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Privacy notice
How we use your information
Last updated: 23/09/2026
1. Who we are
The Olive Branch Care Services provides children's residential care in West Lancashire. We are the controller of the personal information described in this notice, which means we decide how it is used and are responsible for keeping it safe.
If you have any questions about this notice or your information, contact us at management@the-olive-branch.uk or on 07337 505 276.
2. Visiting our website
Our website does not use cookies, analytics or tracking tools, and it has no forms that collect your details. Like all websites, the company that hosts our site may keep basic technical logs, such as your IP address and the pages you visited, to keep the site secure and working. Our website's fonts are provided by Google Fonts, so your browser connects to Google's servers to load them, which shares your IP address with Google.
3. Information we collect
We only collect personal information when you contact us or when we need it to provide care. This includes:
- Enquiries: your name, contact details and anything you tell us when you email or phone us.
- Referrals: information about a child sent to us by a placing local authority, such as their care plan, risk assessments, health, education and family information, and details of the professionals involved.
- Job applications: your CV, contact details, employment history, qualifications and references. If we offer you a job, we also carry out pre-employment checks, including an enhanced DBS check with barred list, right-to-work checks and a health declaration.
Some of this is special category or criminal offence information, such as health details or DBS check results. We take extra care with it and only use it where the law allows.
4. Why we use it, and our lawful basis
- Answering enquiries: our legitimate interest in responding to people who contact us.
- Assessing referrals and caring for children: to meet our legal obligations under the Children Act 1989 and related legislation, and to carry out our contract with the placing local authority. We use health and other special category information for the provision of health and social care and to safeguard children.
- Recruitment: to take steps towards an employment contract with you, and to meet our legal duty to recruit safely. DBS checks are carried out because the law requires them for people working with children.
- Safeguarding: where we need to share information to protect a child from harm, we will do so even without consent, as the law allows.
5. Who we share it with
We only share information when we need to, and only what is necessary. This may include:
- the child's placing local authority, social worker and Independent Reviewing Officer
- schools, the Virtual School, GPs, CAMHS and other health and education professionals involved in a child's care
- the Disclosure and Barring Service, your referees and previous employers (for job applicants)
- regulators, the police or the courts where we are required to by law
- companies that provide services to us, such as our email and website hosting providers, who may only use the information on our instructions
We never sell personal information or use it for marketing.
6. How long we keep it
- Enquiries: up to 12 months, unless they lead to a referral or job application.
- Referrals that do not lead to a placement: up to 12 months.
- Children's records: until the child's 75th birthday, as the law requires.
- Unsuccessful job applications: 6 months after the recruitment decision.
- Staff records: for the length of employment and for the period the law requires afterwards.
7. How we keep it safe
Paper records are kept locked away, and electronic records are protected by passwords and access controls. Only staff who need information to do their job can see it, and all staff are trained in data protection and confidentiality.
8. Your rights
Under UK data protection law, you have the right to:
- ask for a copy of the information we hold about you
- ask us to correct information that is wrong or incomplete
- ask us to delete your information, or to limit how we use it
- object to how we use your information
- ask us to move your information to another organisation, in some cases
Some of these rights do not apply where we must keep records by law, for example children's case records. To use any of your rights, email management@the-olive-branch.uk. We will reply within one month.
9. Making a complaint
If you are unhappy with how we have used your information, please contact us first so we can put it right. You can also complain to the Information Commissioner's Office (ICO) at ico.org.uk/make-a-complaint or on 0303 123 1113.
10. Changes to this notice
We review this notice every year, or sooner if the way we use information changes. The date at the top shows when it was last updated.
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