Data Protection - our Privacy Notice

Coram Cambridgeshire Adoption

Who Are We?

Coram Cambridgeshire Adoption (CCA) is a Voluntary Adoption Agency,  part of the Coram Group.  Coram Cambridgeshire Adoption is a data controller. This means it decides how your personal data is processed and for what purposes. To see the Coram Group policy for Data Protection please visit our website at

What Personal Data Do We Collect?

Personal data is any information that can be used to identify you. CCA only collect personal data relevant to the type of involvement you have with us. For example, if you request services or products, register for our training or an event, or contact us by telephone, email, social media, post or text message, we may collect and process the personal information you have provided. When collecting your personal data we will always make clear to you which data is necessary in connection to a particular service and why we need it.

Data Protection Law recognises that some categories of personal information are more sensitive. Sensitive personal information can include information about a person’s health, race, ethnic origin, political opinions, sexual orientation or religious beliefs.

How Do We Process Your Personal Data?

The data we gather is held in accordance with Data Protection Law, including the EU General Data Protection Regulation (the 'GDPR') and the Privacy and Electronic Communications (EC Directive) 2003. Coram Cambridgeshire Adoption complies with its obligations under GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

Coram Cambridgeshire Adoption complies with the Adoption Agencies Regulations 2005 part 7, regulation 40. ‘an adoption agency must keep the child’s case record and the prospective adopter’s case record for such period as it considers appropriate’.

We Use Your Personal Data For The Following Purposes:

  • To facilitate your adoption enquiry;
  • In the assessment process;
  • Subject to approval; in the family finding process in partnership with Local Authorities;
  • Supporting adoptive families pre and post adoption order;
  • To keep you updated with relevant workshops, conferences and/or training sessions;
  • We will not pass on your details to anyone else without your express permission except in exceptional circumstances such as reporting serious self-harm or posing a threat to others, or children contacting us and sharing serious issues such as physical abuse or exploitation;
  • For the purpose of monitoring, statistical reporting and benchmarking we will share anonymised data with third parties such as CVAA (Consortium of Voluntary Adoption Agencies) and Central Government bodies. 

What Is The Legal Basis For Processing Your Data?

Article 6 of the GDPR:

  • Consent of the data subject;
  • Processing if necessary for the performance of a contract with the data subject or to take steps to enter into a contract;
  • Processing is necessary for compliance with a legal obligation under the Adoption Agencies Regulations 2005;
  • Processing is necessary to protect the vital interests of a data subject or another person;
  • Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the data controller;
  • Processing is necessary for the legitimate interests of the data controller or a third party, except where such interests are overridden by interests, rights or freedoms of the data subject. Any information that Coram Cambridgeshire Adoption obtains will be used in the assessment of a prospective adopter. Any information we obtain will contribute to whether the applicant is suitable to be approved as an adopter and to have a child placed with them;
  • Processing is necessary for the reasons of public interest in the area of the looked after children population.

Sharing Your Personal Data

Your personal data will be treated as strictly confidential and will only be accessible by staff members of Coram Cambridgeshire Adoption. We will only share your data with parties outside of the organisation with your consent.

Your personal data will be stored on a secure database with and only accessible by staff members of Coram Cambridgeshire Adoption.

You are able to register with external websites of third parties associated with adoption, for example Link Maker, Adoption UK, Adoption Voice and Adoption Match. Coram Cambridgeshire Adoption is not responsible for any data held by these organisations.

As Coram Cambridgeshire Adoption works in partnership with Cambridgeshire County Council, information we collect will be shared with them to provide the agreed services.  However, we may also be required to share your information with other external agencies who may be involved in the adoption service – pre and post order. 

How Long Will We Keep Your Data?

Coram Cambridgeshire Adoption will retain your data for a minimum of 6 years. In cases of official complaints and for safeguarding purposes your data may be retained for longer.

Following approval as prospective adopters and a child/ren being placed, Coram Cambridgeshire Adoption will retain the data for 100 years in accordance with the Adoption Agencies Regulations 2005.  Should work be undertaken post adoption order, information will be held in line with Cambridgeshire County Council policy of 25 years.

Your Rights And Your Personal Data

Unless subject to an exemption (under the GDPR), you will have the following rights with respect to your personal data:

  • The right to request a copy of your personal data which Coram Cambridgeshire Adoption holds about you;
  • The right to request that Coram Cambridgeshire Adoption corrects any personal data if it is found to be inaccurate or out of date;
  • The right to request your personal data is erased where it is no longer necessary or legally required for Coram Cambridgeshire Adoption to retain such data;
  • The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller (the right to data portability), where applicable;
  • The right to lodge a complaint with the Information Commissioners Office.

Further Processing

If we wish to use your personal data for a purpose not covered by this Data Protection Privacy Notice, prior to the commencement, we will provide you with a new privacy notice and request your consent.

Contact Details

To exercise all relevant rights, queries or complaints please in the first instance contact the Data Protection Coordinator at 020 7520 0300.

You can contact the Information Commissioners Office on 0303 123 1113 or via email or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.  

 You can download our Data Protection Privacy Notice with a consent form here

Last updated 24/05/2018