Fair processing notices - Privacy Notice: The National Child Measurement Programme (NCMP)- Map Me Study Jan 2022 – August 2024

• Your child’s measurement, sex and date of birth are used to calculate your child’s weight category.
• Your child’s name, date of birth and NHS Number are used to link your child’s measurements in Reception and Year 6. Other data sets may also be linked such as your child’s dental survey results or any visits to hospital they may have had.  Linking your child’s information in this way helps us to understand how and why the weight status of children is changing, and how this affects children’s health.
• Your child’s ethnicity and address are used to help understand some of the reasons for the difference and changes in child weight across England
• Your address is required to send you your child’s feedback letter. This will include your child’s measurements together with information about healthy eating, being active and related activities available in your area.
• Your email address and telephone number are required as we may contact you by email or telephone to discuss your child’s feedback and offer you further support following your child’s height and weight measurement.

• NCMP data is collated by Stoke-on-Trent’s trained Health Care Support workers and the  Public Health Intelligence Delivery Officer based within the local authority’s public health team - they transfer the data directly to NHS Digital before it is processed and released to Stoke-on-Trent City Council.
• NCMP data is downloaded from a password-protected NHS Digital website. The NCMP data is stored in a secure protected folder, accessible by authorised public health staff.

The chart below displays what happens to your child’s data as part of the NCMP.

The lawful basis for processing this data under the GDPR

• article 6 (1) (c): for compliance with a legal obligation to which the controller is subject
• article 6 (1) (e): for the performance of a task carried out in the public interest
• article 9 (2) (h): for the provision of health or social care or the management of health and social care systems and services
• article 9 (2) (i): for reason of public interest in the area of public health 

See full details on Gov.UK

Stoke-on-Trent City Council is a data controller for the personal information we hold in relation to the National Childhood Measurement Programme (NCMP).  

We use this information for local analysis and to enable advice and assistance to be provided with the aim of improving children’s health.

In carrying out these analyses, rules and guidance on data disclosure laid down by the Office of National Statistics, NHS Digital, Information Commissioner’s Office and Public Health England are followed. To protect confidentiality small number disclosure rules and guidance are followed. 

We only keep the data for the time specified in our retention schedule or as required by law.

MapMe Project Information

We are currently part of the MapMe research project run by Newcastle University. The project aims to support parental knowledge and awareness of child weight status, and look at how child weight status changes over time.  Children will be measured during this school year and in 12 months’ time. 

What data will we share as part of the MapMe Project ?

We will share de-personalised data with the project team, including your child’s date of birth, date of measurement, age, sex, height, weight, weight category, ethnicity, and publicly available information about the wider postcode that you live in, for research use.  If your child is currently in Reception, the project will also link to their National Child Measurement Programme information when they reach Year 6.

“All study researchers will comply with the requirements of the Data Protection Act 2018 and General Data Protection Regulation (GDPR).

Data protection measures will adhere to the relevant policies and procedures of Newcastle University. All study data collected on paper will be held securely, in a locked room or locked cabinet that is accessible only to the research team and relevant regulatory authorities. All study data in electronic form will be pseudoanonymised using ID numbers and held securely on encrypted machines protected by passwords. Audio files will be transcribed either internally by members of the research team or by a specialist external company subject to a Confidentiality Agreement to not disclose any information to third parties. Files will be transferred via a secure server with user identifiers and passwords. Transcripts will be marked with unique and anonymised identifiers. All data will be held securely in the custody of the CI. Paper records will be destroyed after 10 years, electronic data will be held for 10 years then anonymised before archiving.”

All the above information is treated confidentially and held securely. No individual measurements will be given to school staff or other children.

If you would like more information on the MapMe project you can contact the NCMP on 01782 234267 or email ncmp@stoke.gov.uk

We may share data with our internal audit team to evaluate the effectiveness of the organisation’s risk management, control and governance processes.  We may also share your data with the council's fraud team to help to prevent and detect fraud.

Data protection law provides you with certain rights, but not all of these rights will be available to you in all situations. Where we are under a legal duty to use data for a particular purpose you will not have the right to prevent it being used in that way:

• you can ask to see the information we hold about you
• you can ask what is being done with the information we hold about you
• you can ask to have some of the data we hold about you deleted
• you can ask us to review a decision made about you by a computer, and ask for a new decision to be made by a person
• you can ask us to stop processing the data we hold about you
• you can ask us to make changes to data about you that you believe is inaccurate
• in some circumstances you can ask us to help you move your information to another organisation
• you can ask us to restrict or limit what we do with your data, for example if you believe the data we hold is inaccurate, or if you believe the processing in unlawful

If you wish to contact us in relation to any of your information rights, email foi@stoke.gov.uk or write to Information Rights Team, Floor 2, Civic Centre, Glebe Street, Stoke-on-Trent ST4 1HH.

Complete the online form

The information rights team can be called on 01782 233732 or 235965.

If you wish to complain about how your personal information has been handled by Stoke-on-Trent City Council, contact the information rights team in the first instance using the details above. If you are not satisfied you can complain to the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, or call 03031231113

Information Commissioner's Office website