Privacy notice

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Youth Connect South West is committed to protecting your privacy and ensuring that your data protection rights are upheld.

We engage with young people who need support with education, training and employment. This includes those receiving targeted support, those living in the Bath and North East Somerset area in year 11 and 12 and young people who attend our Youth Hubs.

This privacy notice is designed to let you know how and why we use your personal data, who we may share it with and what your rights are in relation to the way we handle your data.

What information do we collect?

When you use our services, are referred to us or have any type of engagement with us we will capture some or all of the following information to support you:

• General information such as name, address, date of birth, email address and telephone number.

• We will need some information related to things such as your school, college, or other educational establishments that you are attending, your Unique Pupil Number (UPN), what you are studying, action plans, and any support that you need which may be included in an Education, Health and Care Plan (EHCP).

• Some of the information that we capture will include your gender, ethnicity or political preferences.

• We may also capture some audio or video footage to help us support you but only if you want us to.

What do we use the information for?

We will use the information that you provide to allow us to help us determine the type and level of support that you may need. For example:

• Support you and deliver services to you.

• Manage the delivery of those services directly to you.

• Ensure compliance with equality, diversity and inclusion.

• Report to the Department of Education (DfE) on your education, employment or training status.

• Contact you and share information with you.

• Manage our team to improve our delivery of support.

• Respond to any queries, comments or concerns that you have.

What law allows us to use your data?

We rely on the General Data Protection Regulations (GDPR) and the Data Protection Act 2018 to use your data. Below details the specific circumstances and laws that we rely on:

• When you provide us with your explicit consent, this is for example when we may ask to send you promotional material by email, you can withdraw your consent at any time.

• When we engage in a contract with you, we will make it very clear with you when you sign for something if it is a contractual obligation.

• Where there is a requirement by law or it is part of our official authority, this is applicable where we support you under the Education and Skills Act 2008 and will cover much of the engagement work we do with you. There is also a requirement for us to process some of your data to send to the DfE on behalf of the Council.

• Where we have a legitimate interest, such examples may be when we use your information to hep us manage the work that we do such as reviewing or auditing our processes.

• In the exceptional circumstances of your vital interests such as if you were injured.

Special categories of personal data refer to more sensitive data such as medical, care, race, ethnicity, religion, sex life or sexual orientation. When we use this data there will be an additional special reason, for example:

• When we record your ethnicity for reporting to the DfE, we are doing so under the official authority vested in us to do so, or,

• as part of our requirement under the Equality Act 2010 we are complying with the law.

• Sometimes we may ask your consent to use that data, we will ask you at the time when it is appropriate.

Where your data comes from and who we share your data with?

Your school, college or educational body may provide us with information which we will use to support your needs, or the Council may provide this information.

We will share information with the Council when we need to gather additional records from them such as those related to support that you may be receiving. 

The Council’s Privacy Notice can be found here:

https://www.bathnes.gov.uk/services/your-council-and-democracy/data-protection-and-freedom-information/council-privacy-notice

We process certain tracking data on behalf of the Council which is maintained by the DfE called the National Client Caseload Information System (NCCIS), more information about the specific data that is required can be found here:

https://www.gov.uk/government/publications/nccis-management-information-requirement

How long do we keep your data for?

Depending on the record that we create in association with your support this will fall in one of the following categories:

General comments and queries - 1 year after you contact us.

Casework produced to support you - Up until your 25th birthday or up to 3 years after you contact us if you are near 25 when you engage with us.

Application forms which are not part of your casework - 1 year after completion

What are your data protection rights?

Under data protection law you have certain rights in relation to the personal data that we hold about you. The following rights that you may exercise are:

Right to be informed

This privacy notice should tell you everything that you want to know about how and why we handle your data but just ask us if there is anything else that we need to clarify.

Right of access

You may request a copy of your personal data from us as well as information about how we process that personal data. With certain exceptions we are required to provide this to you within 30 days of your request being made.

Right to rectification

With certain exceptions you have the right to correct any factually incorrect information held about you.

Right of erasure

We will remove personal data once it reaches the end of its defined retention period.

Right to restrict processing

This may be applicable if you want us to limit what we are using your data for. We will always check with you that you understand why we are using your information but just let us know if you have any concerns.

Data portability

The right to move, copy or transfer personal information you have provided to us.

Right to object

In certain situations where we are processing your data for a purpose such as in accordance with the law you may object to it. We will look at any concerns that you have and assess whether your objection requires us to change how we process your data or if we need to stop it completely.

Should you wish to exercise your rights, have any comments or concerns, or want to know more about how we handle your data please send your request to, or write to us for the attention of the Data Protection Officer (DPO) at:

Email: contact@ycsw.org.uk

Youth Connect South West

Southside Youth Hub, Kelston View, Whiteway, Bath, BA2 1NR

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Appeals to the Information Commissioner’s Office

If you are unhappy about the way we have treated your personal data, or feel we have not properly respected your data subject rights, you have the right to contact the Information Commissioner’s Office (ICO) and tell them about this.

You can also contact the ICO by phone on 0303 1231113.