Careers service privacy notice

We are the Careers Service. We are responsible for reporting monthly to the Department of Education (DfE) with regards to Raising the Participation Age (RPA) data.   The RPA relates to the requirement for all young people in England to continue in education, employment or training until their 18th birthday.

The Careers Service reports on young people who receive an offer under the September Guarantee, the Activity (destination) Survey of young people who complete compulsory education, and every month the rates of young people who are participating, those who are Not in Education, Employment and Training (NEET), young people whose destinations are unknown (not known), and combined NEET/not known.

Local authorities must report to the Department of Education’s (DFE) National Client Caseload Management Information System (NCCIS) by using their Local Client Caseload Information System (CCIS)

The information we hold is to support the provision of education, employment and training for young people up to and including age 17 (academic Year 13)

We will be provided with information to help us to support the provision of education, employment and training for young people from education institutions.

We hold the following personal information:

• Young person dataset - YPID number, name, address, date of birth, gender, ethnicity.
• For all young people in education and training - DfE establishment name, unique pupil number (UPN)

In accordance with the data protection act 2018, we need a "lawful basis" for collecting and using information about you. There are a variety of different lawful bases for processing personal data which are set out in the data protection act.

The lawful basis on which we rely in order to use the information which we collect about you for the purposes set out in this notice will be Public Task.

This means that the processing of your information is necessary for us to perform tasks set out in law.

Education and Skills Act 2008 (ESA 2008):

Section 72 requires educational institutions (including academies) to provide relevant information about students to local authorities to enable them to carry out their duties.

Subsection 3

In subsection 1, “relevant information required by Local Authority” means:

(a) The name, address and date of birth of the pupil or student

(b) The name and address of a parent of the pupil or student

(c) Information in the institution's possession about the pupil or student. In relation to Subsection 3 (c)

Careers guidance and access for education and training providers, (DfE, October 2018) defines “information that the local authority needs in order to support the young person to participate in education or training and to track their progress. This includes for example young people’s contact details including phone numbers, information to help identify those at risk of becoming NEET post-16, young people’s post-16 and plans and the offers they receive of places in post-16 or higher education”.

Subsection 4

Information within subsection 3 (c) must not be provided under subsection (1) if:

(a) The pupil or student concerned, in the case of a pupil or student who has attained the age of 16, or

(b) A parent of the pupil or student concerned, in the case of a pupil or student who has attained the age of 16.

Under sections 18 and 68(4)

Local authorities must promote the effective participation in education and training of 16 and 17 year olds in their area with a view to ensuring that those persons fulfil the duty to participate in education or training. A key element of this is identifying the young people in their area who are covered by the duty to participate and encouraging them to find a suitable education or training place. Guidance on this duty is included at paragraphs 39 to 42.

Local authorities must make arrangements – i.e. maintain a tracking system - to identify 16 (academic Year 12) and 17 year olds who are not participating in education or training. Putting in place robust arrangements to identify young people who are not engaged in education or training or who have left provision enables local authorities to offer support as soon as possible. Guidance on this duty is included in paragraphs 43 and 44.

We routinely share a child and young person’s information with:

• DfE to complete regulatory and statutory data collections.
• Other teams within Family and Homes to verify accuracy of information across databases and to access support services
• Schools and colleges to enable them to confirm their cohort and destination data

For more information about the Department of Education’s data sharing process, please visit the GOV.UK website.

In accordance with the National Client Caseload Information System (NCCIS) we keep your information for 2 years.