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.
Contact details of this Lancashire County Council service:
Note that for queries intended for this specific service, do not contact the Data Protection Officer (DPO) mailbox, instead please direct your query to the following point of contact:
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.
Reasons for processing your personal data
We process personal data to support Lancashire County Council's statutory education, participation and skills functions for young people, particularly during their transition into education, training and employment opportunities after compulsory school age.
This helps us to provide appropriate support, monitor participation and improve outcomes for young people across Lancashire.
We may process personal data to:
Support young people to progress into, remain in, and successfully complete education, training, employment or apprenticeship opportunities.
Identify individuals who may benefit from additional advice, guidance, intervention or support services.
Assess needs and deliver targeted educational, pastoral, wellbeing, safeguarding and participation support.
Reduce the risk of young people becoming disengaged from education, employment or training.
Track and monitor participation, progression, retention and outcomes.
Coordinate support and work collaboratively with schools, colleges, training providers, council services and other relevant organisations.
Support children and young people with additional needs, vulnerabilities or barriers to participation.
Plan, commission, deliver and improve education and skills services.
Monitor the effectiveness of services, programmes and interventions and evaluate outcomes.
Meet our legal, statutory and regulatory responsibilities relating to education, skills, participation, safeguarding and the welfare of children and young people.
Produce management information, statistics, reports and analysis to inform service planning, strategic decision-making and continuous improvement.
Maintain accurate records, manage enquiries, respond to requests and administer our services effectively.
Protect the wellbeing, safety and best interests of children and young people where appropriate.
We only process personal data where it is necessary, relevant and proportionate to deliver our education and skills services and fulfil our responsibilities as a local authority.
Use of artificial intelligence (AI) technologies
We are increasingly utilising AI technologies to process your personal data. This is primarily utilised within Lancashire County Council using Microsoft Copilot Web and Microsoft Copilot 365. Please consult our Artificial Intelligence privacy notice for more details of how we use these specific platforms.
We do not use AI to make automated decisions. There is always a human intervention to review and approve any outputs from the AI tools. Decisions are not made solely by automated means.
AI tools may be used to:
Assist staff in drafting documents, reports, presentations, correspondence and other routine service materials.
Summarise information, meeting notes and case-related information to improve administrative efficiency.
Support the analysis of information, trends and service performance to help inform planning and service improvement.
Assist with the creation and review of guidance, procedures, training materials and communications.
Help staff organise, search and retrieve information held within approved Lancashire County Council systems.
Support research, information gathering and the development of service resources.
Improve productivity and reduce administrative burdens, allowing staff to focus more time on supporting children, young people, parents, carers and education providers.
Where AI technologies are used:
They operate under the direction and oversight of authorised Lancashire County Council staff.
Outputs are reviewed by a human before being relied upon or used.
AI-generated content is checked for accuracy, relevance and appropriateness.
Personal data is only processed in accordance with Lancashire County Council policies, security requirements and data protection legislation.
AI tools are not used as the sole basis for decisions about individuals, access to services, support, educational opportunities or safeguarding interventions.
Any decisions affecting you will always involve meaningful human review and professional judgement.
Legal basis for processing personal data
The Education Improvement Service - 16-19 Education and Skills Team primarily processes personal data under the following UK GDPR legal bases:
Article 6(1)(e) - Public Task
We process personal data where it is necessary for the performance of tasks carried out in the public interest or in the exercise of official authority vested in Lancashire County Council. This includes supporting children and young people to participate in education, training and employment, providing education and skills services, promoting positive progression outcomes, supporting vulnerable young people, and carrying out education-related statutory functions.
Article 6(1)(c) - Legal Obligation
In some circumstances, we process personal data where this is necessary to comply with legal or regulatory obligations placed on Lancashire County Council. This may include duties relating to education, safeguarding, participation monitoring, record keeping, statutory returns and responding to lawful requests from government bodies and regulators.
Article 6(1)(a) - Consent
Where a specific activity requires consent, we will seek this separately and explain how your information will be used. Where consent is relied upon, you will have the right to withdraw it at any time unless another legal basis applies.
Legal basis for processing special categories of personal data
The Education Improvement Service - 16-19 Education and Skills Team may process special category personal data where this is necessary to deliver education, skills, participation, support and safeguarding services for children and young people.
The primary legal basis for processing special category personal data is:
Article 9(2)(g) - Substantial Public Interest
Processing is necessary for reasons of substantial public interest, including supporting Lancashire County Council's statutory functions relating to education, participation, safeguarding, early intervention, welfare and support for children and young people.
In limited circumstances, we may also rely on:
Article 9(2)(a) - Explicit Consent
Where a specific activity requires your explicit consent, we will explain this to you and obtain your permission before processing the information.
Article 9(2)(c) - Vital Interests
Where processing is necessary to protect someone's life or prevent serious harm and the individual is unable to provide consent.
Article 9(2)(h) - Health or Social Care
Where processing is necessary to support the provision, coordination or management of health, wellbeing, social care, educational support or related services.
Special category personal data will only be processed where it is necessary, relevant and proportionate to provide services, support young people effectively, meet safeguarding responsibilities, or fulfil Lancashire County Council's legal duties. We will only use the minimum amount of information required for the specific purpose and apply appropriate safeguards to protect it.
Legal basis for processing criminal offence data
The Education Improvement Service - 16-19 Education and Skills Team does not routinely process criminal offence data. However, in limited circumstances, we may process information relating to criminal offences, allegations, investigations, proceedings, or involvement with relevant justice services where this is necessary to support a young person's education, wellbeing, safeguarding, participation or transition into education, training or employment.
Where we process criminal offence data, we will rely on:
Article 6(1)(e) - Public Task under the UK GDPR, where the processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in Lancashire County Council.
Data Protection Act 2018, Schedule 1, Part 2, Paragraph 6 - Statutory and Government Purposes, where processing is necessary for the exercise of statutory functions relating to education, participation, safeguarding and support services.
Data Protection Act 2018, Schedule 1, Part 2, Paragraph 18 - Safeguarding of Children and Individuals at Risk, where processing is necessary to protect the welfare, wellbeing or safety of a child, young person, or other individual at risk.
Any criminal offence data will only be processed where it is necessary, relevant and proportionate for the purpose concerned. Access will be restricted to authorised staff with a legitimate need to know, and appropriate safeguards will be applied to protect the information.
Information we process about you
Depending on the service, programme or support being provided, the Education Improvement Service - 16-19 Education and Skills Team may process the following categories of personal information:
Personal identifiers, such as:
Name
Date of birth
Address
Contact details
Unique learner or education reference numbers
Gender
Education and learning information, such as:
School, college or training provider details
Attendance information
Achievement and attainment information
Qualifications and learning outcomes
Participation and progression information
Applications, enrolments and destination information
Support and intervention information, such as:
Assessments of need
Referral and engagement information
Information relating to wellbeing, safeguarding and vulnerability, such as:
Safeguarding concerns
Information relating to additional support needs
Risk assessments and risk indicators
Information relevant to a young person's welfare, safety or educational participation
Special category personal data where necessary, such as:
Health information
Information about disabilities or medical conditions
Special educational needs information
Ethnic origin information
Other information relevant to providing appropriate support and services
Family and household information where relevant, such as:
Parent, carer or guardian details
Emergency contact information
Information about family circumstances that may affect support needs
Employment, skills and careers information, such as:
Employment status
Training and apprenticeship information
Careers guidance and progression records
Skills development and employability information
In limited circumstances, information relating to criminal offences, allegations, investigations or involvement with relevant justice services where this is necessary to support safeguarding, welfare, participation or educational outcomes.
We only collect and use personal information that is necessary, relevant and proportionate for the delivery of our education, skills, participation, progression and support services.
Recipients of the personal data that we process about you
Where necessary and lawful to do so, the Education Improvement Service - 16-19 Education and Skills Team may share personal information with:
Schools, academies and alternative education providers.
Further education colleges, sixth form colleges and school sixth forms.
Independent learning providers and training providers.
Apprenticeship providers and organisations involved in skills and employability programmes.
Universities, higher education institutions and other education providers.
Internal Lancashire County Council services where they have a legitimate need to support the delivery of services to children, young people and families.
Children's services, safeguarding services and early help services.
Careers information, advice and guidance providers.
Organisations providing wellbeing, support, mentoring or intervention services.
Government departments and public bodies, including organisations responsible for education, skills, funding, participation monitoring and statutory returns.
Partner organisations supporting young people to participate in education, employment or training.
Organisations carrying out research, service evaluation, auditing or inspection activities where there is a lawful basis to do so.
Third-party suppliers and service providers who process information on behalf of Lancashire County Council under appropriate contractual and data protection arrangements.
Law enforcement, regulatory, safeguarding or other public authorities where we are required or permitted to share information by law.
We will only share personal information where it is necessary, proportionate, lawful and relevant to the purpose for which it was collected, and appropriate safeguards will be applied to protect your information.
Any transfers to another country
The Education Improvement Service - 16-19 Education and Skills Team does not routinely transfer personal data outside the United Kingdom.
Where personal data is processed using council-approved systems or service providers, information may occasionally be stored or processed outside the UK. If this occurs, Lancashire County Council will ensure that appropriate safeguards and legal protections are in place to protect your personal information in accordance with UK data protection legislation.
If international transfers become necessary for a specific service, programme or activity, we will ensure that any transfer is lawful, secure and subject to appropriate contractual, technical and organisational safeguards.
Further information about any specific international transfers can be provided on request.
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.
dies during the retention period, record remains archived for full retention)
File type | Description | Security | Retention period |
|---|---|---|---|
Education and learner records | Records relating to participation in education, training, employment, apprenticeships and skills programmes. | Stored in approved council systems with access restricted to authorised staff. | 25 years from date of birth or 31 years from date of birth if the child is classed as SEND |
Applications and enrolment records | Information relating to applications, admissions, enrolments and progression into education or training. | Stored within secure council and approved partner systems. | In line with the student's record: 25 years from date of birth or 31 years from date of birth if the child is classed as SEND |
Assessment and support records | Assessments, support plans, intervention records, careers guidance records and case notes. | Access restricted to staff with a legitimate business need to know. | 25 years from date of birth or 31 years from date of birth if the child is classed as SEND |
Safeguarding and wellbeing records | Information relating to safeguarding, vulnerabilities, welfare and support needs. | Enhanced access controls and secure storage arrangements. | 35 years from case closure for a Child Protection enquiry OR Where a child protection plan is in place: 75 years from date of birth. (If child dies during the retention period, record remains archived for full retention) |
Correspondence and communications | Emails, letters, meeting notes and other communications relating to service delivery. | Stored within approved council communication and document management systems. | 6 years from date of correspondence |
Participation tracking and destination records | Records used to monitor participation, progression and outcomes for young people. | Stored in secure systems with role-based access controls. | 6 years from date of last participation. |
Performance, monitoring and reporting information | Records used for service planning, quality assurance, performance monitoring and statistical analysis. | Stored in approved council systems and reporting environments. | Review 5 years from closure |
Information sharing and governance records | Data sharing agreements, privacy documentation, audit records and governance information. | Stored within secure corporate record repositories. | Date superseded + 6 years |
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.
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
Further information
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).