Youth Engagement and Participation Service Privacy Notice

Introduction

This privacy notice is intended to provide information about how Rhondda Cynon Taf County Borough Council (referred to as ‘RCTCBC’, ‘Council’, ‘Local Authority’, ‘we’) will use (or ‘process’) personal data about individuals for the purpose of Youth Engagement and Participation Services (YEPS).

This notice should be read in conjunction with;

• The Council’s corporate privacy notice.

The Data Controller

The Council is the data controller for the personal data processed for the purposes of YEPS.

The Council is registered with the Information Commissioner’s Office (ICO) as a controller under reference Z4870100.

Queries relating to this privacy notice

If you have any questions or queries relating to this privacy notice please contact YEPS:

By email : yeps@rctcbc.gov.uk

In writing : RCT, Youth Engagement and Participation Service,

                 Ty Trevithick, Abercynon, CF45 4UQ

Who we are what we do

The Council has a statutory duty to provide youth services for 11 – 25 year olds as prescribed in section 123 of the Learning and Skills Act (2000). This Act is in force in Wales under the Youth Support Services Direction (Wales) 2002 which directs local authorities in Wales to:

a)     Provide youth support services;

b)     Secure the provision of youth support services, or

c)     Participate in the provision of youth support services, having regard to guidance issued by         the National Assembly.

The Youth Engagement and Participation Service supports young people aged 11-25 years to reach their potential and overcome barriers to learning and progression. The service holds certain information about young people which it uses to plan service delivery and to meet the needs of young people in RCT.

Whose personal data we process

We may process personal data relating to the following individuals for the purposes of YEPS;

• Young person
• Parent/carer 

The categories of personal data we process

We may process the following categories of personal data about young people aged 11-25 years, past and present engagement with the service;

Young person’s personal data

• Contact details, including name, address and telephone numbers
• Identifying details, including date of birth
• Health information such as allergies – for awareness in the case of off site visits/activities/youth club
• Special dietary requirements – for awareness in the case of off site visits/activities/youth club
• Details of young person’s behaviour
• What support services are offered to young people and the outcome of intervention offered

We also collect information on NEETs Data (Not In Education, Employment or Training) and safeguarding and wellbeing. 

 Parent/carer personal data

• Contact details, including name and telephone numbers

Why we process the personal data

We process the personal data to support the young people in their engagement with YEPS. This may include but is not limited to the following activities;

• Identify the relevant support required for the young person
• Inform allocation of case worker and appropriate delivery interventions
• To ensure the safeguarding and wellbeing of young people including any health and safety (accident) information.
• Provide information to relevant panels to ensure the most appropriate provision is provided to support the young person
• The provision of YEPS after school activities
• The provision of YEPS youth clubs
• Attendance on trips arranged by YEPS

Our lawful basis for processing the personal data

Under the General Data Protection Regulation (GDPR), our lawful basis for processing the personal data to provide YEPS is;

• Legal Obligation (c) – processing is necessary for compliance with a legal obligation to which the controller is subject. 

• Public Task - Article 6 (e) – processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

• Substantial public interest - Article 9 (2) (g) - processing is necessary for reasons of substantial public interest, on the basis of Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject.
• Include DPA condition where applicable

The primary legislation, regulations and guidance that supports this includes, but is not limited to;

• Learning and Skills Act (2000)
• Youth Support Services Direction (Wales) 2002
• The Education and Inspections Act 2006;
• The Children and Young Person’s Act 1963;
• The Social Services and Wellbeing Act (Wales) 2014

Who or where we get the personal data from

We may receive the personal data from the following categories of individuals or organisations;

• Young people directly
• Parents/carers
• Schools/Colleges
• Social Services
• Resilient Families Service
• Careers Wales
• Health
• Police
• Charities and third sector organisations who work with the Council to provide support services to young people (e.g. Llamau, Barnardo’s, Barod).

Following referral, the service generates its own internal information, as part of our involvement with the young person e.g. progress reports, communication logs, assessments and reviews.

Who we share personal data with

We may share the personal data with the following key organisations for the provision of YEPS;

When sharing the personal data, we only share the minimum amount necessary in relation to the purpose. The information shared and who it is shared with will depend on the needs of the young person.

Data Processors

A data processor is a company or organisation that processes personal data on our behalf. Our data processors act only upon our instruction. They cannot do anything with the personal data unless we instruct them to do so. They will not share the personal data with any organisation apart from us or use it for their own purposes. They will hold it securely and retain it for the period we instruct.

The categories of data processors we use for the purpose of YEPS are;

• Website provider
• YEPS app provider
• IT system supplier

How long we retain the personal data

In keeping with the General Data Protection Regulation storage limitation principle, records are periodically reviewed. Not all personal data is retained. Only personal data that is relevant to the record is retained for the entire retention period (Accident forms, referral decisions, outcomes etc.).  Information that has no long term or evidential value is routinely destroyed in the normal course of business.  

Your data protection rights

The General Data Protection Regulation (GDPR) gives individuals important rights, including the right of access to the personal data that the Council holds about you.

Click here for further information on your information rights and how to exercise them. 

Your right to make a data protection complaint to the Council

You have the right to complain to the Council if you believe we have not handled your personal data responsibly and in line with good practice.

You can do this by contacting YEPS directly via one of the following communication methods. Most concerns can be resolved relatively quickly through a simple phone call or email;

By email : yeps@rctcbc.gov.uk

In writing : RCT, Youth Engagement and Participation Service,

                 Ty Trevithick, Abercynon, CF45 4UQ

Alternatively, you can raise a formal complaint via the Council’s Customer Feedback Scheme using the following link (Make a comment, compliment or complaint online) or you can contact the Council’s Data Protection Officer at Information.management@rctcbc.gov.uk.

Your right to make a data protection complaint to the ICO

You also have the right to complain to the ICO if you are unhappy with how we have used your data. However, we encourage you to contact us first and provide us with an opportunity to look into your concern and put things right.

The ICO can be contacted:           

• Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
• Helpline number: 0303 123 1113
• Website: https://www.ico.org.uk