Individual privacy notices
Our privacy notices explain:
- the types of information we collect about you
- how we collect and use it
- who we might share it with
- the steps we take to make sure it stays private and secure
- your rights to the information
for individual services that we may provide to you. These privacy notices should be read together with our general privacy notice.
Individual privacy notices are organised by our departments.
Resources and Business Change (Chief Executive and Corporate Resources)
Council ward business
Continued Professional Development (CPD) service from Integra
Governor services by Integra
Human resources – Fair processing
Human resources – Recruitment
Human resources – Workforce development
Keeping you safe from coronavirus (Covid-19)
South Gloucestershire Council account
Small business support grants
Supermarket referral scheme (Covid-19)
Test and Trace support payments
People (Children, Adults and Health)
Adult social care and support services
Children and young people
Child protection information sharing
Choices 4 U information sharing form
Community meals service
Early Years Inclusion Hub booking data
Employment Education Training Tracking
Families in focus
Healthy Start vitamins
School admissions, free school meals and two year old funding
Secure unit (Vinney Green)
SEND forum (Special educational needs and disabilities)
Surge testing kit home delivery
Technology enabled care service
Vulnerable persons service
Place (Environment and Community Service)
Anti social behaviour
Better by Bus CCTV monitoring
Bikeability and road safety
Climate Emergency Pledge
Disabled facilities grants
Fleet management and garage
Flooding or problem with a drain
Garden waste (green bin) collection service
Grant awards from South Gloucestershire Council applications
Highway asset management
Homes for Ukraine
Local self build
Museums and heritage
Online library activities for children
Private sector housing
Reporting a problem with a road, footpath, or cycleway
Road safety (see Bikeability and road safety)
Self build register
Viewpoint panel database
Virtual Community Engagement Forums
Information we hold about children and young people
How we use information
We use information about children and young people to enable us to carry out specific functions for which we are responsible. We also use this personal data to derive statistics which inform decisions we make (e.g.) regarding the funding of schools, assess their performance and to set targets for them. These statistics are used in such a way that individual children cannot be identified.
Youth support services
For pupils aged 13 and over, schools are legally required to pass certain information to the provider of youth support services in their area. This is the local authority support service for young people in England who are aged 13 to 19.
Clinical Commissioning Groups (CCG)
CCGs use information about pupils for research and statistical purposes, to develop, monitor and evaluate the performance of local health services. These statistics will not identify individual pupils. It is necessary for certain health information about children (e.g. such as their height and weight) to be retained for a certain period of time (designated by the Department of Health) and requires these CCGs to maintain children’s names and addresses for this purpose. CCGs may also provide individual schools and LAs with aggregated health information which will not identify individual children.
Connecting Care is a local electronic record that allows health and social care professionals directly involved in your care, to share a summary of your medical record. Your Connecting Care record will help those caring for you to manage your care better, and allow information to be shared quickly and safely.
Only authorised staff in settings across Bristol, South Gloucestershire and North Somerset can access your record. It does not contain information about discussions you have had with your GP, or any information on sensitive subjects such as sexual health.
If you require further information about Connecting Care please contact the Patient Advice and Liaison Service (PALS) on 0800 073 0907, or visit Connecting Care on the CCG website.
Education and training
We hold information about young people living in our area, including about their education and training history. This is to support the provision of their education up to the age of 20 (and beyond this age for those with a special education need or disability). Education institutions and other public bodies (including the Department for Education (DfE), police, probation and health services) may pass information to us to help us to do this (under the Education and Skills Act 2008, parts 1 and 2)
We share some of the information we collect with the Department for Education (DfE) to enable them to; produce statistics, assess our performance, determine the destinations of young people after they have left school or college and to evaluate Government funded programmes.
We may also share information with post-16 education and training providers to secure appropriate support for them. We may also share data with education establishments which shows what their pupils go on to do after the age of 16.
For children under 16, a parent or guardian can ask that no information other than their child’s name, address and date of birth (or their own name and address) be passed to a local authority. This right transfers to the child on their 16th birthday. Pupils and/or a parent/guardian will need to inform the school/local authority if this is what they wish.
DfE may share individual level personal data that we supply to them, with third parties. This will only take place where legislation allows it to do so and it is in compliance with the Data Protection Act 2018.
Decisions on whether DfE releases this personal data to third parties are subject to a robust approval process and are based on a detailed assessment of who is requesting the data, the purpose for which it is required, the level and sensitivity of data requested and the arrangements in place to store and handle the data. To be granted access to pupil level data, requestors must comply with strict terms and conditions covering the confidentiality and handling of data, security arrangements and retention and use of the data.
For more information on how this sharing process works visit gov.uk/guidance/national-pupil-database-apply-for-a-data-extract
For information on which third party organisations (and for which project) pupil level data has been provided to visit gov.uk/government/publications/national-pupil-database-requests-received
If you require more information about how we and/or DfE store and use your personal data visit:
- our data protection and freedom of information section on our website.
- our data protection policy page.
Schools and early years settings
For privacy notices relating to early years settings, schools and alternative settings to issue to staff, parents and pupils about the collection of data you should contact your local school.