Early Years Funding Claims Processing Privacy Notice

This Privacy Notice sets out what you need to know about how City of Doncaster Council (the Council) will use your information for the Early Years Funding Claims Processing. 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: parents and child's name, address and a child’s date of birth)
  • special category information (such as: race and ethnic origin, health data, Special Educational Needs or disabilities
  • Child on roll and attendance information

How do we collect information about you?

  • Ofsted (Childcare Provider Level)
  • Department for Work and Pensions (Parent Level)
  • Health Service (child level data)
  • Information childcare providers submit into the early years headcount portal

How will your information be used?

Your information may be used to:
  • Support individual children to access their early year’s entitlement
  • To process provider payments three times termly
  • To measure take up of entitlements
  • To track the attendance of children
  • To ensure public funds are managed appropriately within statutory regulations
Your information may also be used to cross-match to other databases held by City of Doncaster Council such as Public Health and Schools information enabling intelligence to be generated to inform strategic decisions.

Automatic Processing

The Council uses automatic processing for the above services. This means that some decisions that might affect you are made by a computer. These automatic decisions are 30 hours and 2 year old eligibility checks, and we use the governments Eligibility Checking Service. The decisions are made based upon specific eligibility criteria. Decisions made in this way will affect you by confirming whether or not children meet the eligibility criteria. You are entitled to ask for any solely automatic decisions made about you to be reconsidered by one of our staff, to express your point of view about such decisions and contest – see the Individual Rights Procedure on our website.

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)(b) Because to do so is necessary to take steps at your request to enter into a contract for this service, or for the performance of a contract to which you are party.


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


(c) the exercise of a function conferred on a person by an enactment or rule of law,

Early Education and Childcare Statutory Guidance June 2018


Childcare Act 2006


Section 1 and 2 Secure the equivalent of 30 hours childcare


Section 6  Duty on local authorities to ensure Sufficient Childcare for working parents


Section 7 and 7a secure early years provision free of charge


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:

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

Information required by contract (or information required to enter into a contract)

You are required to provide us with your information to receive this service. The consequences of not providing the information requested are the withdrawal of the Agreement For the Delivery of Free Entitlement Funding for 2, 3 and 4 Year Olds.

Information required by law

The law means that you have to give us the information we have asked for on this form. If you don’t give us this information then we will be unable to process the claims for 2, 3 and 4 year old funding and subsequently we will be unable to make payments to providers

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 Entitlement Funding for 2, 3 and 4 Year Olds. 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 different periods of time, depending on what we are using it for. We only keep your information for as long as we need to, after which we will securely delete the 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

Information relating to children’s attendance and early years funding payments

7 years

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.

Changes to this privacy notice

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

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 by email at information.governance@doncaster.gov.uk


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: 12 July 2023 12:39:02

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