Child employment and children in entertainment - Privacy notices

Last updated: 16th January 2023                                                      

The following privacy notice applies to the Child Employment and Children in Entertainment service (CECE) provided by Warwickshire County Council. It should be read in addition to the council’s overall Customer Privacy Notice           

The CECE service processes your personal information in order to:

• Issue child employment permits to allow children to take part in employment.
• Issue licences to allow children to take part in entertainment.
• Approve chaperones for children in entertainment.

We collect the following personal information:

Children

• Personal details (e.g. Name, Contacts, Address, Date of birth, Photograph)
• Personal reference numbers (UPN)
• Family details
• Employment details (related to any previous employment)
• Licenses or permits held (related to any previous employment)
• School place - attendance
• Medical information (if a medical requested by the licensing authority)

Parents

• Personal details (e.g. Name, Email, Contacts, Address, postcode)

Chaperones

• Personal details (e.g. Name, Email, Contacts, Address, Date of birth, Photograph)
• Family details (children)
• Employment details
• Licenses or permits held (relevant to this type of application)
• Physical or mental health details (incl health or social care records), if relevant to providing chaperone service
• Offences (including alleged offences) criminal proceedings, outcomes and sentences

Employers or Entertainment Teams

• Personal details (e.g. Name, Email, Contacts, Address of registered business contact)
• Type of business

Our lawful basis for processing this information is:

• For compliance with a public task with a clear basis in law

Our lawful basis for processing sensitive (special category) data, such as health information and offences, as listed above is:

• Substantial public interest with a clear basis in law.

The following significant legislation and associated regulations govern our processing:

• Warwickshire County Council Byelaws
• Children and Young Persons Act 1933 Sections 23 to 30
• The Children and Young Persons Act 1963 sections 37 to 44
• The Children (Performances and Activities) (England) Regulations 2014

We may share information with another local authority if they want to check if a chaperone is approved with us. This is only used to confirm status and we do not provide any other details.

• Work permits, including child employment applications = Date of Birth of child to be employed + 25 years.
• Unsuccessful child employment permit applications = Disposed once applicant informed of rejection.
• Issued / Revoked licences, including child performance licence applications = Date of Birth of child to be performing + 25 years.
• Refused Licences, including child performance licence applications = Disposed once applicant informed of rejection.
• Chaperone Applications = Last contact + 6 years.
• Inspection records for places of entertainment = Date of inspection + 6 years.
• Exemption Request and Declaration Forms = Keep until date of stated performance has passed.

Please note: all stated retention periods will be subject to any legal holds imposed under the Inquiries Act 2005 that may concern the information and override standard retention.

Your information rights for this service are set out below.

• For Access to your personal information see www.warwickshire.gov.uk/accesstoinformation.
• For rectification of your personal information, or to restrict or object to the processing of your personal information please contact us by email at: childentertainment@warwickshire.gov.uk.
• The rights of Erasure and Portability are not available for this service.
• This service does not use Automated Decision Making or Profiling as a process. 

See our overall privacy notice for further contact details and if you have a complaint about your information rights.