Equilibrium Youth Work CIC

Privacy notice for parents/carers – use of your child’s personal data

Under data protection law, individuals have a right to be informed about how Equilibrium uses any personal data that we hold about them. Anyone wishing to find out more about how we do this can contact the Equilibrium office.

We, Equilibrium are the ‘data controller’ for the purposes of data protection law.

Our data protection officer is Paul Williams.


The personal data we hold

Personal data that we may collect, use, store and share (when appropriate) about young people includes, but is not restricted to:    

·       Contact details, contact preferences, date of birth.

·       Characteristics, such as ethnic background or special educational needs

·       Exclusion information

·       Details of any medical conditions, including physical and mental health

·       Attendance information

·       Safeguarding information

·       Details of any support received, including care packages, plans and support providers

·       Photographs were applicable

 We also hold data about young people that we have received from other organisations.

 Why we use this data

We use this data to:

·       Support learning

·       Monitor and report on progress

·       Provide appropriate pastoral care

·       Protect welfare

·       Assess the quality of our services

·       Comply with the law regarding data sharing

 Our legal basis for using this data

We only collect and use young people’s personal data when the law allows us to. Most commonly, we process it where:

·       We need to comply with a legal obligation

·       We need it to perform an official task in the public interest

Less commonly, we may also process a young person’s personal data in situations where:

·       We have obtained consent to use it in a certain way

·       We need to protect the individual’s vital interests (or someone else’s interests)

Where we have obtained consent to use a young person’s personal data, this consent can be withdrawn at any time. We will make this clear when we ask for consent and explain how consent can be withdrawn.

Some of the reasons listed above for collecting and using personal data overlap, and there may be several grounds which justify our use of this data.

 Collecting this information

While the majority of information we collect about young people is mandatory, there is some information that can be provided voluntarily.

Whenever we seek to collect information from you or your child, we make it clear whether providing it is mandatory or optional. If it is mandatory, we will explain the possible consequences of not complying.

 How we store this data

We keep personal information about young people while they are working with Equilibrium.  We may also keep it beyond their engagement with our service, if this is necessary in order to comply with our legal obligations. When we have finished working with a young person all data is destroyed and removed from our system

.Data sharing

We do not share information about young people with any third party without consent unless the law and our policies allow us to do so.

Where it is legally required, or necessary (and it complies with data protection law) we may share personal information about young people with:

·       Our local authority – to meet our legal obligations to share certain information with it, such as safeguarding concerns and exclusions

·       The young person’s family and representatives - to meet our legal obligations and ensure their needs are fully met

·       Health authorities- to ensure that a young person’s needs are fully met.

·       Health and social welfare organisations- to ensure that needs are fully met.

·       Police forces, courts, tribunals- to meet our legal obligations.

·       Professional bodies- to meet our legal obligations.


Parents’ and Young people’s rights regarding personal data

Individuals have a right to make a ‘subject access request’ to gain access to personal information that the Equilibrium holds about them.

Parents / Carers can make a request with respect to their child’s data where the child is not considered mature enough to understand their rights over their own data (usually under the age of 12), or where the child has provided consent.

If you make a subject access request, and if we do hold information about you or your child, we will:

·       Give you a description of it

·       Tell you why we are holding and processing it, and how long we will keep it for

·       Explain where we got it from, if not from you or your child

·       Tell you who it has been, or will be, shared with

·       Give you a copy of the information in an intelligible form

Individuals also have the right for their personal information to be transmitted electronically to another organisations in certain circumstances.

If you would like to make a request, please contact our data protection officer.


Other rights

Under data protection law, individuals have certain rights regarding how their personal data is used and kept safe, including the right to:

·       Object to the use of personal data if it would cause, or is causing, damage or distress

·       In certain circumstances, have inaccurate personal data corrected, deleted or destroyed, or restrict processing

·       Claim compensation for damages caused by a breach of the data protection regulations

To exercise any of these rights, please contact our data protection officer.


We take any complaints about our collection and use of personal information very seriously.

If you think that our collection or use of personal information is unfair, misleading or inappropriate, or have any other concern about our data processing, please raise this with us in the first instance.

To make a complaint, please contact our data protection officer.

Alternatively, you can make a complaint to the Information Commissioner’s Office:

·       Report a concern online at https://ico.org.uk/concerns/

·       Call 0303 123 1113

·       Or write to: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Contact us

If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please contact our Data Protection Officer:

·         Paul Williams p.williams@eqcic.co.uk (01258) 471759