Policies & Procedures

Directorate: Social Care and Health
Service Area: Youth Offending Service
Contact Details: dataprotection@monmouthshire.gov.uk
Privacy Notice Name: YOS referral

How we will use your information

The Youth Offending Service (YOS) is a statutory partnership of agencies including, Monmouthshire County Council, Torfaen County Borough Council, the Local Education Authorities for both Monmouthshire and Torfaen, Gwent Police, National Probation Service and Aneurin Bevan University Health Board. The YOS have the required lawful basis for disclosing personal information for the purpose of preventing or detecting offending by children and young people. Additionally the YOS have a duty to share and seek information where it is necessary to safeguard vulnerable children.

Referrals to the YOS may include the following personal data:

• Personal information such as date of birth, gender, address;
• Birth parent, carers, family members and significant others personal information;
• Further information such as ethnic group, disability status and other health information;
• Whether you have committed or allegedly committed any offence;
• The details of any proceedings relating to an offence you have actually or allegedly committed;
• Any other information deemed relevant to your offending behaviour

We will use and collect this information as part of our assessment process to:-

• Fulfil our duty to prevent offending and re-offending by children and young people;
• Enable us to work with you to agree an intervention plan to reduce the risks of offending/further offending;
• Assess the quality of our services;
• Evaluate and improve our policies on how we deliver our services to children and families.

Source of your personal data

If you would like further information on the source of this information please contact Monmouthshire County Council.
You may be required to apply for this information as a Subject Access Request.

Our Obligations

We will store your personal information in a secure manner and ensure that only staff members with legitimate reason to access your information will have permission to do so. Where it is necessary to share your information with other organisations we will only share the minimum of relevant personal information. We will only keep your information for as long as is necessary. We will use your information to assess your needs and provide care and support where appropriate. We practice a preventative approach to meeting your needs and we will work with you to identify and achieve your personal outcome.

Purpose and legal basis for using your information

The YOS have the required lawful basis for disclosing personal information for the purpose of preventing or detecting offending by children and young people. Additionally the YOS have a duty to share and seek information information where it is necessary to safeguard vulnerable children.

Our legal reason(s) for using your information:
We are under legal obligation to process your information
We are processing to protect yours or another person’s vital interests
Processing is necessary for the performance of a public task

The GDPR provides extra protection for certain classes of information called ‘special categories of personal data’. If any of the information you provide falls within this category, then more than one condition will be identified above.

For further information on legal basis please visit www.ico.org.uk

Who will have access to your information?

The Data Controller for your information is Monmouthshire County Council.
Email: dataprotection@monmouthshire.gov.uk

No names will be disclosed or shared with external organisations where information is required to support research or performance monitoring.

Other Data Controllers may also be responsible for your information, depending on the specific circumstances.

These are the departments we share your data with internally:

Children and Young Persons
Youth Services
School Safeguarding Leads
Community Safety
Young Carers
Legal Services
Youth Enterprise

These are the agencies / organisations we share your data with externally if relevant:

Gwent Police
National Probation Service
Aneurin Bevan University Health Board
Barod Cymru
Careers Wales

We do not share information about children and families with any other organisations without consent unless we are legally obliged to do so.

Relevant information sharing protocols are in place for sharing information with our partners where necessary.

Requests for information

All recorded information held by Monmouthshire Council may be subject to requests under the Freedom of Information Act 2000, Environmental Information Regulations 2004 and General Data Protection Regulation including any other Data Protection law.

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