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Young People's Service privacy notice

Who is the Data Controller for this processing?

We are the Data Controller for this processing.

What personal information do we hold?

We only collect and use the minimum amount of personal information required when delivering a service to you. Wherever possible we use non-identifiable personal information.

The service may use some or all of your personal information:

  • your name, address, date of birth
  • national identifiers such as NHS number, National Insurance number, pupil ID
  • employment and education details
  • physical or mental health details
  • racial or ethnic origin

We get most of this information from you, but we may also get some of this data from:

  • central Government agencies
  • other local authorities
  • employers
  • further education and higher education colleges
  • schools
  • commissioned partners

How do we use your personal information?

The information is provided to us through the provisions outlined in the Education and Skills Act 2008. When we receive a young persons’ personal information we use it to help them access intensive 'enter into employment', 'education' and 'training' support when they have been identified as needing support. Information about year 11 pupils at risk of not moving into employment, education or training will also be sent to us so we can arrange a support package.

We use your information to:

  • provide support into employment, education and training
  • plan and improve the services we offer
  • detect and prevent crime or fraud
  • research, however this would be in anonymised form unless we ask for your consent to use your personal information for this purpose
  • evidence positive outcomes to central government funding agencies

Who else might we share your personal information with?

Sometimes we may need to share your information, but we will only do so where it is necessary or required by law. We will only share the minimum information for each circumstance.

We may sometimes need to share some of your information with:

  • education providers
  • Government agencies (e.g. Department of Education, Department of Work and Pensions)
  • local Government

What is the legal basis for our use of your personal information?

Most of the personal information we process is provided to us directly by you, under the General Data Protection Regulation (GDPR), the lawful bases we rely on for using your personal information are:

  • we have a legal obligation (GDPR Article 6 (c)
  • we need it to perform a public task (GDPR Article 6 (e)

When we collect data about your race, health (including biometric or genetic data), sex life, sexual orientation, ethnic origin, politics or trade union membership, we also rely on the following lawful basis:

  • we need to collect it for Substantial Public Interest in order to comply with UK legislation (GDPR Article 9 (2) (g)
  • we need to analyse your information (GDPR Article 9 (2) (j))

The legislation we rely on when using your personal information to meet our legal obligations or public tasks, includes but is not limited to:

  • Education and Skills Act 2008 - Section 14 and 68
  • Human Rights Act 1998
  • Equality Act
  • Apprenticeship, Skills Children and Learning Act 2009

Where will we store your information?

Your information will be securely stored on our Integrated Youth Support System (IYSS).

How long will we keep your personal information?

We will only use your personal information whilst delivering the service to you and to deal with any questions or complaints that we may receive about this, unless the law requires us to keep it for a longer period. In practice, this means that your information will be kept for seven years after the young person turns 18, then it is securely deleted. Information relating to Special Education Needs will be kept until the young person turns 31 and then it is securely deleted.

If we need to use your information for research or reports, your information will be anonymised and any information taken from notes (hand written or typed) during any consultation sessions will be securely destroyed. The information will continue to be used in a summarised and anonymised form in any research reports or papers that are published. The anonymised information in the papers may be of historic interest and may be held in public archives indefinitely.

Your rights

Under data protection law, you have rights including:

  • your right of access - you have the right to ask us for copies of your personal information
  • your right to rectification - you have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
  • your right to restriction of processing - you have the right to ask us to restrict the processing of your information in certain circumstances
  • your right to object to processing - you have the right to object to the processing of your personal data in certain circumstances

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

To make a request follow the instructions on our Data Protection for you page.

How to complain if you are unhappy about how your data is used

You can complain directly to our Data Protection team online or by post.

  • Online: Contact the DPO
  • By post: Data Protection Officer, The Portal, Wellington Road, Ellesmere Port, CH65 0BA

You also have the right to complain to the Information Commissioner’s Office using the following details:

Will my personal information be accessible outside the UK?

Should the transfer of personal information outside of the UK become necessary, it will only take place if permitted by law, and then only where there are appropriate safeguards in place to protect the personal information.

Your information will be stored on servers and offices within the UK.