Children and Young People (Children's Services) - Privacy Notice

Norfolk County Council has a wide range of responsibilities regarding children and young people.  We work with a wide range of third parties, including schools, the NHS and the voluntary sector to act upon these responsibilities.  A brief summary of our responsibilities is set out below:

  • Provision of education within maintained schools
  • Provision of services to schools to promote high standards and improvements in effectiveness, including training, advice, monitoring and support
  • Leading, managing and developing quality early years and childcare services
  • Provision of education and educational support services
  • Provision of career and post-16 services
  • Planning and performance of children and young people services
  • Planning, reviewing and organizing early years places, childcare places and school places
  • Admissions to school and home-to-school transport
  • Administration and payment of nursery education in pre-schools and day nurseries
  • Managing fully integrated information systems supporting children and young people services
  • Collection, processing and administering statutory data including census returns, and end of key stage assessments
  • Social care services for vulnerable children and young people, including safeguarding and standards, fostering and adoption services
  • Enhanced and preventative services- ie early intervention services
  • Specialist services for children and families who may be vulnerable or have higher levels of need such special education needs or who are at risk of youth offending
  • Locality teams in the County Council providing joined up responsive services to children and families within their geographical area, including integrated youth support services
  • Working with other organisations to support the health and wellbeing of children and young people, including sharing information and commissioning services

For the purposes of the Data Protection Act 1998, Norfolk County Council (the County Council) is a data controller.   

By law, all personal information shall be processed fairly.  This includes how personal information is obtained from you, how it is used by the County Council and how and with whom it may be shared.  In order to ensure that we do this fairly, your personal information will only be used in a way that you have been told about and understand.  You can ask the County Council at any time to explain how we intend to use your information.

In this notice, we will tell you about what types of information which will be collected, how we intend to use it and who else your information may be shared with.

What information will be collected

Each children and young people service in the County Council collects information from you and may receive information about you and your family from various sources, such as current and or previous schools or other relevant organisations.  The County Council will also hold personal information about children in its care and those children who receive a service from the Authority.  

In order that we are able to provide you with the right services, it is necessary for us to collect certain information about you.  The types of information that we may collect will include:

  • Name, date of birth, address and contact details.  For example, identifiable information such as national insurance number, NHS number, unique pupil number, unique learner number.
  • Characteristics such as your ethnic group, home circumstances, language and health information, for example whether you smoke
  • National curriculum assessment results for children
  • School attendance/exclusion information for children
  • Details of any special educational needs for children
  • Where appropriate, relevant medical information for children or parents/carers (eg a special educational need or disability service) 
  • Any additional personal information that is necessary for us to assess and provide you with the service that you require

How your information will be used

We use information about people who receive a service to ensure that we are able to carry out specific functions for which we have a responsibility, for example, the assessment of any needs that a child or family might have.  

What this means for you is that your information will be used within the County Council’s Children’s Services to allow us to complete a range of functions as part of our responsibility in relation to education, care and support services throughout Norfolk. 

Information may also be used to produce statistics to allow us to make informed decisions, for example, the funding of services or to assess the performance of schools, in most cases this information will be depersonalised and will not identify you. We will therefore use your information to:

  • Audit how well our services are meeting needs.
  • Improve service planning
  • Enable disability monitoring
  • Share statistical data with third parties

Any information gathered will be retained in line with statutory requirements and/or the County Council’s own retention schedules.

Who your information will be shared with

In addition to sharing within the County Council information about children, young people and their families to deliver the best services, it may sometimes also be necessary to share information with external organisations.  

We will not give information about you to anyone outside Norfolk County Council without your consent unless required to do so by law in delivering our statutory functions, or such actions are necessary for safeguarding children or to deliver the services which you have requested. 

Our statutory functions include responsibility for public health and may require the sharing of relevant information with bodies such as the NHS and voluntary organisations to support the health, wellbeing and care needs of children and young people.

We are also required to pass on some information to the Department for Education (DfE) and any partner agencies with whom the DfE may work.  The DfE uses this to help with policy formation, performance management and funding, examination data and analysis and to assist with the development of good practice.  

Schools may also be required to pass information to the County Council, other schools and the DfE in order to deliver services and to comply with statutory requirements. 

Who to contact

You have the right to request access at any time to all personal information held about you by the County Council under section 7 of the Data Protection Act 1998. 

Please note that some information may not be held by Norfolk County Council. If this is the case, where possible we will advise you of who does hold the information you are requesting. 

For any other queries relating to data protection, or if you wish to complain about how your information has been processed, please contact the Information Governance Team at:

Information Management Team
County Hall
Martineau Lane
Norwich
NR1 2DH

Email: Information.management@norfolk.gov.uk
Telephone: 01603 222661

What we do with data from schools, academies and post-16 providers 

We use information about the children and young people we provide services for to help us to carry out our functions and duties.

Sharing information with post-16 providers

We have a duty to make sure that all 16 and 17 year olds who live in Norfolk are participating in education or training.

If you are 16 or 17, and if you are not in education or training, we will pass on your details to providers of education, training or support so they can help you find a place.

We keep in touch with all young people aged 16 to 19 at key transition points at least yearly and we share information about their participation in education or training with the post-16 provider they attend.

By law, post-16 providers of education or training must tell us when a young person ‘drops out’ of education or training from their institution.

We share some of the information we collect with the Department for Education (DfE) to enable assessments of the Council’s performance and to help build a picture of what young people do after they have left compulsory education.

Sharing post-16 destination information with schools and other partners

We share information with the last school a young person attended at school leaving age about what they do for three years after finishing year 11, and until age 24 if the young person has a statement of Special Education Need (SEN) and/or Education Health and Care Plan (EHCP).  This enables the school to review and improve the quality and impact of its careers information, advice and guidance provision.

Children’s Services may use the information to assess whether they can work with you as part of their Norfolk Family Focus programme and may also use the information to assess and evaluate whether the programme has been successful in improving outcomes for you and your family.

We may also share relevant information confidentially with the Department for Communities and Local Government, other Government agencies and other public bodies involved with the programme, but only where this is necessary for the aims and objectives of the programme.

The Norfolk Family Focus Programme is part of the national Troubled Families initiative.

What to do if you do not want us to share information about you

At any stage between the ages of 16 to 20 years (24 for SEN), you can ask us not to pass any information to post-16 education, training or support providers, or to the school where you finished your compulsory education.

If you’re over 16 and don’t want us to share information about you with post-16 providers, contact us and let us know:

Participation Strategy Team
Children’s Services
Norfolk County Council
Floor 8
County Hall
Martineau Lane
Norwich
NR1 2DH

Email: mi@norfolk.gov.uk
Telephone: 0344 800 8022