Education Improvement Service - 16-19 Education and Skills Team

To comply with the UK General Data Protection Regulation (UK GDPR), where personal data relating to a data subject is collected, Lancashire County Council would like to provide you with the following details.

Identity and contact details of the data controller

  • Lancashire County Council, PO Box 78 County Hall, Fishergate, Preston, Lancashire, PR1 8XJ

Contact details of the data protection officer

  • Our Data Protection Officer is Joanne Winston. You can contact her at dpo@lancashire.gov.uk or Lancashire County Council, PO Box 78 County Hall, Fishergate, Preston, Lancashire, PR1 8XJ

Reasons for processing your personal data

Lancashire County Council's 16-19 Education and Skills Team collects information about young people from schools, post 16 education and training providers, other local authorities and other departments within Lancashire County Council. This information is used to ensure support is in place to help young people participate in post 16 education and training; provide information and support on education, training or employment opportunities; reduce the number of young people who are not in education, employment or training (NEET); and to ensure that young people make a successful and sustained transition after leaving school.

The Family Hubs Information Sharing Service

We're developing and improving how we currently share information about children, young people and families across the Children, Young People and Families Partnership so that practitioners can provide the right service at the right time so outcomes can be improved. Some elements of personal data captured through this service is used to support the delivery of the Family Hubs Information Sharing Service. For more information, please see the link below:

Family Hubs Information Sharing Service - Lancashire County Council

Legal basis for processing personal data

The legal basis for processing your personal data, in accordance with the UK GDPR is:

(c) Legal Obligation: the processing is necessary for us to comply with the law. We will cite the applicable legislation if we need to rely on this basis for processing.

(e) Public Task: the processing is necessary for us to perform a task in the public interest or for our official functions, and the task or function has a clear basis in law. We will cite the applicable task/function and its' basis in law if we wish to rely on this basis for processing.

Lancashire County Council is required by law to pass some of your information to the DfE under the Education and Skills Act 2008. The DfE use this data to monitor the performance of local authorities in delivering their statutory duties, specifically tracking the participation status of 16- and 17-year-olds to identify those who are not participating in education, employment or training. This allows Lancashire County Council to discharge its broader statutory duties to encourage, enable and assist young people aged 13-19 (and young adults with learning difficulties or disabilities up to the age of 25) to participate in education or training.

The legal basis for sharing data relates to promoting an individual's wellbeing. An individual's wellbeing includes their participation in work, education, training or recreation. Lancashire County Council also has a legal obligation to work with schools to identify pupils under the age of 16 who need targeted support or who are at risk of not participating in post 16 education, employment or training.

The legal gateways include the following:

  • Section 507B of the Education Act 1996, with specific reference to subsections 1a, 5c, 5h and 13b
  • Section 68 of the Education and Skills Act 2008
  • Section 10 of the Education and Skills Act 2008
  • Section 1 of the Care Act 2014
  • Section 2 of the Local Government Act 2000
  • Section 10 of the Children Act 2004

There is substantial public interest in making sure young people are given the opportunity to be in education, employment or training, which will benefit them and the wider community.

Legal basis for processing special categories of personal data

The legal basis for processing special categories of personal data relating to you, in accordance with the UK GDPR Article 9 (2) is:

(g) Processing is necessary for reasons of substantial public interest.

Schedule 1 Part 2 Para 6 to the Data Protection Act (2018) establishes that statutory and government purposes are substantial public interest conditions.

Information we process about you

In order to carry out our duties as stated above, we collect and process the following categories of information about you:

  • Name, address and contact details
  • Unique learner and pupil numbers (ULN and UPN)
  • Gender
  • Date of birth
  • Ethnicity (special category data)
  • Current education, employment or training status
  • Involvement with other Lancashire County Council services

We also collect and process information about your circumstances, behaviour, educational attainment, school attendance and post 16 preferences to inform the support you receive from both the local authority, schools, post 16 education and training providers and other related partners.

Recipients of the personal data that we process about you

  • Other departments within Lancashire County Council who are working to improve outcomes for children and young people
  • Department for Education (DfE)
  • Schools you have attended
  • Post 16 education and training providers and relevant partners
  • Mailing House, on behalf of post 16 education and training providers
  • Other local authorities
  • Ofsted, in the event of a local authority inspection

Under our legal duty to track the participation status of all 16- and 17-year-olds within the county, we will inform schools of your current activity once you have left that school. We will also work with them to ensure we hold accurate records about what you are doing after you leave school. This is in relation to whether you are in education, employment or training after you have left school.

Any transfers to another country

  • No

Retention periods

Lancashire County Council will only store your information for as long as is legally required or in situations where there is no legal retention period they will follow established best practice.

File type Description Security Retention period
Email/paper files/database Information about young people either being educated in, or who are resident within Lancashire Encrypted used when emailing personal data to partners. For mainstream pupils, information is stored for 5 years after pupils have reached their 18th birthday. For pupils with an EHCP, information is stored for 3 years after pupils have reached their 25th birthday.

Your rights

You have certain rights under the UK General Data Protection Regulation (UK GDPR), these are those rights:

  • to be informed via Privacy Notices such as this.
  • to withdraw your consent. If we are relying on your consent to process your data, then you can remove this at any point.
  • of access to any personal information the council holds about yourself. To request a copy of this information you must make a subject access request in writing. You are entitled to receive a copy of your personal data within 1 calendar month of our receipt of your subject access request. If your request is complex then we can extend this period by a further two months, if we need to do this, we will contact you. You can request a subject access request, either via a letter or via an email to Information Governance Team, address below.
  • of rectification, we must correct inaccurate or incomplete data within one month.
  • to erasure. You have the right to have your personal data erased and to prevent processing unless we have a legal obligation to process your personal information.
  • to restrict processing. You have the right to suppress processing. We can retain just enough information about you to ensure that the restriction is respected in future.
  • to data portability. We can provide you with your personal data in a structured, commonly used, machine readable form when asked.
  • to object. You can object to your personal data being used for profiling, direct marketing or research purposes.
  • in relation to automated decision making and profiling, to reduce the risk that a potentially damaging decision is taken without human intervention.

If you want to exercise any of these rights, then you can do so by contacting:

Information Governance Team
Lancashire County Council
PO Box 78
County Hall
Preston
PR1 8XJ

Email: dpo@lancashire.gov.uk

To ensure that we can deal with your request as efficiently as possible you will need to include your current name and address, proof of identity (a copy of your driving licence, passport or two different utility bills that display your name and address), as much detail as possible regarding your request so that we can identify any information we may hold about you, this may include your previous name and address, date of birth and what council service you were involved with.

Further information

If you would like more information about this specific service, please contact post16participation@lancashire.gov.uk. Please contact this email address if you would prefer not to receive any information from the mailing house.

For more information about how we use personal information see Lancashire County Council's full privacy notice.

If you wish to raise a complaint on how we have handled your personal data, you can contact the Information Governance team who will investigate the matter.

Lancashire County Council, PO Box 78 County Hall, Fishergate, Preston, Lancashire, PR1 8XJ or email: dataprotection@lancashire.gov.uk

If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the Information Commissioner’s Office (ICO).

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