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Privacy Policy - Inclusive Social Work Services

 

Important Disclaimer

This policy is provided as a professional template. It is strongly recommended that you have it reviewed by a legal professional or a data protection specialist to ensure it is fully compliant with current GDPR, ICO guidelines, and the specific data processing activities of your practice. Placeholders must be filled in.

PRIVACY POLICY PAGE CONTENT

Privacy Policy

Last updated: 24/06/25

1. Who We Are

This website is operated by i-socialwork. For the purposes of this policy, ‘we’, ‘us’, and ‘our’ refer to i-socialwork, an independent social work practice led by a qualified practitioner registered with Social Work England. We are the data controller for the information processed through this website and for the delivery of our services. We are committed to protecting the privacy and confidentiality of our clients, professional partners, and visitors to our site.

Our contact email for data protection matters is: [Your Professional Email Address].

2. The Information We Collect

We may collect and process the following categories of data:

  • Identity & Contact Data: Includes your name, email address, phone number, and professional role, as submitted via our contact or referral forms.

  • Case & Referral Data: Includes sensitive personal information about children and adults, case histories, legal status, and other professional information submitted by local authorities, legal teams, or individuals for the purpose of commissioning a service.

  • Technical Data: Includes your IP address, browser type, and other technical information collected through cookies to ensure the security and performance of our website.

3. How We Use Your Information

We process your information for the following purposes:

  • Service Delivery: To assess referrals, respond to enquiries, and deliver the commissioned social work services (e.g., assessments, reports, statutory visits).

  • Case Management: To maintain secure and accurate records for professional accountability and case continuity.

  • Legal Compliance: To comply with our legal, statutory, and safeguarding obligations as a registered social work professional.

  • Website Management: To manage and secure our website.

4. Our Lawful Basis for Processing Data

We collect and use personal data under the following lawful bases in accordance with GDPR:

  • Legal Obligation: Where processing is necessary to comply with the law (e.g., our safeguarding duties under the Children Act 1989).

  • Public Task: Where processing is necessary for the performance of a task carried out in the public interest, specifically the provision of social work services aimed at protecting vulnerable children.

  • Consent: Where you have provided explicit permission for us to process your data for a specific purpose (e.g., by completing the consent declarations on our referral form).

  • Legitimate Interest: To respond to enquiries and manage the professional operation of our practice.

5. Data Sharing and Confidentiality

We treat all information with the strictest confidentiality. Data will only be shared when it is necessary, lawful, and ethical to do so. This may include sharing information with:

  • Local authorities, solicitors, courts, and other professional bodies directly involved in a case.

  • Our regulatory body (Social Work England) if required by our professional code of conduct or by law.

  • Police or other statutory agencies where there is a clear safeguarding or public protection need.

We never sell or share your data with third parties for marketing purposes.

6. Data Security

Your data is treated with the utmost care. Digital information is stored on secure, encrypted systems with controlled access. All case notes, reports, and sensitive documents are stored and transferred in full compliance with GDPR and professional standards, using password-protected files or secure, end-to-end encrypted platforms.

7. Data Retention

Case records are retained only for as long as necessary, in line with legal, statutory, and professional indemnity insurance requirements (typically 7 years post-case closure, unless a longer period is legally mandated for child-related records). Non-case related data (e.g., general enquiries) is deleted once it is no longer required.

8. Your Data Protection Rights

Under data protection law, you have rights including:

  • Your right of access – You have the right to ask us for copies of your personal information.

  • Your right to rectification – You have the right to ask us to rectify information you think is inaccurate.

  • Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.

  • Your right to restriction of processing – You have the right to ask us to restrict the processing of your information in certain circumstances.

  • Your right to withdraw consent – You can withdraw consent at any time where consent is our lawful basis for processing.

Please note that these rights are not absolute and may be limited where they conflict with our legal or safeguarding duties. To exercise your rights, please contact us at [Your Professional Email Address]. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

9. Cookies

This website uses essential and functional cookies to ensure its proper functioning and to improve user experience. A banner for cookie consent is displayed upon your first visit, allowing you to manage your preferences.

10. Changes to This Policy

This policy may be updated from time to time. The latest version will always be published on this page.