Porth Cymorth Cynnar Privacy Notice
The purposes for which we use your personal data
We will use your personal data to provide the services requested, maintain accurate records, and, if you agree, to send you marketing information about events or services we offer.
In more detail the information is used for:
- Processing applications to become a member of the Youth Service, to take part in structured support and intervention activities
- to enable us to communicate with you, and provide you with safe and enjoyable services
- to enable us to effectively maintain our MIS database and report on activity to the Welsh Government and internal reports;
- to monitor our performance in providing services to you
- to gather statistical information to allow us to plan future provision of services
- to gain consent from your parent/s or guardian to take you on trips and activities
- to send you marketing information about what we offer with your consent
- In light of the current situation re: COVID-19, Ceredigion Early Help and Support Services are working hard to develop ways of maintaining contact and offering support to young people. Thus, we intend to maintain contact via virtual platforms that are accessible to our participants, service users and residents i.e. Skype, Microsoft Teams, Zoom, Webex and Social Media
The legal basis for the processing of your information is to perform a task in the public interest, and to comply with our legal obligations under the Learning & Skills Act 2000.
Where direct marketing is considered, we will seek your prior consent for this.
Where we provide our service to you over electronic platforms during the Covid-19 emergency, we rely on your consent. You can withdraw this at any time.
Where Special Category data is processed the lawful basis is GDPR Article 9 2 (g) (reasons of substantial public interest) 6; statutory and government purposes, to comply with our legal obligations under the Learning and Skills Act 2000.
The processing of criminal convictions data meets a relevant condition of Schedule 1 of the Data Protection Act 2018. The condition is DPA Schedule 1 Part 2 (18) safeguarding of children and individuals at risk.
As a member of Porth Cymorth Cynnar, services such as Ceredigion Youth Service from time to time may send you information on activities and opportunities linked to your involvement with the service. We will not send you information if you have not consented to receive this information on our registration form.
What if you do not provide personal data?
If you do not give us the information we need when we ask for it, this may result in us being unable to deliver the requested service to you.
What type of information do we use?
When you register to join Ceredigion Youth Service, we may collect the following types of personal data about you to deliver this service, depending on your circumstances:
- Name
- Address
- Date of birth
- Gender
- Unique reference number/ Unique Pupil Number/ Unique Learner Number
- Telephone & mobile number
- Email address
- Your family composition
- Your social circumstances
- Employment and education details
- Your housing needs
- Images/ photographs
- Information about your health
- Your racial or ethnic origin
- Religious or philosophical beliefs
- Information about your sex life or sexual orientation
- Criminal convictions and offences
- Other Support Services and Providers being engaged in, etc.
Do we use information received from other sources?
To provide this service, we collect information directly from you but also, depending on your circumstances, we may also receive information from the following sources:
- Schools and PRU
- Ceredigion NEET Service
- Ceredigion Inclusion Service
- Behaviour Support
- Tim Teulu/ Team Around the Family
- Social Services e.g. LAC, Children’s Disability Team
- Alternative Curriculum
- Post 14 Vocational Learning/ Work Based/ Lifelong Learning Providers
- Educational Psychologists
- Youth Justice and Preventions Service
- CAHMS
- Drug Aid/Choices/Barod
- Homeless Services
- Prince’s Trust
- Young Carers
- Advocacy Service
- Work Based Learning Providers
- Counselling Service
- Careers Wales
- Coleg Ceredigion
- Young Farmers Club
- Urdd Ceredigion
- Ceredigion Scouts
- Ceredigion Guides
- Tysul Youth
- RAY Ceredigion
- British Council (European funded projects)
- Welsh Government (funded projects)
- And other relevant statutory and voluntary organisations/services where appropriate
Transferring your information abroad
Your information will not be transferred outside the United Kingdom.
Who your information may be shared with (internally and externally)?
Your data may also be accessible to our partners. These partner agencies and departments have the same committed to handling data in line with current UK General Data Protection Regulation (UK GDPR). This information is utilised to enhance the provision of service and or to in the act of safeguarding and child protection.
We may share your information with the following recipients depending on your circumstances:
Internally
- Schools and PRU
- Ceredigion NEET Service
- Ceredigion Inclusion Service
- Post 14 Vocational Learning/ Work Based/ Lifelong Learning Providers
- Behaviour Support
- Tim Teulu/ Team Around the Family
- Social Services e.g. LAC, Children’s Disability Team
- Alternative Curriculum
- Educational Psychologists
- Youth Justice and Preventions Service
Externally
- CAHMS
- Drug Aid/Choices/Barod
- Homeless Services
- Prince's Trust
- Young Carers
- Advocacy Service
- Work Based Learning Providers
- Counselling Service
- Careers Wales
- Coleg Ceredigion
- Young Farmers Club
- Urdd Ceredigion
- Ceredigion Scouts
- Ceredigion Guides
- Tysul Youth
- RAY Ceredigion
- British Council
- Welsh Government
Where relevant, WASPI agreements are in force to cover specific data sharing sharing arrangements.
As a Local Authority Service, we use Ceredigion County Council’s own developed internal online system for recording and monitoring our work.
We also adhere to Ceredigion County Council’s Educational Visits Policy by planning and recording our activities and trips on the designated online system Evolve/ Edufocus. CCC has an annual contract with the company for hosting this data.
Your personal information is kept securely on our internal data monitoring system ‘Teacher Centre’ and is used in conjunction with Evolve when planning activities and trips. The software provider complies with requirements of new data protection legislation. This enables us to provide an enhanced service to customers. Your data will only be used for the purposes of managing your involvement with Ceredigion Youth service and our relevant statutory and voluntary partners.
Our virtual platforms have been developed in conjunction with relevant Ceredigion County Council Services, and adhere to the Council’s Policies and Procedures.
There are also other specific situations where we may be required to disclose information about you, such as:
- Where the Council is required to provide the information by law
- Where disclosing the information is required to prevent or detect a crime
- Where disclosure is in the vital interests of the person concerned