Privacy Notices - Youth Offending Team Privacy Notice


The service is available to young people that are aged from 10 to 17 years.

Normally, the YOT works with young people ordered through court, although sometimes the team will help young people and families where they need it most.

What is a Privacy Notice?

A Privacy Notice is a statement issued by an organisation which explains how personal and confidential data about individuals is collected, used and shared.

Who is collecting and using your personal data?

When you come to 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’.

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.

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?

We collect the following:

  • Name
  • Date of birth
  • Address
  • Gender
  • Ethnicity
  • Sexual health
  • ID numbers
  • Financial information
  • Religious/other beliefs
  • Education/employment
  • Parent/carer information
  • Family/lifestyle information
  • Health information (including physical or mental health conditions)
  • Information on alleged or committed offences by you
  • Information about criminal proceedings, outcomes and sentences which involve you
How do we process your personal data?

This information is held on paper files and in our database. Only staff and others who work closely with us in the same office can see and/or have access to this.

Why do we need your personal information?

We need your personal information to:

  • understand your situation and to help us to support you in the best way we can
  • prevent you from offending
  • keep a record of when we see you and when we speak to other people about you
  • help keep you safe
  • manage your risk to others
  • 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?

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 relating to the work we do with you.

Who do we share your information with?

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.

  • Ministry of Justice
  • Youth Justice Board
  • Judicial Agencies, for example, Courts
  • The Police
  • Swindon Borough Council
  • National Probation Service
  • Health Agencies
  • U Turn (Drug Misuse service)
  • Education providers, for example, schools, colleges
How do we protect your information?

We take the security of your personal data seriously. We have internal policies and controls in place to ensure that your personal data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.

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.
  • f 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.

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.

Your right to complain

For further details on how your information is used, how we maintain the security of your information, and your rights to access information we hold on you please contact or contact the Data Protection Officer at:

Swindon Borough Council
Civic Offices
Euclid Street

What if you do not provide personal data?

You will still be able to access the service.

How will we ensure compliance?

It will be reviewed within the guidelines of current and future legislation.

Main privacy notice

You are viewing the Privacy Notice for the Youth Offending Team

Read the main Privacy Notice