Education Welfare Service

1. The purpose for which we use your personal data

The information we collect about you will be used for the purpose of supporting the planning & delivery of Education Welfare Services to meet the needs of children and families referred to the service. This includes:

• Ensuring regular school attendance
• Addressing problems relating to absenteeism and non-school attendance

The service also delivers:

• Regulation of child employment and children in entertainment
• Licensing adult chaperones for child performers

The legal basis for the processing of your information is to comply with our legal obligations under the following legislation:

• Education Act 1996 (as amended)
• Section 436A of the Education Act 1999 as amended by section 4 of the Education and Inspections Act 2006
• Children and Young Persons Act 1933
• Local Authority Employment of Children Bye Laws 1998

The basis for processing special category (sensitive) personal data about you is substantial public interest, on the basis of the legislation referred to above.

2. What type of information do we use?

We collect the following types of personal data about children to deliver this service depending on your circumstances:

• Name
• Address
• Date of birth
• Gender, including gender identification
• Unique Pupil Number
• Information about school attendance
• Images and photographs
• Information about physical or mental health
• Criminal convictions and offences, only where this is relevant to providing the service
• Information from Children’s Services and Education Services

We may also collect the following information from parents and carers:

• Name
• Address
• Telephone number
• Email address
• Your family composition
• Your social circumstances
• Your financial circumstances
• Employment and education details
• Your housing needs
• Information about your health
• Your racial or ethnic origin
• Religious or philosophical beliefs
• Criminal convictions and offences, only where this is relevant to providing the service

If you chaperone child performers, we collect:

• Name
• Address
• References & information about your work experience
• Images and photographs

We also require a Disclosure & Barring Service check.

3. Do we use information received from other sources?

Yes. To provide this service, we collect information directly from you but also receive information from the following sources:

• Schools and education services
• Children’s Services
• Other local authorities
• Housing Services
• GP practices and Health services

The following types of personal data are obtained:

• Name
• Address
• Date of birth
• Gender, including gender identification
• Unique Pupil Number
• Information about school attendance
• Images and photographs
• Information about physical or mental health
• Criminal convictions and offences where relevant

We also receive personal data from organisations who make child performance applications, which comprises the child’s name, address, any health needs and a photograph.

4. Transferring your information abroad

We use Microsoft Office 365 to process our electronic documents under the terms of a strict agreement, which safeguards your information. This personal data is hosted on servers outside the UK, but only in EU countries which are subject to the General Data Protection Regulation.

We don’t transfer any other information about you outside of the UK.

5. Who has access to your information?

We share your personal data only when there is a need for us to do so. When we share information, we provide the minimum necessary in each case to the following recipients:

• Schools and education services
• GP practices and health professionals, including school nurses
• Children’s Services
• Housing Services
• Other local authorities where relevant

There are 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

6. How long we will keep your information

We will keep personal data on the children and families referred to our service for 21 years after each case is closed.

Information on child performance and work permit applications is kept for 2 years after entitlement lapses.

7. Your Data Protection rights

You have the right to:

• Obtain access to the personal data that Carmarthenshire Council is processing about you
• Have any inaccurate or incomplete information rectified (corrected)
• Withdraw your consent to processing, where this is the only basis for the processing
• Make a complaint to the Information Commissioner’s Office (ICO), the independent body in the UK which protects information rights

In some circumstances, you may have the right to:

• Object to the processing of your personal information
• The erasure of your personal data
• Restrict the processing of your personal information
• Data portability

8. Contact details

For more information regarding this privacy notice and your rights, please contact:

Data Protection Officer
Carmarthenshire County Council
County Hall
Carmarthen
SA31 1JP

Email: dataprotection@carmarthenshire.gov.uk

Contact details for the Information Commissioner’s Office along with further guidance on Data Protection legislation can be found on the ICO website .