Sharing of Information

How and Why We Share Information

Welcome to the information sharing policy which has been developed to meet data protection legal requirements (Data Protection Act 2018 / GDPR) for the purpose of:

- Provision of Social Care for children and adults
- Provision of Health Services
- To provide support and protection and safeguarding for vulnerable children, young people and    adults

This is for organisations to use to enable their professionals working with children to know who they can safely share data with.

This important document along with an associated data sharing agreement has been developed and signed off by seven Principle Parties (organisations) to enable the legal sharing of information between organisations who work towards this purpose. Organisations wishing to make use of the benefits of the agreement are invited to make contact and apply to sign up to use it.

Sharing information about individuals between organisations is often essential to keep people safe or make sure they get the best services. Organisations must always ensure that they only ever share the necessary information with other appropriate organisations, if it has a legal reason to do so.

Professionals and practitioners use their judgement and experience to decide whether and what personal information to share with other professionals and practitioners in order to meet the needs of a child.

This is essential to enable early intervention and preventative work, for safeguarding and promoting welfare, and for wider public protection. It is the key for delivering better, more efficient services that are coordinated around the needs of children, young people and families. The data sharing policy and agreement provide a legal framework to enable this to happen.

Why is sharing information important?

Provision of effective services to young people and their families who need additional support is essential to help them achieve positive outcomes. This helps to reduce inequalities between disadvantaged children and others. Effective information sharing can also help to keep children safe from harm. Professionals and practitioners need to share information as part of their day-to-day practice, so it’s important that they understand when, why and how they should share information.

What does this mean?

This means that information will only be shared with organisations who have signed up to agreements to keep information safe and secure. A full list of organisations who have successfully signed up to use the policy and data sharing agreement are shown under “who has signed up” below.

How to Apply to Sign Up to the Agreements

If you wish to apply to sign up to the data sharing arrangements please contact:

Educational establishments including Schools Birmingham City Council This email address is being protected from spambots. You need JavaScript enabled to view it.

All other organisations contact Birmingham Safeguarding Children Partnership This email address is being protected from spambots. You need JavaScript enabled to view it.

The application process & guidance is as follows:

Make contact as indicated above to request copies of the necessary documents (please note the documents are subject to copyright);
 - Birmingham Children’s Collaborative Working Information Framework / Policy - click here
 - Birmingham Children’s Collaborative Working Data Sharing Agreement (Available on request)
 - Application form to become an Adhering Party to Birmingham Children's Collaborative Working Data Sharing Framework/ Policy and Agreement (Available on request)
 - Privacy Statement - words to use on forms collecting data that will be shared under the agreement (Available on request)
 - A slide presentation that helps to explain how the agreement works (Available on request).

Due Diligence
- Consult your organisation’s legal advisor and data protection advisors.
- Fill in and complete an "Application form referred to above and return it to the email address listed on the form (This email address is being protected from spambots. You need JavaScript enabled to view it.)

Information and evidence as follows is also required: 
- Schools must be registered with the DFE (registration name and number)
- Organisations must be registered with either Companies House, Care Quality Commission (CQC) or be a recognised local authority or other recognised body that verifies their status (Organisation name, body registered with and registration number).
- All organisations must be registered (ICO registration number) with the Information Commissioner’s Office (ICO)

Approval/rejection/further info required:
- Applications by Organisations (Parties) applying to sign up to the agreement will be reviewed and if accepted will be approved by the Principal Parties, after which a Deed of Adherence will be returned to you to be signed and witnessed. Guidance is provided in the slide presentation referred to above.

- Once the approved and the signed Deed of Adherence is received the organisation will be included in the list of parties signed up to the agreement on this page below. It is at this point that the agreement becomes valid and data can be shared.

Who has signed up?
The following organisations have signed up to use the policy, the list should be consulted to ensure you are aware of which organisations you can share data with under this policy.

The list will be updated to reflect organisations joining or withdrawing from the policy.

Principle Parties

  • Birmingham Children’s Trust
  • Birmingham City Council
  • Birmingham Community Health Care NHS Foundation Trust
  • Birmingham Safeguarding Children’s Partnership
  • Birmingham Women’s and Children’s NHS Foundation Trust
  • NHS Birmingham and Solihull Clinical Commissioning Group
  • West Midlands Police

Adhering Parties

  • Accord Housing Association
  • Barnardo's
  • Birmingham Settlement
  • Birmingham Voluntary Service Council
  • Compass Support Services Limited
  • Family Action
  • Gateway Family Services C.I.C
  • Lumen Christi Catholic Multi Academy
  • Malachi Community Trust CIO
  • Northfield Community Partnership
  • Spurgeons

Reviewed: 25.01.2021

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PO Box 17340, Birmingham, B2 2DR