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Child Licencing Privacy Notice

How we use your personal information within the Attendance and Wellbeing Service  

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.

In this privacy notice we have summarised some of the key ways in which we use your personal information within the Attendance and Wellbeing Service for child licencing. This information should be read in conjunction with the Council’s corporate privacy notice.

1.     Who we are, what we do

The Council’s Attendance and Wellbeing Service supports children/young people and their families, chaperones, production companies and employers who wish to do any of the following:

  • Apply for a Child Performance Licence to take part in a public performance, e.g. a film, play or musical or a sporting event or modelling assignment for which the child/young person will be paid.
  • Apply for a Child Employment Permit to employ children under compulsory school leaving age within your business. This applies whether the child is paid or unpaid.
  • Apply for a Chaperone Licence – children/young people who take part in public performances or entertainment under a local authority licence, must be supervised by an approved chaperone (someone to look after them) unless they are in the care of their parent or an approved tutor.

You can find out more about our service by clicking on this link

2.     What and whose personal information we hold? 

We hold information on past and present children and young people who have applied for licences or permits.

The type of information we collect and use to provide this service will typically include:

Child Performance Licence

  • Information on the child or young person:
    • Personal details such  as name, address, date of birth and school
    • Previous licences and performances (including absences from school)
    • Monies earned in the previous 12 months
    • Alternative living arrangements for the performance(s)
  • We also need to collect and use Special Category Data on the child/young person in order to guarantee their safety and wellbeing.  This includes:
    • Medical conditions
    • Allergies
    • Physical and learning disabilities
    • Medication being taken
    • Hospital consultant referrals
    • Biometric data (passport photographs)
  • Information on the parent/carer:
    • Personal details such as name, address, telephone number and email address
    • Confirmation of parental responsibility
  • Information on the applicant (the company or individual applying for the licence)
    • Personal details such as name, address, job title, telephone number and email address
    • Risk assessment details (to make sure the child/young person is safe)
    • Details on the performance being applied for such as place, times, number of days, rehearsals, journey times and transport arrangements and any payments made for the performance(s)
    • Education details such as days required to be absent from school, alternative study arrangements, any negative impact on the child/young person
  • Information on the chaperone (the person looking after the child/young person during the performance)
    • Personal details such as name and address
    • Other local authorities that have approved the chaperone
    • The number of children to be in the charge of the chaperone during the time when the chaperone will be in charge of the child, and the sex and age of each child (no names of any of these children are collected) 

To comply with regulations we also collect the following documents to process the application:

  • A copy of the child/young person’s birth certificate
  • Two identical photographs of the child/young person
  • A copy of the contract for the performance(s)
  • The child protection policy or policies that the applicant will apply
  • A letter from the head teacher of the school that the child currently attends agreeing to the child’s absence from school or education and stating that the child’s education and well-being will not be adversely affected

Child Employment Permit

  • Information on the child or young person
    • Personal details such  as name, address, date of birth and school
    • We also need to collect and use Special Category Data on the child/young person in order to guarantee their safety and wellbeing.  This includes the medical fitness of the child/young person and biometric data in the form of passport photographs.
    • Place of employment
    • Nature and times of employment (what the job entails)
  • Information on the employer 
    • Personal details such as name, address and telephone number
    • Extra information such as the Insurance company and policy number
    • Health and Safety Risk Assessments

Chaperone Licence 

  • Information on the chaperone
    • Personal details such as name, address, telephone number, email address, date of birth, gender, marital status
    • Other information such as employment, qualifications, ability to speak Welsh, relationship to the child/young person and referees

3.     Where does the service get my information from?

The personal information we collect about children/young people and their families, chaperones, agents/production companies and employers can come from a variety of different sources as listed below:  

Child Performance Licence

  • The parent/carers of the child/young person in the performance(s)
  • The applicant (the company or individual applying for the licence)
  • The chaperone (the person looking after the child/young person during the performance)

Child Employment Permit

  • The parent/carers of the child/young person to be employed
  • The applicant (the employer)

Chaperone Licence

  • The applicant

4.     What we will do with your personal information?

In the main we will us this information to:

Make a decision on whether to grant the relevant licence and then share the licence with schools, parent/carers, chaperones, agents/production companies (for the Child Performance Licence), parent/carers and employers (for Child Employment Permit) and chaperones ( for Chaperone Licence) to make sure that the safety and wellbeing of the child/young person is guaranteed.

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

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

  • To obtain consent from the parent/guardian for the child/young person to obtain a licence
  • To satisfy our legal obligations under:
    • The Education and Inspections Act 2006;
    • The Children and Young Person’s Act 1963;
    • The Children (Performances and Activities) (Wales) Regulations 2015
    • The Children (Protection At Work) Regulations 1998) Employment Of Children
    • The Health and Safety (Young Persons) Regulations 1997

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

As mentioned above, for the Service to undertake its legal duties and to provide the child/ young person with the relevant licence we are required to share information with a number of trusted third party organisations and partners. These include:

  • Parent/carers
  • Schools
  • Agents/production companies
    • Other local authorities for (for them to inspect the venue/accommodation make sure that the safety and wellbeing of the child/young person is guaranteed).
    • Registered chaperones
    • Employers

Please note – to protect confidentiality, the actual medical conditions are not shared in detail on the Child Performance Licence but the fact that there is one is included for the chaperone to discuss with the parent/carer. 

7.     How long will my information be kept?

We will keep your personal information for up to 7 years.

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 https://www.rctcbc.gov.uk 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 using your personal information please contact us in one of the following ways:

By email: AWS@rctcbc.gov.uk

By telephone: 01443 744298

In writing: Attendance and Wellbeing Service, Ty Trevithick, Abercynon, Mountain Ash, CF45 4UQ