PRIVACY POLICY
CHILDREN’S ATTENDANCE WELFARE SERVICES LTD PRIVACY POLICY
Who we Are
Children’s Attendance Welfare Services Ltd (CAWS) is a registered company in England (Company Number 08002511). We are located at 45 Trenant Road, Leicester, LE2 6UB. We can be contacted on this number 0116 2776721 or via email to paula@childrensattendance.co.uk or lesley@childrensattendance.co.uk or by completing the enquiry form on our website www.childrensattendance.co.uk/contact
Our Purpose
We at Children’s Attendance Welfare Services Ltd undertake work with schools, families and statutory services to address school attendance and welfare concerns of children and young people of compulsory school age (5-16 years of age).
We handle personal data in strict confidence. The information we hold will only be used by us to contact parents/carers, the Local Authority, statutory services such as Social Services, the Police or the Courts and where required liaise with identified services such as medical professionals to enable us to undertake our work and provide the service requested of us.
The information below demonstrates our current policy regarding personal data.
PERSONAL DATA
What is Personal Data
Personal data means information relating to identifying an individual directly or indirectly.
Why we Collect Personal Data
For Children’s Attendance Welfare Services Ltd to undertake the work of addressing a school’s attendance concerns, some personal information relating to children and parents/carers will have to be shared with us, as without it we may not be able to carry out the service requested of us.
We primarily collect personal data from schools and when necessary, from parents/carers, statutory services and healthcare professionals to enable us to undertake the service(s) requested of us. Examples of service include monitoring attendance data within the school, addressing attendance which falls below 95%, writing to parents/carers, conducting school meetings and or home visits with parents/carers and young people, liaising with statutory services and healthcare professionals, providing guidance and advice to schools and parents/carers and attending court to name but a few.
We do not use personal data for marketing purposes and only share personal data with schools when updating them or when making a referral to a statutory service. Examples of this include referring for unauthorised absence from school, unauthorised holiday during term time, referrals for children with medical needs and safeguarding and welfare concerns referrals to name but a few.
Were possible we make every effort to minimise the amount of personal data we disclose.
Lawful Basis for Processing Personal Data
Children’s Attendance Welfare Services Ltd identifies CONTRACT and LEGAL OBLIGATION as the lawful basis for processing of personal data.
We ask schools to sign and return a Service Agreement before we undertake any work. The school will only then provide us with the personal data of children and parents/carers whom they have referred to our service.
We contact parents/carers to address their child’s absence from school and if necessary, may visit the child’s home.
On occasions we ask parents/carers to provide additional personal data such as medical information, appointment letters or cards or texts, travel documentation etc which might be required to confirm the reason for a child’s absence from school. If data is provided verbally or in writing, then it is assumed Children’s Attendance Welfare Services Ltd have consent to hold and process this data as necessary to undertake their work.
From time to time, we may also receive personal information from statutory services, local authorities and healthcare professionals to name but a few.
Personal Data we Collect
The personal data collected and held by Children’s Attendance Welfare Services Ltd can vary depending on the work undertaken. It can include any combination of the following: registration/attendance certificates, children’s names, date of birth, gender, Special Educational Needs and disability information, racial or ethnic origin, parents/carers names, home addresses, telephone numbers, attendance data/reports, medical information, business names and addresses, email addresses, email conversations, text/WhatsApp conversations and photographs to name but a few.
As part of our work, we may have to share personal information with local authorities, social care, police, healthcare professionals, magistrates court and organisations we are legally obliged to share personal information with.
Due to the nature of our work, we may retain your personal data for up to seven years.
Storage and Protection of your Personal Data
We at Children’s Attendance Welfare Services Ltd maintain organisational, technical and administrative measures to protect personal data to reduce the risk of unauthorised or accidental access, destruction, loss, alteration or misuse.
Whilst we take all reasonable precautions to protect personal data there always remains a risk and therefore, we are unable to guarantee the security of your data beyond what is reasonably feasible.
Incorrect Personal Data
Children’s Attendance Welfare Services Ltd makes every effort to ensure the personal data we have is correct, however if any personal data held by us is incorrect then you have the right to contact us via email to either paula@childrensattendance.co.uk or lesley@childrensattendance.co.uk or phoning 0116 2776721 to request for the data to be corrected.
Subject Access Requests
You have the right to request a copy of the data held by Children’s Attendance Welfare Services Ltd regarding you and or your child, this is called a Subject Access Request. If you would like to make such a request, please do so in writing using our postal address (please date and sign your request), which can be found at the top of the Privacy Policy under the heading “Who we Are”.
We aim to supply the requested data within 5 working days (not including weekends or bank holidays); however, please note that this could take up to a maximum of 30 days.
Modifications
It is unlikely Children’s Attendance Welfare Services Ltd will make changes to the services we provide but if we do these may be made without notice.
Our Privacy Policy may be amended from time to time to comply with the law and to reflect any changes to our privacy practices. When we amend this Policy, we will update the “Effective Date” which can be found at the bottom of the Privacy Policy.
We advise reviewing our Privacy Policy periodically to ensure you are aware of any amendments.
Use of Children’s Attendance Welfare Services Ltd services means agreeing to and accepting the details within and any changes to the Privacy Policy.
Complaints
If you have a complaint regarding how Children’s Attendance Welfare Services Ltd uses your personal data, please write or email us using our postal address or email address which can be found at the top of the Privacy Policy under the heading “Who we Are” so that we can, where possible, resolve the issue.
If you remain unhappy you can complain to the ICO: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, Helpline number: 0303 123 1113.
Effective from the 23rd day of July 2025