PN115 - Post 16 Transition for Vulnerable Young People 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: Gwasanaethau Plant a Theuluoedd
Work area: Additional Learning Needs
Contact Details: Donna Lewis
Privacy Notice Name: Post 16 transition for vulnerable young people

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

The purpose of the process supported by the Privacy Notice is to identify and support learners who may require an enhanced transition plan to make a successful transition to a Further Education Institution (FEI), and to ensure that a holistic and effective plan is in place involving the learner, the family, the likely destination provision and any relevant agencies and organisations who can support in the process.

Who provides your data to the Council?

We receive personal information relating to you indirectly from the staff in the school that you attend. This is in the form of a spreadsheet designed to ensure that all parties involved in Post-16 planning and transition can:

  • Identify as early as possible any learner/young person who might need additional support in relation to their transition to FEI as a result of an Additional Learning Need (ALN), challenging circumstances, disengagement with education or any other reason.
  • Identify professionals and organisations who are supporting or could support the learner/young person when transitioning to FEI in order to ensure that all relevant professionals and services are invited to planning meetings.

How does the Council collect this information?

  • The spreadsheet is emailed to transition meeting attendees via secure email and saved to M drive folder which is protected by SRS
  • Any learners identified as requiring enhanced transition will be recorded as such on the local authority Management Information System (One)

What information does the Council collect about you?

The spreadsheet provided by your school contains the following information:

  • Name
  • Date of birth
  • Address
  • Postcode
  • Whether a member of an ESTYN Vulnerable Category
  • Exclusion and Attendance data
  • Additional Learning Need (ALN) status
  • Exam access arrangements
  • Involvement with SENCOM (Sensory and communication support service)
  • Looked after status Social care involvement at level of Looked after child (LAC), Care and Support Plan (CASP) or Child Protection (CP) if applicable. Families First Involvement.
  • Involvement of Health for issues potentially impacting on transition
  • Whether at risk of NEET (Not in employment, education or training)
  • Application status to a Further Education Institute (FEI) if known
  • Intended destination if known
  • Professional involvement (if applicable) e.g. Youth Offending Service (YOS), Inspire 2 Achieve (I2A), Education Welfare Service (EWS), Educational Psychology Service (EPS), Gwent Education Minority-ethnic Service (GEMS)

Why does the Council process your personal data?

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

(c) We have a legal obligation (Article 6c), The Welsh ALN Act

(e) We need it to perform a public task. (Article 6e)

(a) Consent in the case of young people who are identified as requiring enhanced transition and who are in possession of an Individual Development Plan (IDP), please refer to the Privacy Notice for the IDP.

Please note consent is not the legal basis we rely on to process your personal data.

Special categories of personal data:

We do not collect any special category or criminal data.

Who has access to your data?

Your data is shared with invited attendees to the the Multi-Agency Transition Screening Meeting (MATSM) in Y9, Y10 and Y11 which are put in place by the school that you attend. Members of the Education Service staff who attend will be asked to confirm if they are aware of any alterations in the data provided by the school, and to expand if necessary on any areas of concern if they have knowledge which may be pertinent to supporting your transition process.

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 on a secure network and secure Management Information Software (One)

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. The Involvements will be destroyed date of birth + 25 years.

  • Education Service staff will destroy the copy of the spreadsheet received from the school at the end of the MATSM, ensuring that those pupils who require Enhanced Transition have an Involvement opened against them in One.

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 Donna Lewis,

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: 04/10/2023 Back to top