Who will own my data once I submit it?
Knowsley Borough Council is the data controller for Knowsley Youth Justice Service (YJS).
Why do you need my information?
To work together with children and young people aged 10–17 yrs who are in the youth justice system or at risk of offending.
To deliver a multi agency service required by the Crime and Disorder Act 1998.
What information we collect
Identity & contacts:
- Name
- Date of birth
- Address
- Phone Numbers
- Email Address
- Identifiers (Such as identity numbers, for example NHS/UPN).
Background & circumstances:
- Gender
- Ethnicity
- Language
- Religion/belief
- Immigration status
- Family/household details
- Education (schools attended, attendance/attainment, Special Educational Needs)
- Education Psychology Service. Please refer to EPS’ Privacy Notice.
- Employment or training details.
Health & wellbeing:
- Physical/Mental health needs
- Disabilities
- Support plans
Youth justice information:
- Alleged/Actual offences
- Cautions
- Court outcomes
- Orders/Licences
- Case assessments
- Interventions
- Risk and safety planning.
Safety information:
- Safeguarding concerns
- Risk of harm
- Risk from others.
We limit collection to what is necessary and appropriate for our purposes.
Where we get your information
Directly from you and your parent/carer.
From partners who work with you (e.g., police, courts, probation, schools/colleges, social care, health, voluntary agencies) where lawful and necessary to support you and meet our duties.
Why we use your information
We use personal data to:
- Assess needs and risks and plan support and interventions.
- Deliver and coordinate services, including statutory case management and out of court resolutions.
- Safeguard children and the public, including risk management and safety planning.
- Fulfil legal duties under youth justice, safeguarding and related laws.
- Report and improve services, including audits, quality assurance and research/analysis where permitted.
What allows you to use my information?
Because Knowsley YJS work involves both the general public service tasks and law enforcement purposes, we rely on different legal frameworks depending on the activity:
General processing (UK GDPR / DPA 2018 Part 2)
- Article 6(1)(e) – Public task: necessary for tasks carried out in the public interest or in the exercise of official authority (e.g., delivering YJS statutory functions).
- Article 6(1)(c) – Legal obligation: where we must process to comply with the law (e.g., court directions, statutory returns).
- Article 6(1)(d) – Vital interests: rarely, to protect life or prevent serious harm.
For special category data (e.g., health, ethnicity):
- Article 9(2)(g) – Substantial public interest, supported by Schedule 1 DPA 2018 (e.g., safeguarding, statutory functions).
The legislation underpinning these legal obligations and tasks include:
- Crime and Disorder Act 1998 (preventing crime and disorder, Section 17 – Duty to consider crime and disorder implications, Section 115 – Disclosure of information).
- Children Act 2004 (Section 10 – improve wellbeing of children, Section 11 – safeguard and promote the welfare of children).
For criminal offence data:
Processed under Article 10 UK GDPR and the DPA 2018, which require appropriate safeguards.
Law enforcement processing (DPA 2018 Part 3)
When we act as a competent authority for the prevention, investigation, detection or prosecution of criminal offences, we process under Part 3 DPA 2018, applying the law enforcement principles and safeguards, including an Appropriate Policy Document for sensitive processing where required.
How long will you keep this data for and why?
Your information will only be held for as long as necessary to achieve the relevant purpose unless we are legally required to retain it for a specific period.
Whilst engaged with the service we will hold your information up until the age of 23yrs.
Information can be stored up to 75 years, dependent upon the nature of the information. Most of this information is kept electronically.
How will my information be stored?
Your information will be stored securely on our IT system. Some information is held in a central SharePoint site. Access to the systems is restricted to those who are entitled to view and process your data. If the information is collected in a paper format, we will also ensure it is kept secure and securely destroyed when no longer required.
Who will my information be shared with?
We share information only, when necessary, proportionate and lawful, for the purposes listed above, with:
Youth justice partners:
- Police, Crown Prosecution Service
- HM Courts & Tribunals Service
- Probation/Youth justice partners
- The Youth Justice Board (statistical/assurance returns).
Safeguarding & welfare partners:
- Children’s social care
- Education providers
- Virtual School
- Health (incl. CAMHS)
- Substance misuse and other support services
- Housing
- Youth services
- Other public bodies or commissioned providers involved in your plan.
Sharing can be supported by section 115 Crime and Disorder Act 1998 (a permissive gateway) and must still comply with data protection law and the Code of Practice on Data Sharing.
Will this information be used to take automated decisions about me?
No.
Will my data be transferred abroad and why?
No.
How is Artificial Intelligence used?
What is Artificial Intelligence (AI)?
Artificial Intelligence (AI) refers to computer systems that are designed to perform tasks that normally require human intelligence. These tasks can include understanding language, recognising patterns, making decisions, or learning from experience. AI uses data to improve how it works overtime, but it does not think or feel like a person.
AI Speech-to-Text Technology
Knowsley Youth Justice Service use an AI-enhanced speech-to-text application called EchoDesk in some instances to support practitioners with administrative tasks such as writing meeting notes. This technology is developed by Knowsley Council’s IT Service and meets strict privacy and data protection standards.
EchoDesk records spoken discussions and converts them into written text. The purpose of using EchoDesk is to reduce administrative time, allowing practitioners to focus on the conversation and provide better support to children, young people and families.
Use of Robotics (Liberty RPA)
Knowsley Youth Justice Service use Liberty RPA (supplied by Netcall), a robotic process automation tool that performs routine, rule-based tasks by interacting with software in the same way a person would. It automates data entry, helping to improve efficiency and accuracy. All data processed by Liberty RPA is handled securely in line with our data protection policies, with appropriate access controls and audit measures in place.
If I consent, how will my information be used?
If you consent to using EchoDesk the audio recording and resulting transcript, which may include personal and sensitive information, will be processed securely and only for the purpose of creating accurate case notes and improving service delivery. All transcripts are reviewed before being added to your record.
Lawful basis for processing
We process this information under our legal obligations and public task functions as set out in the Crime and Disorder Act 1998 and related legislation, in compliance with the UK GDPR and Data Protection Act 2018.
However, before we use an AI based piece of software such as EchoDesk we will seek your consent to use this.
The lawful basis for doing this under the UK GDPR is:
Processing shall be lawful only if and to the extent that at least one of the following applies:
- 6(1)(a) - the data subject has given consent to the processing of his or her personal data for one or more specific purposes.
- 9(2)(a) - the data subject has given explicit consent to the processing of those personal data for one or more specified purposes, except where domestic law provides that the prohibition referred to in paragraph 1 may not be lifted by the data subject.
Data protection and security
- Audio and text data are stored securely and retained in line with our record retention schedule.
- AI outputs are not used for automated decision-making; human oversight remains in place.
Who sees the information?
Using EchoDesk does not change who sees your information or how it is shared.
Your rights
We need to know if you’re happy for us to use this technology. It is your choice, you can say yes or no. If you agree, you can change your mind anytime by telling your practitioner.
Or contact the youthjusticeservice@knowsley.gov.uk
How will my information be stored?
Your information will be stored securely on our IT system. Some information is held in a central SharePoint site. Access to the systems is restricted to those who are entitled to view and process your data. If the information is collected in a paper format, we will also ensure it is kept secure and destroyed when no longer required.
What rights do I have when it comes to my data?
Under the UK General Data Protection Regulation, you have the following rights with regard to your personal data: -
- The right to subject access – you have the right to see a copy of the personal data that the Council holds about you and find out what it is used for.
- The right to rectification – you have the right to ask the council to correct or remove any inaccurate data that we hold about you.
- The right to erasure (right to be forgotten) you have the right to ask the council to remove data that we hold about you.
- The right to restriction – you have the right to ask for your information to be restricted (locked down) on council systems.
- The right to data portability – you have the right to ask for your data to be transferred back to you or to a new provider at your request.
- The right to object – you have the right to ask the council to stop using your personal data or to stop sending you marketing information, or complain about how your data is used.
- The right to prevent automated decision making – you have the right to ask the council to stop using your data to make automated decisions about you or to stop profiling your behaviour (where applicable).
To find out more about your rights under the UK GDPR, please visit the Information Commissioner’s website.
To request a copy of your data or ask questions about how it is used, please visit our data protection section or contact:
Data Protection Officer
Knowsley Council
Westmorland Road
Huyton
L36 6GA
Or email: Inforights@knowsley.gov.uk
Who can I complain to if I am unhappy about how my data is used?
You can complain directly to the Council’s Data Protection Team by writing to: -
Data Protection Officer
Knowsley Council
Westmorland Road
Huyton
L36 6GA
Or email: data.protection.officer@knowsley.gov.uk
You also have the right to complain to the Information Commissioner’s Office using the following details: -
The Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 08456 30 60 60 or 01625 54 57 45
Website: www.ico.org.uk
Updates to this notice
We review this notice regularly and will post any updates here. Significant changes will be communicated via our website or your YJS worker.