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Employability and Skills Unit

8 August 2018

What service is being provided?

Employability and Skills Unit.

Essex County Council has a statutory duty to enable and encourage young people into learning. To do this we are required to collect and maintain data (which is reported at regular intervals to the Department for Education) to support the planning of local learning provision and to re-engage young people who are unemployed into learning.

In addition the unit also works to enhance the quality of careers education and information, advice and guidance through local education establishments.

What personal data do we need from you?

  • Name
  • Contact details
  • Date of Birth
  • Gender
  • NHS Number
  • Unique Learner Number
  • Unique Pupil Number 
  • Education information
  • Education, Health & Care Plan (EHCP)
  • Intended Destinations for Year 11
  • Current destination eg employment, FE, training
  • Occupation choices

What ‘special types’ of personal data do we need from you?

  • Physical or mental health details
  • Racial or ethnic origin

Who will be using your personal data?

The Data Controller is Essex County Council.

The Data Processor supporting this purpose is Capita One (system).
The Data Protection Officer for Essex County Council can be contacted at dpo@essex.gov.uk. 

What will it be used for and what gives us the right to ask for it and use it?

  • Delivering this service to you
  • Planning and improving the service 
  • Preventing or detecting of fraud or crime
  • Research – using only anonymised data unless we specifically ask for your consent

If we cannot use your data we would be unable to fulfil our statutory responsibility under the Education and Skills Act.

Our legal basis for using your personal data is "legal obligation” or “public task”.

Our legal basis for using your special personal data is “Substantial public interest” .

Who else might we share your data with?

We may share some personal data, where appropriate, securely with:

  • Department for Education
  • Department for Business, Energy and Industrial Strategy 
  • Education Providers 
  • Other Local Authorities 
  • University/College Admissions Body 
  • Department for Work and Pensions (DWP)
  • Other Education Teams

Use of your NHS number in education 

If you are receiving education then the NHS may share your NHS number with the local authority.
This is so the NHS and the local authority are using the same number to identify you while providing your education.
By using the same number the NHS and the local authority can work together more closely to improve your education and support.

We'll use this number in an integrated care record system across a number of support services including GPs, hospitals, community matrons, district nurses and social care practitioners.
It will also be shared with statutory education services for the provision of targeted education for children and young people.

For more information see My Care Record.

How long will your data be kept?

We will stop using your data once you have reached the age of 20 (or 25 if you have special educational needs).  Your data will then be deleted once you have reached the age of 23, or aged 28 if you have special educational needs.

Where we are using your personal data based on a Public Task, you will have the following legal rights:

  • Your Right to be Informed
  • Your Right to Access your personal data
  • Your Right for us to Rectify your personal data
  • Your Right to Restrict our processing of your personal data
  • Your right to Object to our use of your personal data

Where we are using your personal data based on a Legal Obligation, you will have the following legal rights:

  • Your Right to be Informed
  • Your Right to Access your personal data
  • Your Right for us to Rectify your personal data
  • Your Right to Restrict our processing of your personal data

Link to a relevant other privacy notice


Visit the following links for more information about Privacy Law, our obligations and your rights


If you have concerns over the way we are asking for or using your personal data, please raise the matter with our Data Protection Officer

  • Postal address: Data Protection Officer, Information Governance Team, Essex County Council, County Hall, Market Road, Chelmsford, Essex, CM11QH
  • Email: dpo@essex.gov.uk 
  • Phone number: 03457 430430

If you still have concerns following our response you have the right to raise the matter with the Information Commissioner’s Office

  • Postal address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
  • Online form
  • Phone number: 0303 123 1113