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| Adoption charity shreds 'irreplaceable' files to save space | |
| (32 minutes later) | |
| A charity has apologised for the "inexcusable" destruction of around 4,800 personal records linked to adoptions in Scotland, including irreplaceable photographs and handwritten letters from birth parents. | A charity has apologised for the "inexcusable" destruction of around 4,800 personal records linked to adoptions in Scotland, including irreplaceable photographs and handwritten letters from birth parents. |
| Edinburgh-based Birthlink has been fined £18,000 after shredding the files to free up space in its filing cabinets four years ago. | Edinburgh-based Birthlink has been fined £18,000 after shredding the files to free up space in its filing cabinets four years ago. |
| The Information Commissioners' Office (ICO), which imposed the fine, described the lost material as "deeply personal pieces in the jigsaw of a person's history, some now lost for eternity". | The Information Commissioners' Office (ICO), which imposed the fine, described the lost material as "deeply personal pieces in the jigsaw of a person's history, some now lost for eternity". |
| The charity's board said it was "deeply sorry" and that it was impossible to say how many people were affected. | The charity's board said it was "deeply sorry" and that it was impossible to say how many people were affected. |
| A statement added: "We want to assure everyone who's interacted with Birthlink that we will do everything in our power to ensure this does not happen again." | A statement added: "We want to assure everyone who's interacted with Birthlink that we will do everything in our power to ensure this does not happen again." |
| A spokesperson for the Movement for Adoption Apology Scotland campaign said: "These items weren't stored out of administrative duty, but held in the hope that one day, someone would come looking. | A spokesperson for the Movement for Adoption Apology Scotland campaign said: "These items weren't stored out of administrative duty, but held in the hope that one day, someone would come looking. |
| "That hope has now been shredded, quite literally." | "That hope has now been shredded, quite literally." |
| Files destroyed | Files destroyed |
| Birthlink did not keep a log of what was destroyed but it believes only "a very small proportion" of the records included personal documents, which do not exist in any form elsewhere. | |
| Since 1984, the company has operated the Adoption Contact Register for Scotland. | Since 1984, the company has operated the Adoption Contact Register for Scotland. |
| It enables adopted people, birth parents and others to register their details with a view to being "linked" and potentially reunited. | It enables adopted people, birth parents and others to register their details with a view to being "linked" and potentially reunited. |
| If a connection was made, Birthlink retained what were called "linked records" - closed paper files stored in filing cabinets - in case they could be of further use in the future. | If a connection was made, Birthlink retained what were called "linked records" - closed paper files stored in filing cabinets - in case they could be of further use in the future. |
| But by January 2021, the charity was running out of space and reviewed whether it could destroy the files. | But by January 2021, the charity was running out of space and reviewed whether it could destroy the files. |
| Following a board meeting, it was agreed that only replaceable records could be disposed of. | Following a board meeting, it was agreed that only replaceable records could be disposed of. |
| In 2023, the then First Minister Nicola Sturgeon apologised to people affected by forced adoption | |
| A few months later, the contents of 24 filing cabinet drawers were bagged up and shredded. | A few months later, the contents of 24 filing cabinet drawers were bagged up and shredded. |
| Birthlink has estimated that personal data from around 4,800 individuals was destroyed and that less than 10% of the lost files contained "cherished items". | Birthlink has estimated that personal data from around 4,800 individuals was destroyed and that less than 10% of the lost files contained "cherished items". |
| These include photographs, handwritten letters from birth mothers and fathers to their children and handwritten letters from birth families to siblings. | These include photographs, handwritten letters from birth mothers and fathers to their children and handwritten letters from birth families to siblings. |
| Another 8,300 files survived the process unscathed. | Another 8,300 files survived the process unscathed. |
| The culling of the records only came to light two years later, after the Care Inspectorate carried out a short-notice inspection at Birthlink in September 2023. | The culling of the records only came to light two years later, after the Care Inspectorate carried out a short-notice inspection at Birthlink in September 2023. |
| An internal investigation, ordered by Birthlink's interim chief executive, found that a member of staff had expressed concern about shredding photographs and other records at the time. | An internal investigation, ordered by Birthlink's interim chief executive, found that a member of staff had expressed concern about shredding photographs and other records at the time. |
| But they were told "it needed to be done". | But they were told "it needed to be done". |
| Birthlink reported itself to the ICO, who said the charity could have prevented the destruction with "cost effective and easy to implement" policies and procedures. | Birthlink reported itself to the ICO, who said the charity could have prevented the destruction with "cost effective and easy to implement" policies and procedures. |
| The regulator imposed a £45,000 fine, later reduced to £18,000, to promote compliance with data protection and deter others from "making similar mistakes". | The regulator imposed a £45,000 fine, later reduced to £18,000, to promote compliance with data protection and deter others from "making similar mistakes". |
| 'Poor understanding' | 'Poor understanding' |
| Sally Anne Poole, the ICO's head of investigations, said: "The destroyed records had the potential to be an unknown memory, an identity, a sense of belonging, answers. | Sally Anne Poole, the ICO's head of investigations, said: "The destroyed records had the potential to be an unknown memory, an identity, a sense of belonging, answers. |
| "It is inconceivable to think, due to the very nature of its work, that Birthlink had such a poor understanding of both its data protection and records management process." | "It is inconceivable to think, due to the very nature of its work, that Birthlink had such a poor understanding of both its data protection and records management process." |
| The ICO welcomed the steps taken by Birthlink to ensure it does not happen again, including new policies and the appointment of a data protection officer. | The ICO welcomed the steps taken by Birthlink to ensure it does not happen again, including new policies and the appointment of a data protection officer. |
| Birthlink's interim CEO Abbi Jackson told BBC Scotland News that the charity mainly worked with people affected by "historic forced adoption" between 1930 and 1980. | Birthlink's interim CEO Abbi Jackson told BBC Scotland News that the charity mainly worked with people affected by "historic forced adoption" between 1930 and 1980. |
| She said: "We want to reiterate our deepest and most sincere regret that this happened. | She said: "We want to reiterate our deepest and most sincere regret that this happened. |
| "We have failed people who put their trust in us. We want to urge anyone who thinks they should have had information on file to phone our helpline. | "We have failed people who put their trust in us. We want to urge anyone who thinks they should have had information on file to phone our helpline. |
| "We have a number of very experienced, knowledgeable staff who're there to help on each individual case." | "We have a number of very experienced, knowledgeable staff who're there to help on each individual case." |
| In 2023, the then First Minister Nicola Sturgeon issued a "sincere, heartfelt and unreserved" apology to people affected by the practice of forced adoption. | In 2023, the then First Minister Nicola Sturgeon issued a "sincere, heartfelt and unreserved" apology to people affected by the practice of forced adoption. |
| The Movement for Adoption Apology Scotland campaign said: "The emotional and historical significance of what was lost cannot be overstated. | The Movement for Adoption Apology Scotland campaign said: "The emotional and historical significance of what was lost cannot be overstated. |
| "These were not administrative items, but the last remaining traces of relationships shattered by policies and practices that many now acknowledge as unjust and highly traumatising." | "These were not administrative items, but the last remaining traces of relationships shattered by policies and practices that many now acknowledge as unjust and highly traumatising." |
| Anyone worried about the loss of personal information can contact Birthlink's support service through dataprotection@birthlink.org.uk | Anyone worried about the loss of personal information can contact Birthlink's support service through dataprotection@birthlink.org.uk |