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Youth Engagement and Participation Service Privacy Notice

How we use your personal information for Youth Engagement and Participation 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 use personal information about individuals 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 the Youth Engagement and Participation Service purposes. This information should be read in conjunction with the Council’s corporate privacy notice.

1. 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:

  • Provide youth support services;
  • Secure the provision of youth support services, or
  • 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.

2. What and whose personal information we hold? 

We hold information about young people aged 11-25 years, past and present engagement with the service.  

The types of information we hold and process will typically include:

  • Contact details, including name, address and telephone numbers
  • Identifying details, including date of birth
  • Health Information, such as allergies for off site visits/activities
  • 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. 

3. Where does the service get my information from? 

We hold information past and present on young people aged 11-25 years who have been referred to the Service.

The above information could be provided by:

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

4. What we will do with your personal information? 

We will use this personal information for the following:

  • 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

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

The legal basis for our use of your personal information will generally be one or more of the following:

To satisfy our legal obligations under:

  •   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

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

If appropriate, personal information for young people aged, 16-24 years will be shared with the following internal departments and service providers, in order that they can help us carry out our duties in relation to Youth Engagement and Participation. These may include:

Internal Council Services such as:

  • Resilient Families Service
  • Education and Inclusion Services
  • Community & Children’s Services

Trusted organisations and training providers such as:

  •   RCT Schools
  •   Careers Wales
  •   Coleg y Cymoedd
  •   Health 
  •   Police
  • Private tutors 

In Circumstances of the wellbeing and safeguarding of a young person, it may be neccessary to share information without your consent or knowledge.

7. How long will my information be kept? 

We will keep your personal information for 7 years for administration purposes 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.

8. Your information, your rights 

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

View further details 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 using your personal information please contact us in one of the following ways:

By email :

By telephone : 01443 281436

In writing : RCT, Youth Engagement and Participation Service, Ty Trevithick, Abercynon, CF45 4UQ