Children and Young People Services (CYP) privacy notice

This privacy notice tells you what information Children's Services collects and uses, and your rights regarding your information.

Suffolk County Council has a wide range of responsibilities in respect of Children and Young People (CYP). We work with third parties, including, but not limited to, education providers, the NHS and the voluntary sector. We also hold information on children and their families to whom we provide a service in order to help us support you and your family.

The legal basis for holding and processing this information is that it relates to a statutory (legal) function or “public task”. Where that is not the case, we will probably need to ask you for your consent to process your personal information.

You can download a copy of the Children and Young People Service's (CYP) privacy notice (PDF, 77KB). It provides a explanation about the information on children and their families that we collect, use, store and share.

We have also produced a leaflet for children and young people called 'how we keep your information private (PDF, 41KB). This must be used by professionals when working with a child or young person to explain about data protection and privacy issues.

What information do we collect?

The categories of information we collect, process, hold and share include:

  1. Early Years and Childcare:
    1. Leading, managing and developing early years and childcare services
    2. Planning, reviewing and organising early years places, childcare places and school places
    3. Administration and payment of early education funding to all approved childcare providers
  2. Education:
    1. Provision of education within schools
    2. Services to schools to promote high standards, including training, advice, monitoring and support
    3. Provision of educational support services
    4. Provision of education for children in care (LACESS)
    5. Providing information to schools regarding performance licences
    6. Admission to school and home to school transport
    7. Young people missing education
    8. Free school meals
  3. Post-16 Education:
    1. Provision of career and post-16 services
  4. Management Information:
    1. Planning and performance of children's services
    2. Managing fully integrated information systems supporting children’s services
    3. Collection, processing and administering statutory data including census returns and end of key stage assessments
    4. Overseeing services provided by children’s services including SENDIASS and safeguarding
    5. Working with other organisations to support the health and wellbeing of children and young people, including the commissioning of services to enable us to do this.
  5. Social Care Services to families:
    1. Social care services for vulnerable children and young people, including safeguarding and fostering and adoption services
    2. Specialist services for children and families who may be vulnerable or have higher levels of need including special education needs or young people who have offended or are at risk of offending or being involved in anti-social behaviour
    3. Locality teams providing joined up response services to children and families within their geographical area
    4. Young people who are missing from home
  6. Enhanced and Preventative Services, including:
    1. Universal and early help
    2. Community nursing
    3. Family support
    4. Attendance
    5. Support for young people at risk or not in education employment or training

To enable Children's Services to provide you with the relevant service, it is necessary for us to collect information about you and your family.

The types of information we may collect include:

  1. Name, date of birth, address and contact details
  2. Identifiers such as national insurance number and NHS number
  3. Ethnic group, home circumstances, language and health information
  4. National curriculum assessment results
  5. School attendance/exclusion information
  6. Details of any special educational needs for young people
  7. Relevant medical information for young people/parents/carers – only where appropriate for example special educational needs or disability
  8. Physical or mental health
  9. Any additional personal information that is necessary to enable us to provide you with the correct service. In some circumstances this may require us to hold information on adults within the family. We may in some circumstances also check what previous services have been offered to you and your family.

Why we collect and use this information

We collect and use information about young people and families who receive a service from us to ensure we carry out specific functions for which we are responsible to enable us to:

  • provide appropriate support and care to young people and families
  • collate statistics which inform decisions such as funding/provision of services, admissions/exclusions to/from schools
  • assess performance and set targets to maintained schools
  • audit how well our services are meeting the needs of young people and families
  • assess level of financial support required, for example, free school meals and early years funding
  • promote welfare, safeguarding, health and wellbeing for young people
  • assess how well Children's Services is performing
  • assess/improve finance and individual service planning
  • ethnicity and disability monitoring

The lawful basis on which we use this information

We must have level justification for using the information and we rely on the following:

  1. processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller
  2. processing is necessary for compliance with a legal obligation to which the controller is subject

Storing this information

Your information will be held securely by Children's Services and will be held in accordance with Government guidance and Suffolk County Council’s Records Retention Scheme.

Who we share this information with

We routinely share information with:

  • the Department for Education (DfE) on a statutory basis under the Education Regulations 2013
  • Public agencies such as the NHS (for example, GPs) and health organisations
  • Commissioned services (health and specialist services)
  • Education providers (for example, maintained schools, academies and free schools)

Why we share this information

We share data that Children's Services have gathered in line with our duties to:

  • comply with a public task or legal obligation
  • use for the prevention or detection of a crime
  • allow a partner organisation to act on behalf of Children's Services
  • safeguard individuals

Data collection requirements

You can find out more about the data collection requirements placed on us by the Department for Education (DfE).

Your rights

You have several rights regarding your personal data. Find more information about your rights on our privacy and data protection page. 

If you have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance.

You can contact us at childrensservicesprivacyenquiries@suffolk.gov.uk or send your enquiry to:

Business and Information Manager
Children’s Services
Endeavour House
8 Russell Road
Ipswich
IP1 2BX

Alternatively, you can contact the Information Commissioner’s Office.