such as your family, representative, GPs, NHS Trusts, Social Care and community providers for continuity of care.

We may use your personal information to investigate complaints, or establishing, exercising or defending a legal claim, managing incidents, conducting health research and development, teaching and training our health and care professionals. We may also send you text reminders of forthcoming appointments to reduce the number of ‘did not attend’ (DNA’s).  You can always opt out of this by contacting the service handling your care.

It is always helpful if you can inform us when you change address or telephone numbers to assist us with keeping your record up to date.

It is also our responsibility when we provide care to children and vulnerable adults, to ensure a safe environment that promotes their health and well-being and aids their recovery from illness or injury. Safeguarding children and vulnerable adults from harm is an essential aspect of health and social care.

As with all health and social care providers, we are subject to the statutory duty under the Health and Social Care Act 2012 to share information for your direct care.

Information we may collect from you:

  • Name, title, address and other contact details, date of birth, ethnicity, marital status, occupation, NHS number and contact details including next of kin or carer details
  • Power of Attorney, advocate or carer information
  • Information relating to your health and wellbeing and social care support and interventions
  • Sexual history including partners, sexual orientation where relevant
  • School information and information about your family health or social history
  • Images and recordings
  • Child and/or adult safeguarding concerns or protections in place
  • Any special needs or preferences for receiving information
  • Contact or conversation that we have with you that is deemed as “meaningful”. For example, relating to your child’s developmental review, a Family Support Group such as baby massage or parenting, or a conversation at a universal drop in session that has a direct impact on you or your child.

If you don’t provide this information, your care will be compromised.

Information that we may collect from others:

  • As above plus
  • Referrals, reports, X-rays, pathology and other results and updates relating to care plans and other aspects of your health and care
  • Alerts and concerns
  • Recommendations for special arrangements at home
  • Incidents that you have been involved in
  • Requests for information from official authorities or your representatives
  • Your records if the service is transferring to us under contract
  • CCTV images captured
  • Information relating to safeguarding, MAPPA, Prevent concerns
  • Complaints and compliments

National Data Opt Out:

How the NHS and care services use your information

Essex child and wellbeing family service is one of many organisations working in the health and care system to improve care for patients and the public.

Whenever you use a health or care service, such as attending Walk in Centres or using Community Care services, important information about you is collected in a patient record for that service. Collecting this information helps to ensure you get the best possible care and treatment. The information collected about you when you use these services can also be used and provided to other organisations for purposes beyond your individual care, for instance to help with:

  • improving the quality and standards of care provided
  • research into the development of new treatments
  • preventing illness and diseases
  • monitoring safety
  • planning services

This may only take place when there is a clear legal basis to use this information. All these uses help to provide better health and care for you, your family and future generations. Confidential patient information about your health and care is only used like this where allowed by law.

Most of the time, anonymised data is used for research and planning so that you cannot be identified in which case your confidential patient information isn’t needed. You have a choice about whether you want your confidential patient information to be used in this way. If you are happy with this use of information you do not need to do anything. If you do choose to opt out your confidential patient information will still be used to support your individual care.

To find out more or to register your choice to opt out, please visit  On this web page you will:

  • See what is meant by confidential patient information
  • Find examples of when confidential patient information is used for individual care and examples of when it is used for purposes beyond individual care
  • Find out more about the benefits of sharing data
  • Understand more about who uses the data
  • Find out how your data is protected
  • Be able to access the system to view, set or change your opt-out setting
  • Find the contact telephone number if you want to know any more or to set/change your opt-out by phone
  • See the situations where the opt-out will not apply

You can also find out more about how patient information is used at: (which covers health and care research); and (which covers how and why patient information is used, the safeguards and how decisions are made)

You can change your mind about your choice at any time.

Data being used or shared for purposes beyond individual care does not include your data being shared with insurance companies or used for marketing purposes and data would only be used in this way with your specific agreement.

Health and care organisations have until September 2020 to put systems and processes in place so they can be compliant with the national data opt-out and apply your choice to any confidential patient information they use or share for purposes beyond your individual care. Our organisation is compliant with the national data opt-out policy.


CCTV is installed on the outside of some of our buildings for the purposes of monitoring building security and the prevention or detection of crime.

Social Media and our Website

When you contact us through social media such as Facebook and Twitter, we hold your information and reason for contact in our social media management portal to enable us to easily access and manage our engagement with you. This may result in us sharing your information with other parties within the Virgin Care Group e.g. individuals involved in your care, managing your complaint etc.

When you visit our websites we collect standard internet log information and details of visitor behaviours. This is statistical data only which we collect in order to find out the numbers of visitors to the site and the pages visited. The information is collected in such a way that does not identify individuals and we do not make any attempts to identify visitors this way.

Where we do collect personal information on our website, this will be made obvious to you through the relevant pages.

When we share your information:

We may share information about you for the following purposes;

  • To support your health and care arrangements including referrals, pathology and other results
  • If it is in your best interests
  • Recommendations for special arrangements at home
  • To manage incidents that you have been involved in
  • To deal with complaints and investigations
  • Requests for information from official authorities or your representatives
  • Your records if the service is transferring to us under contract or if you are moving out of area
  • The prevention and detection of crime
  • Funding requests or payments
  • Integrated care initiatives
  • Legal advice or proceedings
  • Responding to legal requests and court orders
  • To report key performance indicators and Outcome measures to our commissioners Essex County Council, West Essex CCG and the NHS nationally. E.g. Public Health England.

Our partners and other recipients:

  • We work in partnership with our commissioners (Essex County Council and West Essex CCG), other health and care providers such as primary care services, local authorities, NHS trusts, pathology providers etc.
  • Sub-contractors – Youth Enquiry Service (YES), Castlepoint Association of Volunteers (CAVs), Homestart Essex and Homestart North Essex (Colchester and Harwich).
  • Local Safeguarding Boards
  • Regulators
  • We may use trusted providers to host our IT, archiving, email and texting services and surveys
  • We may use corporate teams within the Virgin Care Group who provide ‘back office’ support on behalf of services within our group such as communications and marketing, information governance, clinical governance and IMT.

Legal basis for processing your personal information:

  • Legitimate interests of providing and managing health and social cares services to our patients’ service users and clients
  • Performance of a task carried out in the public interest or in the exercise of official authority
  • Necessary for a legal obligation
  • Necessary for reasons in the area of public health
  • Your consent

Legal basis for processing special categories “sensitive” personal information:

  • We need to use the data in order to provide medical diagnosis, health and social care treatment services to you
  • Social protection law for safeguarding purposes
  • Where it is necessary to protect your vital interests when you are physically or legally incapable of providing consent
  • Your explicit consent

Information retention

We keep your information in accordance with the national guidance: Records Management Code of Practice for Health and Social Care 2016, after which records and confidential information are securely destroyed in line with this code of practice

Your rights

Data Protection laws provides you with the following rights:

The right to be informed As a data controller, we are obliged to provide understandable and transparent information about the way we process your data (this is provided by our privacy policy).
The right of access You are entitled to request a copy of the personal data we hold about you. Information about how to access your records can be found on our Information Governance page on our website at:
The right to rectification You are entitled to request changes to information if it is inaccurate or incomplete
The right to erasure Where no overriding legal basis or legitimate reason continues to exist for processing personal data, you may request that we delete the personal data.
The right to restrict processing Under certain circumstances, you may ask us to stop processing your personal data. We will still hold the data, but will not process it any further.
The right to data portability Subject to certain conditions, you may request a copy of your personal data to be transferred to another organisation.

The right to object to processing

You have the right to object to our processing of your data where:

  • Processing is based on legitimate interest;
  • Processing is for the purpose of direct marketing;
  • Processing is for the purposes of scientific or historic research;
  • Processing involves automated decision-making and profiling.

Please note that the above rights may not apply in all circumstances but we will respond within a month of any requests. If you have any questions or concerns about the information we hold on you, please contact our Data Protection Officer by one of the following options:

Via our secure Data Subject Rights Portal


Tel:       01928 242942

Post:    FAO Head of Information Governance & Data Protection Officer

Virgin Care Limited, The Heath Business and Technical Park, Runcorn, Cheshire, WA7 4QX 4GE

If you are not happy about the way your information is handled, you have the right to lodge a complaint with a supervisory authority.  In the UK, this is the Information Commissioners Office (ICO).

Changes to our privacy notice

We will update this privacy notice from time to time to reflect any changes to our ways of working. Please contact our data protection officer if you would like more information.