Compass Family Time Service Ltd is committed to protecting the privacy and personal data of children, parents/carers, and professionals. This Privacy Notice explains what information we collect, why we collect it, how we use it, how we keep it secure, and the rights individuals have under UK data protection law.
Compass Family Time is registered with the Information Commissioner’s Office (ICO) as a data controller. ICO Registration Number: ZC188903
1. Who We Are
Compass Family Time Service Ltd is an independent supervised Community Family Time service based in the North East.
Data Controller:
Compass Family Time Service Ltd
Registered Office:
East Suite, Ground Floor
Avalon House
St Catherine’s Court
Sunderland
SR5 3XJ
Email: sarahcollins@compassfamilytimeservice.co.uk
Telephone: 07522036374
2. What Personal Data We Collect
We collect only the information necessary to deliver safe, lawful, supervised community contact and comply with safeguarding and legal obligations.
2.1 Information About Children and Parents/Carers
- Names, dates of birth, contact details
- Addresses
- Court orders and legal documents
- Referral information
- Risk assessments
- Medical, behavioural or well-being information relevant to safety
- Session notes and factual observations
- Communication records
- Safeguarding concerns
- Emergency contact details
2.2 Information About Professionals
- Names and contact details
- Referral instructions
- Case management correspondence
2.3 Financial and Transaction Data
- Payment records
- Invoices
- Transaction history
2.4 Special Category Data
- Racial or ethnic origin
- Religious or philosophical beliefs
- Health information
- Safeguarding information
- Criminal offence data (where relevant to safety or court orders)
2.5 Recruitment Data
- Contact details
- Employment history
- Qualifications
- Right‑to‑work information
- DBS or criminal record checks
3. How We Collect Personal Data
We collect data from:
- Referral forms
- Solicitors, CAFCASS, Mediators, Local Authorities
- Court orders
- Parents/carers during assessment
- Observations during sessions
- Email or telephone communication
- Website enquiries
We do not collect unnecessary or excessive information.
4. Lawful Bases for Processing
Compass Family Time processes personal data under the following lawful bases:
4.1 Legal Obligation
To comply with safeguarding duties, court orders, data protection law, and statutory requirements.
4.2 Legitimate Interests
To deliver supervised community contact safely, manage risk, and provide factual session notes.
4.3 Vital Interests
To protect a child or adult at risk of harm.
4.4 Public Task
When working with CAFCASS or local authorities.
4.5 Consent
Used only for specific, limited purposes (e.g., sharing information with a mediator if agreed). Consent is not required for safeguarding or legal information sharing.
5. How We Use Personal Data
We use personal data to:
- Plan and risk‑assess sessions
- Deliver supervised community family time safely
- Provide factual session notes and recordings
- Communicate with referrers and professionals
- Meet safeguarding and legal obligations
- Manage bookings, payments, and administration
- Improve service quality and safety
We do not use personal data for marketing.
6. How We Store and Protect Personal Data
Compass Family Time uses:
- Password‑protected and encrypted devices
- Secure, GDPR‑compliant digital storage
- Locked storage for paper records
- Restricted access (practitioner only)
- Secure email practices
- Regular security updates
- Secure data backup
We follow ICO and GDPR guidance on data minimisation and security.
7. How Long We Keep Personal Data
We keep information only for as long as necessary:
- Case records and reports: 7 years
- Financial records: 6 years (HMRC requirement)
- Emails and communication logs: retained in line with case files
After this period, data is securely deleted or destroyed.
8. Who We Share Information With
We may share information with:
- Solicitors
- CAFCASS
- Local authorities
- Domestic abuse services (where appropriate)
- Police or emergency services
- Courts (if ordered)
- Safeguarding partners
We share information:
- Only when lawful
- Only when necessary
- Only with authorised professionals
- In a factual, neutral and proportionate manner
We do not share information for marketing or commercial purposes.
9. Safeguarding and Information Sharing
Safeguarding always overrides confidentiality.
We may share information without consent if:
- A child is at risk of harm
- An adult is at risk of harm
- A crime has been committed
- A statutory agency requires disclosure
All decisions are recorded.
10. Your Data Protection Rights
Under UK GDPR, individuals have the right to:
- Access their personal data
- Request correction of inaccurate data
- Request deletion (in certain circumstances)
- Restrict processing
- Object to processing
- Request data portability
- Withdraw consent (where consent is the lawful basis)
These rights may be limited where:
- Safeguarding applies
- Legal obligations apply
- Third‑party information is involved
- Court orders restrict disclosure
Requests will be responded to within one month.
11. Subject Access Requests (SARs)
Individuals can request access to their personal data by contacting us in writing.
We will:
- Verify identity
- Respond within one month
- Provide information securely
- Withhold information only where legally permitted
12. Data Breaches
If a data breach occurs:
- It will be recorded immediately
- The impact will be assessed
- Affected individuals will be informed where appropriate
- Safeguarding partners will be notified if relevant
- Serious breaches will be reported to the ICO within 72 hours
13. How to Complain
If you have concerns about how we use your personal data, you can contact us:
Compass Family Time Service Ltd
East Suite, Ground Floor
Avalon House
St Catherine’s Court
Sunderland
SR5 3XJ
Email: sarahcollins@compassfamilytimeservice.co.uk
Phone: 07522036374
If you remain unhappy, you can complain to the ICO:
Information Commissioner’s Office
Wycliffe House, Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline: 0303 123 1113
Website: www.ico.org.uk/make-a-complaint
14. Last Updated
20 July 2026