Privacy Notices - Youth offending team clients Privacy Notice


You need to be aware of this privacy notice if:

  • you are a young person between the age of ten and eighteen and are working with the Youth Offending Team
  • you are the parent or carer of a young person working with the Youth Offending Team
  • you have been a victim of a criminal offence committed against you by a young person who is working with the Youth Offending Team.
What is a Privacy Notice?

A Privacy Notice is a statement issued by an organisation which explains what information we collect about you and why, how we use this information and who we may share it with.

Who is collecting and using your personal data?

When you come to the Youth Offending Team (YOT) we will need to collect information about you, this is called your ‘data’ and you are the ‘data subject’. The Swindon Youth Offending Team is the ‘data controller’. There are Laws which tell us that we must collect this information, for instance the ‘Crime and Disorder Act 1998, and the ‘Data Protection Act 2018’. The new data protection law (the GDPR) states that we must only use your personal data for tasks in the public interest and/or tasks for relating to the work we do with you.

The Youth Offending Service is listed in Schedule 7 of the Data Protection Act 2018 as a “Competent Authority”. This means the YOT has the duty of collecting data relating to criminal offences or charges for the purposes of law enforcement.

To find out more about Swindon Borough Council’s data protection policies please contact our Data Protection Officer at or in writing to:

Data Protection Officer
Civic Offices
Euclid Street

Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of data is governed by the General Data Protection Regulation 2016/679 (the “GDPR”).

What personal data do we collect?

The details that we need to collect whilst supervising you include:

  • your name and date of birth
  • your address
  • your gender
  • your ethnicity
  • your health, including any physical or mental health condition
  • your sexual health
  • your religious or other belief
  • parent and/or carer information
  • any ID number (e.g. PNC Number)
  • information about your finances
  • your education or employment
  • information relating to your family and lifestyle
  • information about any offences committed or alleged to be committed by you
  • information about criminal proceedings, outcomes and sentences that involve you


Why do we need your personal information?

The Youth Offending Team need to collect your personal information so that we can understand your situation and to help us to support you in the best way we can; to help prevent you from re-offending; to keep a record of when we see you and when we speak to other people about you; to help keep you safe; to manage your risk to others and to find ways of improving our service.

Sometimes we need to share your details with other agencies. In particular we may share information about you to help keep you and others safe from harm.

How the law allows us to use your information?

In accordance with article 6 of the GDPR, data processing is necessary for the YOT to perform their statutory duties. It is necessary to help support and protect you and to ensure that we help and protect other people. We are required by law to obtain this information and it is necessary to deliver a YOT intervention to you as directed by the Police or the Courts.

Who do we share your information with?

We may share your details with the following agencies. 

  • Ministry of Justice
  • Youth Justice Board
  • Judicial Agencies, for example, law courts
  • The Police
  • Swindon Borough Council
  • National Probation Service
  • Health Agencies
  • U Turn (Drug Misuse service)
  • Education Providers, for example, schools, colleges

We will only share your information when it is necessary in order for the services of the Youth Offending Team to be provided.

We may also share personal information if we are concerned about you and your welfare or if we are concerned that you may commit a criminal offence or hurt someone else.

How do we protect your information?

Your information is kept in our database. Only staff and others who work closely with us in the same office can see and/or have access to this.

Sometimes we have to share some of this information with Police or Social Care or others to keep you or other people safe.  Wherever possible, we will let you know that we are doing this.

How long do we keep your personal information?

As a result of the Historical Enquiry into Child Sexual Abuse, we have been instructed to keep all information held about you with no end date. 

However, this may change and if it does we will tell you and the following guidelines will come into place;

  • When we have finished working with you we will keep your information for 5 years. After 1 year we will only keep the minimum required documents.
  • If you are assessed as being a danger to children when you become an adult, we must keep your information for 100 years
  • If you are a victim of crime and we are working with you, we will keep your information in a separate record. Only team members who are involved in your case will have access to your information. We only keep information about you while we are working with you.
  • If you are a parent/carer of a young person we are working with we store your personal information in a separate record. We will keep your information for 12 months after we finish working with your child.
What you can do with your information?

The law says you have the right to see the information we hold about you or your child.

If you would like to see this information or you have any concerns about how we look after your personal information, please contact the Council’s Data Protection Officer at or telephone 01793 445500.


Main privacy notice

You are viewing the Privacy Notice for Youth Offending Team clients.

Read the main Privacy Notice