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Schools and education

School Wellbeing Service Privacy Notice

We keep the School Wellbeing Service Privacy Notice under review. It was last reviewed and updated in December 2022.

If you have any questions about this Privacy Notice contact the council’s Data Protection Officer.

View the privacy and transparency information for all of the City of York Council (CYC).

Personal data

Personal data is collected by the School Wellbeing Service (SWS) on behalf of CYC.

We collect and use the following information:

  • personal data (including name, date of birth and contact details)
  • characteristics (including gender, language and ethnicity)
  • details of any special educational needs for children and young people
  • where appropriate, relevant medical information for children and young people or parents/carers
  • where appropriate, relevant information regarding your child’s status as a looked after child/young person
  • attendance/exclusion data from the child/young person’s educational setting
  • any additional personal information (including the name/contact details of the parent/carer) that is necessary for us to assess and provide you with the service you require
  • details of previous involvement with specialist services

See further details about how we define personal data and non-personal data.

Collecting personal data

Personal data about you/your child is collected through:

  • completion of the service consultation form and parent consultation form. This form will also ask for your consent for the involvement of the SWS
  • meetings with you, and your child/young person
  • consultation with other professionals
  • professional/relevant service reports or CYC databases
  • post, email and telephone conversations as appropriate

When we ask you for personal data, we will:

  • ensure you know why we need it
  • only ask for what is necessary for the work we are undertaking
  • store it securely and electronically
  • ensure access is only given to authorised staff on a need to know basis
  • retain it in accordance with the Practice Guidelines from CYC
  • securely and confidentially delete/destroy this personal data when we no longer have a need to keep it

We ask that you:

  • give us accurate information
  • inform us of any changes
  • tell us as soon as possible if you notice mistakes in the information we hold about you/your child

Using personal data

We'll use your personal data to:

  • ensure that services and practitioners understand how they can best help you/your child
  • support our work with your child in his/her school or setting
  • provide the child or young people with appropriate services
  • measure the impact of our services on children and young people
  • help us develop and improve our services
  • help inform which services and interventions require commissioning across the City of York to support families and communities
  • create statistics and reports that are anonymous and cannot be linked back to you or your family for the purposes of evaluation and funding reports, local and national surveys
  • administer and protect public funds

Our legal basis for using personal data

The personal data you provide to the SWS enables us to support children and young people (up to 19 years).

We'll ask for your written informed consent for any direct involvement that we undertake with a child or young person.

Sharing personal data

We may share personal data about you/your child with other relevant professionals who are already involved, or who become involved, during the time that they're known to the SWS to provide coordinated support and to improve multi-agency working.

We regularly share personal data with:

  • educational settings
  • professionals from the NHS, Health, Social Care and Early Help teams

We may use the personal data to create statistics and reports that are anonymous and cannot be linked back to you, your family or individuals.

We could use these statistics to see how the SWS, the wider Council and its partners are supporting families and individuals, to help design better services and to contribute to national surveys and government returns, for example to the Department for Education (DfE), or to NHS clinical commissioning groups.

If we need to, we may use Attend Anywhere to provide secure online conversations. See the Attend Anywhere privacy statement.

If we need to, we may use Microsoft Office 365 (MS365) Teams for meetings, sessions, online conversations. When we do this, we will let you know. See our MS365 Privacy notice.

Sharing data under Data Protection legislation

We may be required or permitted, under data protection legislation, to disclose your personal data without your explicit consent, for example if we have a legal obligation to do so, such as for:

  • safeguarding
  • law enforcement
  • fraud investigations
  • regulation and licensing
  • criminal prosecutions
  • court proceedings

Retaining personal data

We will only keep your personal data for as long as is necessary e.g. up to 10 years to account for the student’s educational career, and then we will securely and confidentially delete or destroy it.

At the end of any defined data retention period, we may pass any relevant information to the City Archives where it is required or appropriate to do so.

Further processing of personal data

If we wish to use your personal data for a new purpose, not covered by this Privacy Notice, then we'll provide you with a new notice.

The new notice will:

  • explain this new use before we start the processing
  • set out the relevant purposes and processing conditions

Where and whenever necessary, we'll seek your consent to the new processing, if we start to use your personal data for a purpose not mentioned in this Privacy Notice.

Your rights relating to personal data

When we collect your personal data we'll tell you how we are going to use it. Where we process your personal data, you have a number of rights under data protection law.

See further details of your rights relating to personal data.

If you wish to withdraw consent for the School Wellbeing Service to process your/your child’s data at any time then please contact:

The School Wellbeing Service
City of York Council
West Offices
Station Rise

Email :

Also see

Data Protection Officer

West Offices, Station Rise, York, YO1 6GA

Telephone: 01904 554145