Our Confidentiality Policy

How we use, protect and share information

We must comply with the Human Rights Act, the Data Protection Act and the common law duty of confidentiality when we look after your personal information. We have policies and procedures to help us do this.

Our commitment to you and your rights

When we ask you for personal information we will:

  • Tell you why we need it
  • Only collect relevant information
  • Protect the information and make sure that nobody has access to it who shouldn’t
  • Only share it with other organisations when the law allows
  • Make sure we don’t keep it longer than necessary
  • Not make any commercial use of the information

In return we ask you to:

Give us accurate information. Please tell us as soon as possible if there are any changes, such as a new address.

Why we need your information.

We use your information to work out how best to support you. For example, we need to know things like your age, qualifications, school or college and interests. This is so we could suggest the best type of learning course or activity that is right for you.

We might need to know about your personal circumstances. This is so we can link you with suitable information, advice and support service.

Access to Information

The Data Protection Act gives you the right to see personal information that the Youth Service holds about you. There is £10 fee is payable to cover our costs in supplying this information. Read more about how access your personal information.

Sharing your information

Sometimes to ensure you receive the right services and support, we need to share information with other organisations and services. This could mean within the Council or externally.

Those organisations might include school, college or training providers, housing agencies or other Bournemouth Borough Council Services. This could include the Intensive Intervention project or Youth Inclusion project. We only share information if we have a lawful reason to do so.

There are some circumstances where we are required by law to share your personal information.

This will usually be with other public sector organisations that have enforcement powers. For example the Inland Revenue or Customs and Excise.

We are also allowed to share your information for a few other important reasons. For example to prevent or detect crime, or to prevent serious harm to you or any other person.


There is some information that we are allowed to have by law so that we can offer our services to you. Some of this may be provided by your school or educational institution. However, where we need more detailed, sensitive or confidential personal information we will normally get this from you directly, or will ask for your permission to get it.

How we hold your information and how long we keep it

We hold information in lots of different ways. These include paper records, email, video, audio, photographs and electronically. For example, on customer/client databases, spreadsheets and MS Word documents).

We are not allowed to keep information for longer than we need it to meet the purposes which it was obtained. For example to provide support to you whilst you are receive services. Client files will be held for up to 25 years from date of birth, or 10 years from our last contact with you.

Comments, compliments and complaints

There may be times when you are unhappy with our service or you might just want to make a comment about how we can improve it. We welcome all input, please get in touch.