What gives us the right to use your personal information?

Without using your personal information we would not be able provide services to you.

Over the next couple of sections we will take you through each one of the lawful basis and show you how we will use your personal data within Children's Services as well as provide you with some further information on how we meet the requirements of data protection legislation.

1. Public task

We have a number of statutory responsibilities, powers and duties which require us to carry out tasks and deliver services, without specifying what personal data we have to use. You can find these on our Legislation used in Children's Services page. When working under these powers we are acting in our official authority or ‘public task’.

When performing our public task we use your personal data to:

• provide appropriate early help intervention and support
• deliver the National Supporting Families Programme
• identify and clarify your child’s or young person's educational needs
• make decisions about whether to conduct a statutory needs assessment or issue an Education, Health and Care (EHC) Plan
• make decisions about the content of EHC Plan including outcomes, placement and provision.
• support the ongoing monitoring of the provision specified in an EHC Plan where one is issued
• inform the EHC Plan annual review and monitor your child’s progress
• support disagreement resolution or mediation processes and processes relating to appeals and / or tribunals
• make decisions about whether to provide additional funding to the setting where your child is educated (such as High Needs Funding and Early Years and Inclusion Funding)
• provide travel assistance, Personal Travel Allowances and Independent Travel Training
• inform future commissioned services and educational placements requirements
• provide services within the Children and Families Hub
• assess eligibility for Post 16 home to school/college transport support
• facilitate and manage the Family Information Service Website
• send out the Family Information Service newsletter and related communications
• assess eligibility for, and provide, free school meals
• provide the Children First diversion and crime prevention
• provide post-16 education employment and training
• provide information, advice, guidance for all young people Not in Employment Education or Training
• support children and young people missing from home or care
• support early Help Youth work with referred clients and casework in locality teams
• provide outdoor activities/interventions for young people not in employment, education, or training, are in care, are care leavers, are home schooled, are in the Criminal Justice system
• facilitate sexual health coordination and teenage pregnancy/young parent support
• provide housing advice and support for homeless young people and those leaving care
• support the Intensive Recovery Intervention Service
• arrange home to school transport
• facilitate Senior Officer Reviews and School Transport appeals
• act as the Appointed Body for Newly Qualified Teachers’ (NQTs) Induction and facilitate the registration, induction, monitoring and ongoing support of NQTs
• run the Schools Admissions Service and In Year Admissions Service
• maintain the Early Intervention and Identification Tool Register
• carry out the Child Friendly Gloucestershire Survey
• run other surveys and consultations
• process the results of surveys and consultations to assess whether our services are making a difference, to develop and improve services, measure how well the council as a whole is doing and administer and protect public funds.
• support the Governors Services
• provide Family Group Conferences
• provide and manage our inclusive employment service
• process applications for, and issue, Child Employment Permits 
• assessing referrals and arranging the Team Around the Locality Cluster (TALC) multi-agency meetings
• carry out or take part in research or studies to support, review or improve our services
• access JUYI2, the Gloucestershire Shared Care record. Please visit the One Gloucestershire website for more information about the JUYI2 Shared Care Record, what data we collect and how we use it.

2. Legal Obligation 

In the below cases we need to use your personal information to meet our legal obligations. You can find a list of the relevant legislation on our Legislation used in Children's Services page. 

• Issuing child performance licenses
• Provide a Youth Justice Service
• Provide participation in education, employment and training and NEET statistics for the Department for Education
• Provide substance misuse treatment for young people for the Office for Health Improvement and Disparities
• To deliver the Early Years funding entitlement to providers
• To populate the Early Years Census
• For ongoing monitoring of children and young people who have Education, Health and Care needs
• To provide services within the Children and Families Hub
• To access JUYI2, the Gloucestershire Shared Care record. Please visit the One Gloucestershire website for more information about the JUYI2 Shared Care Record, what data we collect and how we use it.

3. Vital interests

We will use or share your personal information if it is necessary to the life of you or another person. This is most likely to be in an emergency situation and we may not be able to talk to you about sharing your data during the emergency; once the emergency is over, we will seek to advise you of the use at the earliest opportunity.

4. Consent 

Certain services or processes will require your consent in order to process your information. These are:

• To share video and audio recordings of you created during Video Interactive Guidance with the Association of Video Interaction UK (AVIGuk) for a two-day initial training course (ITC) presentation and on the AVIGuk website.

In the above instances we have asked for your consent for us to collect and use your information. Even if you agreed at the start but don’t want to continue to receive the service you can remove your consent at any time. To do this, please contact us using one of the methods below:

Contact the Information Management Service page

In Writing:
Information Management Service 
Gloucestershire County Council
First Floor, Block 4(a)
Shire Hall, Westgate Street 
Gloucester
GL1 2TG   

Email:            
managemyrequests@gloucestershire.gov.uk