PN074 - Youth Engagement and Progression Privacy Notice

Torfaen County Borough Council is committed to protecting your privacy when you use our services. This Privacy Notice is designed to give you information about the data we hold about you, how we use it, your rights in relation to it and the safeguards in place to protect it.

TCBC Service Area: Children and Family Services
Work area: Inspire
Contact Details: Lindsey Maloney
Privacy Notice Name: Youth Engagement and Progression

Data Controller: Torfaen County Borough Council, c/o Civic Centre, Pontypool, NP4 6YB

If you wish to raise a concern about the handling of your personal data, please contact the Data Protection Officer on 01495 762200 or email

Data is collected to identify young people aged 11-25 that may be at risk of disengaging from education, employment or training so that appropriate levels of support can be put in place to help these young people remain engaged and transition successfully into further education, employment and training. We also use the data to analyse outcomes for the purpose of improving service delivery.

Who provides your data to the Council?

We receive personal information indirectly from third parties such as Careers Wales and schools.

How does the Council collect this information:

  • Through multi-agency discussions
  • Reports from third party databases

What information does the Council collect about you?

To support the Youth Engagement and Progression Framework, the Economy and Skills Team collects;

  • Personal Identifiers such as your name and date of birth
  • Contact Details including your address and phone number
  • Equal Opportunity data such as your gender
  • Previous School, college or training provider attended
  • Risk factors recorded by the school that could mean you may need support to remain engaged in education or could need support with transition into a further education, employment or training when leaving compulsory education. These risk factors include attendance rates, exclusion records and attainment levels.

We also capture information on whether you are/have:

  • a looked after child
  • eligible for Free School meals
  • a young Carer
  • English as your first language
  • are from the gypsy, traveller community
  • have experienced a school transfer
  • categorised as having special educational needs

We also hold information about support you have received from youth support and statutory agencies such as the Torfaen Youth Service, Youth Offending Service, Social Services and Careers Wales.

Why does the Council process your personal data?

Under Article 6 of the UK General Data Protection Regulation (GDPR), the lawful basis we rely on for processing this information is:

(e) We need it to perform a public task.

The Council has a statutory duty to provide youth services for 11 – 25-year olds as prescribed in section 123 of the Learning and Skills Act (2000). This Act is in force in Wales under the Youth Support Services Direction (Wales) 2002.

Special categories of personal data

We collect the following special category data;

  • personal data revealing racial or ethnic origin
  • data concerning health

We collect this under Article 9 of the UK GDPR. We would be unable to effectively identify and support young people at risk without this data.

Where we collect criminal data, this is processed within the Council under Article 10 of the UK GDPR.

Who has access to your data?

Your data is shared internally only with the appropriate staff where it is necessary for the performance of their roles such as Youth Support Services.

Your data may also be shared externally with organisations so that you can receive the best support that is available from a variety of providers. These may include, but not be limited to;

  • Statutory agencies: Torfaen Young People Support Service and Youth Offending Service
  • Youth Support Services: Bron Afon Community Housing; Melin Homes; Llamau; Gofal Cymru; Cyfle Cymru and Volunteering Matters; Sgiliau
  • Training and Education Establishments: Coleg Gwent; Torfaen Training; People Plus; Itec Training; ACT; Military Preparation Training College and Cwmbran Centre for Young People
  • Secondary Schools in Torfaen
  • Careers Wales

Apart from where previously stated, we do not pass your details to third parties unless we are lawfully required do so.

Is the Data transferred out of the UK?


How does the Council keep your data secure?

The Council has internal policies in place to ensure the data it processes is not lost, accidentally destroyed, misused or disclosed. Access to this data is restricted in accordance with the Council’s internal policies and in compliance with the UK GDPR.

Data will be stored securely in:

  • Secure network drive - any paper-based notes are securely destroyed immediately once the data has been transferred to an electronic format.

Where the Council engages third parties to process personal data on its behalf, they do so on the basis of written instructions. These third parties are also under a duty of confidentiality and are obliged to implement appropriate measures to ensure the security of data.

How long does the Council keep your data?

The Council will hold your personal data only for the period that is necessary and will follow organisational and Local Authority standards in this area. At the end of the retention period the Council will securely destroy or dispose of the data in line with retention schedules.

  • Destination data will be held for 9 months after a pupil has left the Torfaen Education system, the record will then be destroyed.
  • Additional information to identify pupils at risk within the Education system will be anonymised prior to a pupil’s 25th birthday.
  • Information on young people that are not engaging in any form of provision or are not known to be engaging in any form of education employment or training will be anonymised prior to the young person’s 25th birthday.

Are we making automated decisions/profiling with your data?


Your rights

You have a number of Rights you can exercise:

  • Access - to obtain a copy of your data on request
  • Rectification – to require the Council to change incorrect or incomplete data
  • Object, Restrict or Delete - under certain circumstances you can require the Council to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing
  • Data portability – to receive and/or transmit data provided to the Council to other organisations (this applies in limited circumstances)
  • Withdraw your consent at any time (where consent has been given)
  • To know the consequences of failing to provide data to the Council
  • To know the existence of any Automated Decision-making, including profiling, and the consequences of this for you.
  • To lodge a complaint with a supervisory authority (Information Commissioners Office)

If you would like to exercise any of these rights, please contact Lindsey Maloney,

The Information Commissioner can be contacted at: The Information Commissioner’s Office (Wales), 2nd Floor, Churchill House, Churchill Way, Cardiff, CF10 2HH. Telephone 0330 414 6421 or e-mail

Last Modified: 20/07/2023 Back to top