Northumberland Youth Service

The youth service works with young people aged 13 – 19 and up to 25 years for those with additional needs.

Youth work offers young people opportunities of various kinds in their leisure time that complement those they have in their home life, school, college and work.

About the youth service

Youth work aims to help young people discover and develop their personal resources of body, mind and spirit to better equip them to live a creative and responsible life as part of a free society.

Activities are designed around you so that they are often challenging, usually a learning experience but always enjoyable.

We provide these opportunities outside of normal school hours in your spare time. Northumberland is a big county so we have divided the youth service into three areas.

Northumberland Local Offer

Find out how we support children and young people with Special Educational Needs and Disabilities (SEND) aged 0 - 25 here.
Main office:
Northumberland Youth Service
Northumberland County Council
Northumbria House
Manor Walks
Cramlington
NE23 6UR

01670 536400
participation@northumberland.gov.uk

Northumberland Youth Service - Privacy Notice

How we handle your information

Information for the public

Everyone working for Northumberland Youth Service has a legal duty to keep and process information
about you in accordance with the law.

This document explains why we ask for your personal information, how that information will be used and
how you can access your records.

Why is information recorded about me?

We use information about young people to enable us to carry out specific functions for which we are
responsible and to provide you with a service.

We keep records about a range of young people. These may be written down (manual records), or kept
on a computer (electronic records).

These records may include:
  • basic details about you, for example, name, address, date of birth
  • unique identifiers (such as your NI number)
  • contact we have had with you, for example, appointments and letters of correspondence
  • notes and reports about your relevant circumstances
  • details and records about the service you have received
  • relevant information from other people that we have been in contact with in relation to the service that you have received
  • attendance at specific youth service sessions
  • health information when attending specific activities (for instance off site visits and residentials)
  • photos, videos and other media that may be used to promote the Youth Service
  • registration documents to enable participation on youth service activities

What is the information used for?

Your records are used to help ensure that we provide you with the service that you need. They are used
to ensure you are kept safe and that appropriate support networks can be effectively contacted if
needed. For instance your medical details are important whilst taking part in an off site activity if
assistance such as the emergency services are required. Your contact details also allow us to make sure
all necessary parties are contacted promptly.

It is important that your records are accurate and up-to-date as they will help make sure that our staff are
able to provide you with the help, advice or support you need.

If you do not provide us with this information then we will not be able to ensure your safety when
participating on a number of youth service activities.

How long for?

In order to provide you with this service, we rely on the legal basis of Education and Inspection Act 2006:
section 6 507B. Your details will be kept for a maximum of two years from you last contact with the
service. This will allow us to fulfil certain statutory requirements such as annual reports, reporting to
funding bodies etc. Processing is kept to a minimum and will only be processed in accordance with the
law.

When other agencies are involved in the care of young people, we may need to share details about you
to enable us to work together for your benefit.
Information will only be shared with third parties if they have genuine and lawful need for it.

Exceptions:

Information obtained for the purpose of an off-site visit (trip away / residential experience) will be kept
securely on the “Evolve” system until the young persons subject to the trip is 25 years old.
Information obtained as a result of safeguarding procedures will be kept indefinitely should the need for
further investigation arise at a later date.

Occasions when your information needs to be disclosed (shared) include:

  • Partnership agencies within the County Council when a disclosure of a safeguarding nature is made
  • External partners when we work together to provide youth service provision that you may be accessing
  • Where the health and safety of others is at risk
  • When the law requires us to pass on information under special circumstances
  • ​When we report on a specific piece of work as required by funding bodies

​Anyone who receives information from us has a legal duty to keep it confidential

We are required by law to report certain information to appropriate authorities – for example:

  • where we encounter infectious diseases which may be a public health concern
  • where a formal court order has been issued
  • when a disclosure is made regarding a cause of concern of a young person’s wellbeing
  • as a requirement of any formal investigation

Partner organisations


Northumberland Youth Service works with a number of partner organisations. This enables us to offer
the best possible service in many cases and ensure that young people have the widest possible access
to youth service provision.

V0.1 160118 Owner: Information Governance Team

These could include:
  • National schemes such as the NCS (National Citizen Service) scheme
  • Voluntary Sector youth projects who we are working in partnership on a summer residential programme
  • Other agencies within Northumberland Adolescent Services who are responsible for ensuring the wellbeing of young people
  • Other NHS organisations/teams who are involved in your care
  • Information will be processed within the EEA and will not be shared with overseas recipients.
We may also share some of your information, subject to strict agreement on how it will be used,
with:
  • Funding bodies who require certain information as a requirement of the funding they have provided
  • Agencies where a multi agency approach is adopted to ensure the best outcome for a young person

Can I see my records?



The General Data Protection Regulation allows you to find out what information is held about you, on
paper and computer records. This is known as ‘right of subject access’ and applies to your youth service
records along with all other personal records.

If you wish to see a copy of your records you should submit a Subject Access Request which is available
on our website or by contacting the Information Governance Office directly. You are entitled to receive a
copy of your records free of charge, within one month.

In certain circumstances access to your records may be limited, for example, if the records you have
asked for contain information relating to another person.

Do I have Other Rights?

Data Protection laws gives you the right:
  1. To be informed why, where and how we use your information
  2. To ask for access to your information
  3. To ask for information to be corrected if inaccurate or incomplete
  4. To ask for your information to be deleted or removed where there is no need for us to continue processing it
  5. To ask us to restrict the use of your information
  6. To ask us to copy or transfer your information from one IT system to another in a safe and secure way, without impacting the quality of the information
  7. To object to how your information is used
  8. To challenge any decisions made without human intervention (automated decision making)
  9. To lodge a complaint with the Information Commissioner’s Office whose contact details are below
  10. If our processing is based upon your consent, to withdraw your consent

Further information


If you would like to know more about how we use your information, or if for any reason you do not wish
to have your information used in any of the ways described in this leaflet, please tell us. Please contact
Ashley Brown on 01670 620327 / ashley.brown@northumberland.gov.uk

Data Protection Officer: informationgovernance@northumberland.gov.uk

You also have the right to complain to the Information Commissioner’s Office if you are unhappy with the
way we process your data. Details can be found on the ICO website, or you may write to the ICO at the
following address:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number

Email: casework@ico.org.uk
#ItCouldHappenToMe campaign

Northumberland Youth Service have generated a campaign aimed at young people to help raise awareness, improve knowledge and give greater understanding of Child Sexual Exploitation. Developed as a partnership throughout Northumberland County Council, the #ItCouldHappenToMe campaign has been developed to include; posters, wallet cards, wristbands, leaflets and online resources, all providing information about recognising child exploitation and what to do if you think it is happening to you or someone you know.

The campaign has been developed by a group of young people, aimed at young people, to help them understand that child exploitation can happen to anyone with tools to help recognise the difference between a healthy or unhealthy relationship along with providing information about what to do if you need further advice or help.