Digital Recording and Data Protection for Foster Carers

Digital record-keeping is a core part of fostering. Good notes help everyone around the child make safer, better decisions—and strong data protection keeps that child’s private life safe. This guide explains what to record, how to store it, and how to share information lawfully and respectfully as a foster carer in the UK.

Why digital recording matters

The purpose behind the paperwork

Clear, factual notes create a reliable picture of the child’s day-to-day life: health, education, contact, progress, and worries that need action. They support care planning, meetings, reviews and, if needed, legal processes. Just as importantly, children deserve a truthful, kind record of their story that they can look back on later.

What to record (and what to leave out)

Keep it factual, relevant, and child-centred

Capture what happened, when and where, who was present, and any actions taken. Use the child’s own words in quotes where possible, and distinguish fact from opinion. Avoid speculation, labels, and unnecessary detail about third parties. If something might affect safety, health, education, or placement stability, it belongs in the record; gossip and guesswork don’t.

Daily logs, significant events, and contact notes

Separate routine notes from incident summaries

Most carers keep daily logs for routines (school, meals, mood, sleep). Use separate “significant event” entries for injuries, missing episodes, police involvement, disclosures, or restraint. Contact notes (supervised or supported) should record time, location, who attended, any changes to the plan, and how the child presented before and after. Keep your tone neutral and descriptive.

Photos, videos, and life-story work

Consent, context, and secure storage

Photos can be powerful for life-story work, but treat them as personal data. Follow the child’s plan about images and social media, be mindful around school uniforms and locations, and never post publicly. Store originals in your approved system, not in personal galleries. When you add captions, write with the child in mind—one day they may read it.

Messaging, email, and apps

Keep communication professional and retrievable

When possible, use your agency or local authority’s approved systems for messaging and email. If a young person messages you on a personal app, acknowledge and move to an approved channel as soon as practical, then record a short note: what was said, any action taken, and whether anyone else needs to know. Turn off message previews on lock screens and use strong, unique passwords.

GDPR basics for foster carers

Know your role and the lawful basis

In most cases, the local authority (or agency) is the data controller; you act under their policies as part of the care team. The lawful basis for recording is usually public task or legal obligation, not consent. That means you must record what’s necessary even if someone objects—but only what’s necessary. Keep data accurate, up to date, minimised, and secure, and don’t keep it longer than needed.

Privacy by design at home

Practical steps that make a big difference

Use devices that are up to date, with full-disk encryption, auto-lock, and two-factor authentication. Keep fostering email and files separate from personal ones. Don’t store records on shared family computers. If you must print, store papers in a locked cabinet and shred when instructed. Never leave notebooks, phones, or laptops visible in cars or shared spaces. If Wi-Fi is shared, change the router password and disable guest access.

Cloud storage and approved systems

Follow the policy—don’t build your own

Only use apps and drives approved by your agency or local authority. Consumer apps that sync automatically can create hidden copies you can’t fully control. If you draft notes offline, upload to the official system and delete local versions. Avoid sending records by regular email unless your team confirms it’s secure; where available, use secure portals.

Sharing information with schools and health

Proportionate, need-to-know, and timely

Schools, Virtual Schools, GPs, CAMHS, and social workers need prompt, relevant information. Share the minimum necessary to keep the child safe and supported, and record what you shared, with whom, when, and why. Where possible, send a brief written summary rather than forwarding full logs. If a professional asks for something that feels excessive, check with your supervising social worker before sending.

Subject access requests (SARs) and the child’s rights

Be ready for requests to see records

Children and those with parental responsibility can ask to see records. Usually the controller handles SARs, but your notes may be included. Write as if the child will read it later: fair, respectful, and free from private information about other people. If you are asked to provide copies, route the request through your supervising social worker so redaction and safeguarding checks happen correctly.

Retention and disposal

Keep it as long as required—then let it go

Your agency or local authority sets retention periods. Don’t keep extra copies “just in case.” When told to dispose, follow the method specified—secure delete for digital, cross-cut shred for paper. Clear out downloads and recycle bins. If you use a personal device, be ready to remove work data when the placement ends or you move agencies.

Allegations, complaints, and investigations

How solid notes protect everyone

In the stressful event of an allegation, clear, time-stamped records and a stable routine of logging can reduce anxiety and speed up fact-finding. Write entries as soon as practical, keep audit trails intact, and don’t edit old notes beyond allowed corrections (add an addendum instead). If you receive an instruction to preserve devices or paper, stop routine deletion until told otherwise.

Quality notes that stand up in meetings and court

Clarity, chronology, and professional tone

Use plain English, short paragraphs, and consistent headings (health, education, behaviour, contact). Record exact times and dates, and attach scans of letters or appointment cards. When describing behaviour, avoid clinical labels unless a professional has given a diagnosis; describe what you saw and heard. If you gave medication or used de-escalation strategies, note the steps precisely.

Digital photos and evidence of injuries

Balance dignity and documentation

If you’re authorised to photograph an injury for the record, do it discreetly and store only in the approved system. Include a simple description: site, size, shape, how and when it occurred as reported, and who you informed. Never share images by text or unapproved apps, and never keep copies on your personal gallery.

Data breaches: what to do

Quick action limits harm

If a device is lost, an email goes to the wrong person, or you suspect unauthorised access, report it immediately to your supervising social worker according to the breach procedure. Record what happened, when, which data might be affected, and any steps you’ve already taken (such as remote wipe). Do not try to hide errors—speed and honesty protect the child.

Moving agency or ending approval

Handovers, exports, and clean-downs

When you transfer or step down, follow the controller’s instructions for exporting and handing back data. Don’t take copies for personal keepsakes, even of photos—ask the child’s team about life-story work instead. After handover, remove accounts, cached files, and backups from every device you used.

Building a sustainable recording routine

Make it light but consistent

Pick a daily slot you can keep—often after school or bedtime. Use templates for daily logs, incidents, and contact notes so you don’t miss essentials. Write the entry, upload, and tick it off. Small, consistent inputs beat big catch-ups that risk errors or omissions.

Final thought: digital recording is about dignity, safety, and truth. When your notes are factual, kind, and secure, you’re honouring the child’s story and helping professionals make better decisions. If in doubt—about what to record, what to share, or which system to use—check your agency or local authority policy and speak to your supervising social worker for case-specific guidance.