Youth Support Service

The proper handling of personal information by Carmarthenshire County Council is very important to the delivery of our services and maintaining public confidence.

Personal data is any information that relates to a person who can be directly or indirectly identified from the information. The terms ‘information’ and ‘personal data’ are used throughout this privacy notice and have the same meaning.

To ensure that the Council treats personal information correctly, we seek to adhere in full to the requirements of Data Protection legislation.

This privacy notice has therefore been produced to explain as clearly as possible what we do with your personal data.

1. The purpose for which we use your personal data

The information we collect about you will be used to:

  • Provide a range of youth support services based on identified need
  • Prepare a range of assessments and reports
  • Safeguard yourself and others
  • Protect the public

We don’t rely on your permission to share or use information about you for these purposes.

This is because we have a legal basis to process personal data without consent, as we have to comply with legal obligations under the Crime & Disorder Act 1998 and the Learning & Skills Act 2000.  By providing this service, we are also performing a task in the public interest.

We collect and use information about your health and other special category (sensitive) personal data because it is necessary for the purpose of exercising functions under the legislation referred to above.  We process information about criminal convictions for reasons of substantial public interest, also on the basis of this legislation.

2. What type of information do we use?

We collect the following types of personal data about you to deliver this service:

  • Name
  • Address
  • Date of birth
  • Your contact details
  • Your preferred Language
  • Employment and education details, including special educational needs
  • Contact information for your parents or carers
  • Records of participation/attendance in youth activities/events
  • Images/photographs
  • Unique reference number
  • Your family composition
  • Your social circumstances
  • Your financial circumstances
  • Your housing needs
  • Relevant medical and health information
  • Gender
  • Your racial or ethnic origin
  • Information about your sex life or sexual orientation
  • Information about any criminal convictions and offences

3. Do we use information received from other sources?

To provide this service, we collect information directly from you but also receive information from the following sources, depending on your circumstances:

  • Other Council departments and services, where they are involved with you
  • Other local authorities
  • Schools
  • The NHS and Local Health Board
  • Careers Wales
  • Department of Work and Pensions/benefit providers
  • Employment and Training providers
  • Housing Associations
  • The Courts
  • National Probation Service
  • The Police
  • Crown Prosecution Service
  • HM Prisons Young Offender Institutions
  • Secure Children’s Homes
  • Contest and Chanel
  • Third Sector organisations who deliver targeted services to children, young people and families

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 only share personal data when there is a need for us to do so and provide the minimum necessary in each case.

We will share your information with the following recipients, depending on your circumstances:

  • Other Council departments, including Education, Housing and Social Work Teams
  • Other local authorities
  • The NHS and Local Health Board
  • Police
  • Crown Prosecution Service
  • The Courts
  • HM Prisons Young Offender Institutions
  • Secure Children’s Homes
  • Housing providers
  • Housing support service providers
  • Schools and other education and training providers
  • National Probation Service
  • Welsh European Funding Office
  • Further Education Colleges
  • Work based learning providers and employers
  • Other third sector organisations who offer services to children, young people and Families.

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 would normally keep your information for 25 years after your date of birth. This is in accordance with the Council’s Retention Guidelines.

However, due to the ongoing national independent inquiry into historical child sexual exploitation, we are not currently allowed to destroy any children’s social care records. This includes information we use in relation to Youth Support Services.

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
SA31 1JP


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

Council & Democracy