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Hertfordshire County Council

Why we need your information

The data on this form is being gathered for the purpose of managing individuals in the role of Ohana Champion (Volunteer). Hertfordshire County Council will use this information to process your expression of interest to be an Ohana Champion (Volunteer) and to help us support and manage you in the role, and with our duties to Young Parents, Children and Families.

As a Local Authority, Hertfordshire County Council has a responsibility to Children, Families and the Wider Community to Support and Safeguard Children under; The Children Act 1989, 2004 & Working Together to Safeguard Children 2010.

The information you have provided will be used to allow us to fulfil this duty and responsibility.

If applicable the information you have provided to us will be used alongside additional information obtained from organisations responsible for Safeguarding vulnerable Children and Adults.  

What we will do with your information

The information you have give us will be held by the Family Group Conference Service of Hertfordshire County Councils, Children’s Services Department.

It will only be used in relation to the processing of your expression of interest to become an Ohana Champion (volunteer) and in the undertaking of this volunteer role.   

In order to deliver this service, we may share some of your information with individuals who wish to receive a Service from a Volunteer or a Social Care or Health professional that is assisting that individual and their children.

We may also share information with third parties if we are legally obliged to do so, for example if it necessary to safeguard or protect a child.

We may also share information with the police or other agencies if it is necessary for the following purposes:

  1.  the prevention or detection of crime
  2. the apprehension or prosecution of offenders
  3. the assessment or collection of any tax or duty or any imposition of a similar nature

How long we will keep your information

If you take up a role as a volunteer all relevant records will be kept on file for 25 years following the end of your volunteering role.

If you are unsuccessful in securing a role or withdraw after we have completed relevant checks information will be kept on file for 8 years.

If you withdraw before checks are completed your information will be kept on file for 3 years or you can ask for it to be deleted sooner by contacting

What are your rights?

Hertfordshire County Council will be the Data Controller for this information.

You have a number of rights over the data we collect and hold about you.

  • You have the right to be informed about what information we hold about you and how we use it.
  • You have the right to request copies of any information the Council holds about you by making a subject access request.
  • If information we hold about you is factually inaccurate you have the right to have it corrected.
  • You have the right to object to the way we are using your data.
  • You have the right to request that your data is deleted. However we may be unable to delete your data if there is a need for us to keep it. In this case you will receive an explanation of why we need to keep the data.
  • You can also request that we stop using your data while we consider a request to have it corrected or deleted. There may be some circumstances in which we are unable to do this however we will provide an explanation if this is the case.
  • In certain circumstances you may also request data we hold about you in a format that allows it to be transferred to another organisation.
  • In the event that decisions are taken using automated processes you have the right to request that these decisions are reviewed by a member of staff and to challenge these decisions.

If you would like to request copies of your data, request that your data is deleted or have any other queries in relation to data which the Council holds about you please contact the Data Protection Team.

Data Protection Team

Hertfordshire County Council
County Hall
Pegs Lane
SG13 8DQ

Tel: 01992 588099


You can also contact our Data Protection Officer at or in writing to the address above.

If you are unhappy with the way that Hertfordshire County Council has used your data or with the way we have responded to a request you also have the right to contact the Information Commissioner’s Office

  • Do you have a full UK driving licence?
  • Do you consider yourself to have a disability?
  • The Equality Act 2010 defines disability as: “A physical or mental impairment that has a 'substantial' and 'long-term' negative effect on your ability to do normal daily activities”.

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