Adoptive parents privacy notice

Adoption Counts is a Regional Adoption Agency, which is hosted by Stockport Metropolitan Borough Council, and covers the adoption services of five Local Authorities: Cheshire East Council, Manchester City Council, Salford City Council, Stockport Metropolitan Borough Council and Trafford Council.

Data Controller

All of the participating authorities are Joint Data Controllers when processing personal information in relation to the adoption service as they each remain responsible at different stages of the decision-making process for determining the purpose and the manner in which the personal data is to be processed and they each have a statutory duty for the maintenance of adoption services in relation to their area. This is a joint privacy notice provided on behalf of all participating authorities for the purposes of the regional adoption agency, known as Adoption Counts.

We collect your information to:

  • to assess and recruit adoptive parents for the safe and appropriate placement of our looked after children and young people with a matched family.

  • To support your family if you are affected by adoption to ensure we can offer the best support to meet your individual needs.

What type(s) of information do we use?

Where appropriate to the service provision;

  • contact details

  • demographic information

  • family and relationship details

  • national identifiers

  • health data

  • financial information

  • employment data

  • education data (yours and your child's)

  • information from the local authority where you used to live

  • race/ethnic origin

  • religion and philosophical beliefs

  • sexual orientation

  • criminal offences, alleged offences, related proceedings (if applicable)

  • Therapeutic information

What is the legal basis for using your information?

For processing personal data our lawful basis is:

Article 6 1(c) - processing is necessary for compliance with a legal obligation’.

Article 6(1)(e) - processing is necessary for the performance of a task carried out in the public interest.

The relevant statutory legislation that relates to adoption includes, but is not limited to, the following:

  • Children and Families Act 2014

  • Care Act 2014

  • The Adoption and Children Act 2002 and associated regulations

  • The Children and Adoption Act 2006 and associated regulations

The legal basis for processing special categories of personal data relating to you, in accordance with the UK GDPR Article 9 is:

Article 9 (2)(g) - processing is necessary for reasons of substantial public interest.

Article 9 (2)(h) - we are providing you with health and social care support

Where do we get your information?

Where appropriate to the service provision;

  • Yourself

  • Your child

  • statutory agencies (including overseas if necessary)

  • disclosure and barring service (dbs)

  • ex-partners

  • personal references

  • employers current and previous.

  • Education & health services

  • Any other relevant professional

Who do we share your information with?

  • other adoption agencies

  • other Local Authorities

  • independent providers

  • health service providers including NHS agencies

  • education providers

  • government agencies

  • police

How long will we keep your information?

This varies depending on your involvement with our agency.

If you proceed with your application and are approved as an adopter, this information will be stored for 100 years from the date of the adoption order.

All other records will be kept as detailed below:

  • Adopters with a child in placement - retention period: 100 years

  • Approved adopters not matched - retention period: 40 years

  • Approved adopters – withdrawn - retention period: 40 years

  • Approved adopters – deregistered- retention period: 40 years

  • Enquiry made – no Initial Meeting- retention period: 3 years

  • Enquiry made – Initial Meeting but no Registration of Interest submitted - retention period: 10 years

  • Adopters Stage 1 - retention period: 40 years

  • Adoption support case records - retention period: 100 years

  • Family Finders records - retention period: 100 years

  • Adopters Stage 2 not approved/ withdrawn, with concerns - retention period: 40 years

  • Adopters stage 2 withdrawn, no concerns - retention period: 10 years

Transferring your information outside of the European Union (EU)

We will not transfer your information outside of the EU without advising you.

Where in these cases we have to share data outside of the UK, we will ensure adequate protections are made.

Automated decisions using your information?

For this service all the decisions we make about you involve human intervention.

Your rights

In our guide on exercising your rights you can find information about how to:

  • exercise your rights

  • contact our Data Protection Officer

  • raise a concern with us

  • make a complaint to the Information Commissioner

You can find out what information we hold about you and ask us not to use any of the information we collect. Subject Access Requests, should be made in writing to foi.sar@adoptioncounts.org.uk

Further information

If you would like further information about this privacy notice, please email dpa.officer@stockport.gov.uk

Updates (notice)

Our core data protection obligations and commitments are set out in our primary privacy notice.

We may update or revise this privacy notice at any time. If you are reading this as a printed copy please refer to www.stockport.gov.uk for the most up to date version.

June/2026/GS

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