The South West Adoption Consortium

Privacy Policy

Who we are

The South West Adoption Consortium, known as ‘SWAC’, is a membership organisation, and is made up of a consortium of 3 Regional Adoption Agencies, 1 Local Authority and 5 Voluntary Adoption Agencies that operate within the South West region.

SWAC is committed to protecting and respecting your privacy.

What we do

Our core function is to provide a Family Finding service across the membership, by linking up the information we receive about families approved to adopt; early permanence carers and the children waiting to be adopted or for early permanence placements.

We also provide a training and support element to our members by delivering workshops and training events, hosting various support meetings, activities and networking events to facilitate active engagement and participation of all our members  

Why & how we collect the data

We need to collect personal information about the families approved to adopt, early permanence carers and the children waiting to be adopted, and children waiting for early permanence placements.  We need this in order to provide an up to date, accurate Family Finding service that minimises delay for children.   We collect this data from membership organisations and documents are sent securely using standard template formats known as PAR’s (Prospective Adopter Reports), CPR’s (Child Permanency Reports) and early permanence referral forms.

What data we collect

We collect personal information about prospective adopters, early permanence carers  and children as detailed in the PAR’s, CPR’s and early permanence referral forms that Members share with us, in order to meet our obligations under the agreement we hold with our Members to deliver a Family Finding service.

We collect the contact details of professionals (and their job roles) across the SWAC area. These include email addresses, telephone number(s) and the local authority, Voluntary Adoption Agency or Regional Adoption Agency they work for.

We also collect evaluation data from our training and other events e.g. SWAC exchanges. This includes your name, (job role and place of work if relevant) or status as an EP carer/adopter, email address, telephone number(s) and feedback on the event.  

What we do with the data

We collect the above data in order to offer our members a family finding service and to evaluate these services.

Once we have received the PAR and CPR documents, we enter the data onto the Link Book and our secure database in order to offer a service whereby we facilitate the sharing of the information through the transmission of PAR’s across the region. Tentative links are made and we then send this securely to Members who request it via Egress.  

SWAC will not share your information with any other third parties other than Member agencies within SWAC

How we store your data

We take the security of your data seriously, and have internal procedures and controls in place to try to ensure your data is not lost, accidentally destroyed, misused or disclosed.

SWAC keeps your data electronically and sometimes in paper form, on its secure site at its offices 162, Pennywell Road, Bristol BS5 0TX.   

SWAC will only keep your data on the Link Book until you are matched with a child.  Information on our database will be kept for one year after you are matched to enable us to provide statistics about our Family Finding services. No electronic or paper copies of information will be kept for more than a year after matching. Information collected as part of evaluating our work will be kept for one year unless it is part of a specifically funded project in which case it would be kept for the life of the project and never more than three years.

Right to amend/Right of erasure

You have the right to access and obtain a copy of the data we hold. You have the right to change & amend incorrect, or incomplete data.

You have the right to ask us to delete, or stop processing any data you give us, for example where the data is no longer necessary for the purposes of processing.

If you would like to exercise any of these rights, please contact the CCS Data Protection Officer email:  or telephone no: 01179 350005

If you have any evidence, or believe we have not complied with your Data Protection Rights, you can report a concern with the Information Commissioner