Early Years Entitlement - Privacy Notice

This Privacy Notice sets out what you need to know about how the City of Doncaster Council (the Council) will use your information for the sharing of Early Years Entitlement Data and individual assessment data. The Council is committed to meeting its data protection obligations and handling your information securely. You should make sure you read and understand this notice before submitting your information to us.


What information about you do we collect?

For the processing to which this notice relates to be carried out we use the following information:
  • personal information (such as: your name, address) and your child’s Ages and Stages Questionnaire
  • special category personal information – such as: your ethnicity,
  • information that the Local Authority needs in order to support young children to participate in education and to track their progress e.g. ASQ3 scores, Early Years Entitlement, Early Years Provider you have accessed.

How do we collect information about you?

We collect your information from:
  • you directly/other agencies/government departments (e.g. Department of Work and Pensions, RDaSH)
  • information that is reported by Early Years Provider database or
  • meetings to discuss the needs of the service or individual children.

How will your information be used?

Your information may be used to:
  • support individual children to access their early year’s entitlement
  • receive the right support ensuring their developmental needs are met
  • support and challenge providers and professionals to ensure they meet children’s developmental needs
  • develop services based on children’s identified needs
  • provide inclusion support for your child
  • support effective transitions.
Your information may also be used to cross-match to other databases held by the Council such as Public Health and Schools information enabling intelligence to be generated to inform strategic decisions.

The Legal Basis for using your information

The table below sets out the legal basis for each of the activities that this Privacy Notice covers:

Personal Data Activity

Legal basis - GDPR Article 6

S8 DPA (delete as appropriate)

UK Legislation

Personal information of children aged 0-5 and their parents.   

(1)(c) to do so is necessary because of a legal obligation that applies to the Council


Childcare Act 2006

Section 1: Duty on local authorities to improve the well-being of young children in their area and reduce inequalities between them.

Childcare Act 2006

Section 4 (1):  Duty of local authority and relevant partners to work together


Special Category Data Activity

Legal basis - GDPR Article 9

DPA 2018 condition

Other considerations

We will collect the following data of individual children:

Race and ethnic origin

Health data:

ASQ scores

Special Educational Needs or disabilities.

(2)(g) Processing is necessary for reasons of substantial public interest.

Part 2 of schedule 1(1) Substantial Public Interest Conditions


    8. Equality of opportunity or treatment    


Special educational needs and disability code of practice: 0 to 25 years


Statutory guidance for organisations which work with and support children and young people who have special educational needs or disabilities

Who will your information be shared with?

We might share information with other teams within the Council or with other individuals and organisations for a variety of reasons, such as to provide services to you, including sharing with nursery providers who are carrying out local authority function in relation to Early Years services.

We will only share your information when necessary and when the law allows us to, and we will only share the minimum information we need to.  In certain cases, we may also share your information with other individuals and organisations, for example, if you make a complaint to your Councillor, or if the sharing would help with a safeguarding issue, or help prevent a crime. Sometimes, we might share your information without your knowledge.

The Council will never sell your information to anyone.

How long will we keep your information?

We will keep your information for only so long as is necessary – the table below sets out typical timescales for each activity:


Time information kept for

Individual Children 0-5 details.

Ages and Stages Questionnaire, and date of assessment.

Special Educational Needs or Disabilities. 

Deleted from the term of their 5th birthday. 


Your rights

The law gives you specific rights over your information. These rights are:
  • to be informed of our use of information about you;
  • of access to information about you;
  • rectify information about you that is inaccurate;
  • to have your information erased (the ‘right to be forgotten’);
  • to restrict how we use information about you;
  • to move your information to a new service provider;
  • to object to how we use information about you;
  • not to have decisions made about you on the basis of automated decision making;
  • to object to direct marketing; and,
  • to complain about anything the Council does with your information (please see the ‘Complaints’ section below). Some of the rights listed above apply only in certain situations, and some have a limited effect.
Your rights are explained further in the Individuals’ Rights Procedure on our website, as is how to make a request under one or more of them. You can request information about yourself by making a subject access request on this page of the Council’s website.

Data Protection Officer (DPO)

The Council is required by law to have a DPO. The DPO has a number of duties, including:
  • monitoring the Council’s compliance with data protection law;
  • providing expert advice and guidance on data protection;
  • acting as the point of contact for data subjects; and,
  • co-operating and consulting with the Information Commissioner’s Office (see ‘Complaints’ below).
The Council’s Data Protection Officer can be contacted via email at: information.governance@doncaster.gov.uk 

Changes to this privacy notice

This notice is kept under regular review to make sure it is up to date and accurate.


If you are unhappy with the way in which your information has been handled you should contact the Council’s Data Protection Officer so that we can try and put things right. Alternatively, and if we have been unable to resolve your complaint, you can also refer the matter to the Information Commissioner’s Office (ICO). The ICO is the UK's independent body set up to uphold information rights, and they can investigate and adjudicate on any data protection related concerns you raise with them. They can be contacted via the methods below:

Website: www.ico.org.uk 

Telephone: 0303 123 1113

Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.


Last updated: 27 April 2023 15:30:45

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