Maintaining and Storing Records in relation to Foster Carers

Manx Care will ensure that all records pertaining to foster carers are relevant and secured securely. Manx Care’s Privacy Notice explains the information collected and what this information is used for.

This policy is in accordance with the guidelines in the Isle of Man Safeguarding Board Principles of Case Recording Procedure, taking into account the following;

• Data Protection Act 2018;
• Human Rights Act 1998;
• Freedom of Information Act 2015;
• Confidentiality Policy 2016;
• Information and Records Management Policy 2017.

The Family Placement Service will obtain information in relation to prospective and approved foster carers. For example:

• Initial enquiry information – to include name, DOB, address and members of the household;
• A written record of the initial visit and the outcome;
• All information/reports undertaken as part of the fostering assessment and any subsequent annual reviews;
• Any records in relation to complaints or allegations;
• Supervision records, written by the supervising social worker;
• Case recordings on any communication with Manx Care and partner agencies;
• Personal data processed may include sensitive data relating to a prospective carer / foster carer’s racial or ethnic origin, political opinions, religious or philosophical belief and data concerning health, sex life and sexual orientation. 

All records relating to foster carer(s) will be stored securely on their electronic file, including supervision records, any annual reviews, allegations, training and developmental needs. The supervising social worker will also provide the foster carer with copies of these reports, to enable the carer to comment upon them and obtain signatures(s), as proof that the report(s) have been shared and discussed with carers. It is important to note that only factual changes can be amended.

Manx Care will ensure that:

• Safeguards are in place to make sure personal information is kept securely;
• Only authorised staff are able to view carer information;
• Government Technology Services (GTS) maintain security of the systems which hold personal information in line with ISO27001 standard.

Manx Care will share information:

• With other relevant partner agencies;
• The police or law enforcement agencies where there is a legal requirement to do so;
• The courts on production of a valid court order.

Information in relation to foster carer(s) will not be sold, or shared with other companies, organisations or individuals. Carer’s personal information will not be disclosed to any third party without  prior consent, or where required to do so by law. Such records will be retained for 10 years after the date that carer approval was terminated.
Information relating to adult medicals and any criminal convictions are restricted access only.

The provisions for access to personal information or records held by the agency are contained in the Data Protection Act 2018. Under this legislation, those in respect of whom personal information is held, in any form, have a right of access to the information, unless one of the exceptions set out below applies.

Access to foster carer’s assessment records can, with their permission, be made available to another fostering service if they apply to the new service to become carers.  Foster carers are entitled to see information held about them, with the same rights as other individuals to request access to these records.

Foster carers can only have information that is related to them and third party information must be redacted. Any requests of this nature must follow the Subject Access Request procedure.

A Subject Access Request to review any information that relates to you can be made at any time, to the Data Protection Officer, via ManxCareSARS@gov.im.

The practice of all staff should be to encourage ongoing and open sharing of information and recording, including providing copies of key documents of the foster carers’ data. In addition, it is expected that foster carers are open and transparent during the assessment process and beyond. Failure to do so may jeopardise continued registration and approval as foster carers.