Cwm Taf Youth Offending Service.

How we use your personal information for Cwm Taf Youth Offending Service purposes.

The Council provides services for local communities and the people who live in them. Undertaking this work means that we must collect and use information about the people we provide services to and keep a record of those services. Because we collect and keep personal information about the people we must make sure that they know what we intend to do with their information and who it may be shared with.

We have summarised in this privacy notice some of the key ways in which we use your personal information for Cwm Taf Youth Offending Service purposes. This information should be read with the Community and Children’s Service privacy notice and the Council’s corporate privacy notice.

 1.     Who we are and what we do.

The Cwm Taf Youth Offending Service (often referred to as the YOS) works with children and young people aged between 8 and 17 who get into trouble with the law. Our role is to look into the background of the young person and try to help them stay away from offending, reoffending or antisocial behaviour.

The YOS will get involved when a young person:

  • Gets into trouble with the police or is arrested.

  • Is charged with a crime and has to go to court.

  • Is convicted of a crime and given a sentence.

The YOS also:

  • Runs local crime prevention programs.

  • Offers restorative justice and community reassurance programmes.

  • Helps young people and their families who are at risk of offending or anti-social behaviour.

  • Supports victims of crime or anti-social behaviour and their families.

  • Helps young people at the police station if they’re arrested.

  • Helps young people and their families at court.

  • Supervises young people serving a community sentence.

  • Stays in touch with a young person if they’re sentenced to custody.

The Cwm Taf YOS works in partnership with the following organisations and agencies:

  • Rhondda Cynon Taf CBC

  • Merthyr Tydfil CBC

  • South Wales Police

  • Cwm Taf University Health Board.

  • Probation Service BAROD

2.     What and whose personal information do we hold?

The YOS has a legal obligation to keep records about past and present young people who have been involved with the Youth Offending Service (YOS).

Our ‘prevention services’ also keep records about individuals and the interventions that they are offered to support their goals and prevent offending.

We also keep records about the victims of crime. We have an obligation under the ‘victim code of practice’ to store victim information separately from the perpetrator of their crime. The information we collect is used to provide a service to a victims of crime.

The type of information we collect and use will vary depending on the needs and circumstances of each young person, their family and any victims. 

Typically the information that we keep about the people that we work with includes;

  • Name, address, date of birth, contact details, race, ethnic origin and religion etc.

  • Details of any relevant health, care and support needs that they may have.

  • Education information such as; school reports, exclusions, suspensions, achievements and any input from the educational psychology service.

  • Details of current (or historical) involvement with Children’s or Adults Social Care Services.

  • Information about any previous offences and previous contact with YOS professionals and support services.

  • Details of convictions and sentencing relating to any offending behaviour.

  • Relevant information about a person’s needs and personal circumstances.

  • Relevant information about planned interventions, goals and achievements.

  • Observations and professional opinions of the youth offending team and reports from any other professionals and services who are in contact with the young person.

 3.     Where does the service get my information from?

Generally we receive information from:

  • The young people we work with and their family (victims / parents / carers etc.).

  • The Police.

  • The Community Safety Team

  • The Courts and Youth Bureau, for example if they request a report from the YOS.

  • Probation Services.

  • Youth Offending Services in other areas (where the young person has moved from one area to another or has a history of involvement with another YOS).

  • Where necessary, we may request and receive information from the young persons:

  •  School / Teachers
  •   Youth Workers
  •    Social Workers
  •    Health professionals such as the GP.
  • We will also generate our own information about the young person through our experience and observations of working with them for example when assessing their needs and reviewing their progress.

 4.     What we will do with your personal information?

We will use the information that other agencies, young people, their families and the victims of crime share with us to meet our statutory duties under social protection law and to ensure that we deliver services in line with the Crime and Disorder Act 1998. These services can include but are not limited to:

  • Processing referrals into the service and responding to the needs of the young people and any victims we support.

  • Keeping track of and effectively managing a young person who is involved with the Youth Justice System.  

  • Developing plans and interventions that aim to reduce the risk of re-offending.

  • Providing young people, their family and the victims of crime with appropriate information and advice.

  • Arranging and coordinating the provision of youth justice services.

  • Arranging a suitable placement for a young person if they have been remanded or sentenced to custody.-

  • Monitoring how a young person is doing and reporting on any problems that they may have whilst receiving support or whilst they are on remand or in custody.

  • Reviewing how a young person’s needs have been met and ensuring any services they receive continue to meet their needs.

5. What is the legal basis for the use of this information?

Data Protection law says that we are allowed to use and share personal information where we have a proper and lawful reason for doing so.

The legislation which states we can do this is;

  • Crime and Disorder Act 1998.
  • Domestic Violence, Crime and Victims Act 2004 Section 54 (This provides for the disclosure of information in compliance with the Victims Code of Practice)
  • Legal Aid, Sentencing and Punishment of Offenders Act 2012.
  • Children Act 2004
  • Social Services and Well-being (Wales) Act 2014.
  • National Standards for Youth Justice Services April 2013.
  • Anti-social behaviour, Crime and Policing Act 2014

Please note that whilst we may ask for your consent (under the common law Duty of Confidentiality and the Social Services and Well-being (Wales) Act 2014) to share your personal information with others who are involved in your care, consent is not the lawful basis for processing your information under data protection law. 

6. Does the service share my personal information with any other organisation?

In order to provide children, young people, their families and the victims of crime with the support and services that they require, we may need to share personal information with trusted third party organisations, agencies and professionals who can help reduce the risk of re-offending and provide access to the services they may need.

These may include:

Other Council services such as:

  • Social Work Services.

  • Children and Young Peoples Services.

  • Housing Services.

  • Education Services.

  • Public Health and Protection Services.

  • Multi-Agency Children’s and Adult’s Safeguarding Teams.

Health services and health professionals such as:

  • G.P.

  • Community Nursing Services.

  • Substance Misuse Services.

  • Mental Health Services.

  • Wales Forensic Adolescent Consultation and Treatment Service.

  • Public Health Wales.

Other organisations such as:

  • Young Offenders Institutions (YOI).

  • Youth Offending Teams in other areas.

  • Secure Children’s Homes.

  • Resilient Families Services.

  • Secure Training Centres (STC).

  • Police Services.

  • Probation Services.

  • Barnados.

  • Careers Wales.

  • Drug and Alcohol Support Services.

  • New Pathways.

  • Housing Providers.

  • Exchange Counselling Services.

  • Victim Focus.

Regulators and governing Bodies:

  • Youth Justice Board for England and Wales.

  • HM Prison and Probation Service (HMPPS).

  • Welsh Government.
  • Youth Custody Service (YCS).

Enhanced Case Management:

For children and young people participating in the ‘enhanced case management’ program we will also share full case information with professionals involved in the case such as:

  • A Psychologist.

  • A Speech and Language Therapist.

We also share specific information with the Youth Justice Board on a quarterly basis. This may include:

  • Personal information that is requested by the Youth Justice Board

  • Ad-hoc information required occasionally by the Youth Justice Board for research purposes and to improve practice, which may include:

  • case level data exported from YOS’s case management systems or collected in a bespoke format specified by the YJB
  • your case files.

The information is provided to the Youth Justice Board to:

  • Monitor the operation of the youth justice system;

  • Provide youth justice services;

  • Advise the Secretary of State on the operation of the Youth Justice Service.

  • Promote good practice.

  • Commission research.

  • Annually assess the demand for secure and other accommodation.

  • Share non-personal data with other organisations.

7. How long will my information be kept?

YOS Records: as set out in legislation

  • Records created by the YOS will be kept until the young persons 25th Birthday.

  • Victim records created by the YOS are deleted from the system once work with YOS is completed. 

  • Records created by Children’s Services will be kept until the 75th anniversary of the young persons18th birthday.
  • Records created by Adult Social Care Services will kept for a minimum of 7 years after involvement with any social care service has ended.

Enhanced Case Management Records:

  • Shared records created for the ‘enhanced case management’ program and held by the Youth Justice Board (YJB) will be kept, by the YJB for the period of each young person’s involvement with the program, after which time they will be deleted.

  • For monitoring and evaluation purposes data will be extracted from the ‘enhanced case management’ system and held on a separate database, by the Youth Justice Board for England and Wales. This data will be held for no more than 5 years after the project has ended.  To protect each young person’s identity their information will be anonymised and their unique identifiers will be kept separate from the database

8. Your Information, your rights 

The General Data Protection Regulation (GDPR) outlines your rights, including the right to access the personal information the services hold about you.

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

 9.   Contact us

If you have any concerns or would like to know more about how the service is using your personal information please contact us in one of the following ways:


Cwm Taf Youth Offending Service

Unit 2 Maritime Business Park

Maritime Ind. Est.


CF37  1NY

Tel: 01443827300