How YC Hertfordshire looks after your information
YC Hertfordshire is part of Hertfordshire County Council and provides youth work projects and programmes, information, advice, guidance, work related learning, outdoor education and support for young people. We also deliver services on behalf of our partners for young people and adults across Hertfordshire and neighbouring areas, including Learndirect for DfE, National Citizen Service for NCSYES.
The General Data Protection regulation says that Hertfordshire County Council including YC Hertfordshire must protect your personal information by:
- Keeping it safe
- Not letting your personal information be seen or used outside of Children’s Services unless there is a legal reason for us to do so without your agreement
Why do we keep information about you?
YC Hertfordshire keeps information about you to:
- to provide appropriate services to you
- keep in touch with you to promote learning
- provide statistics to the Department for Education
- provide evidence of delivery for our contracts
- produce statistics to improve the services we provide
What information do we keep?
There are 3 types of information
Personal Information: Name, address, date of birth, email, telephone numbers, and school attended - so we can be sure who you are and keep in touch with you
Sensitive Information: this may include things such as: your ethnicity, gender, what difficulties you may have and if you are receiving help from other agencies - this is to help us treat everyone fairly
Other information: what you’re doing at the moment, what you want to do in the future, your qualifications and experience, the support we have provided and a record of contact we have had with you
Where can we get the information about you?
- From your Local Education Authority
- From your school or college
- From you – during discussions with your adviser or youth worker
- From you – completing forms or using My Account on our website
- or, from other organisations working with you (where you have given permission)
Looking after your information
Hertfordshire County Council stores your information securely on a server based database which can only be accessed inside the county council's secure connection network. Paper records are stored in locked filing systems. How long we keep your information depends on your age, your circumstances and the work we have done with you. Further information is available from your YC Hertfordshire Adviser / Youth Worker.
What we do with your information
Your information is used by your YC Hertfordshire Adviser or Youth Worker to understand your circumstances and provide the best help available. We also use your data to produce reports and statistical analysis.
Who will YC Hertfordshire share my information with?
Your information will be available to a limited number of employees, those who are providing help to you in YC Hertfordshire and if appropriate HCC’s Children’s Services. You and your YC Hertfordshire Practitioner will decide who outside of HCC can see or use your personal data. If you or your Practitioner feels it would help if some of your data were shared, you will be asked to complete and sign an agreement form. You can change your agreement at any time. Only in exceptional circumstances may we share your data without your permission, for example, if there is a risk of serious harm to you or another person.We produce statistics with the information and this is shared with organisations to whom we report for legal or contractual purposes.
- Department for Education
- Where we have funding for additional services
- Individual schools – Destinations data for their own leavers
- Learning providers in Hertfordshire to improve provision for young people
What are your rights?
Hertfordshire County Council will be the Data Controller for this information.
You have the following rights in relation to your data:
- You have the right to be informed about what information we hold about you and how we use it.
- You have the right to request copies of any information the Council holds about you by making a subject access request.
- If information we hold about you is factually inaccurate you have the right to have it corrected.
You have the right to object to the way we are using your data.
- You have the right to request that your data is deleted. However we may be unable to delete your data if there is a need for us to keep it. In this case you will receive an explanation of why we need to keep the data.
- You can also request that we stop using your data while we consider a request to have it corrected or deleted. There may be some circumstances in which we are unable to do this however we will provide an explanation if this is the case.
- In certain circumstances you may also request data we hold about you in a format that allows it to be transferred to another organisation.
- In the event that decisions are taken using automated processes you have the right to request that these decisions are reviewed by a member of staff and to challenge these decisions.
If you would like to request copies of your data, request that your data is deleted or have any other queries in relation to data which the Council holds about you please contact the Data Protection Team.
Data Protection Team
Hertfordshire County Council
Tel: 01992 588099
You can also contact our Data Protection Officer at firstname.lastname@example.org or in writing to the address above.
If you are unhappy with the way that Hertfordshire County Council has used your data or with the way we have responded to a request you also have the right to contact the Information Commissioner’s Office www.ico.org.uk .