2 Year Old Funding Application Privacy Notice

This Privacy Notice sets out what you need to know about how the City of Doncaster Council (the Council) will use your and your child's information in relation to your application for 2 year old funding. The Council is committed to meeting its data protection obligations and handling this information securely. You should make sure you read and understand this notice before submitting your or your child’s 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, telephone number, National Insurance/ NASS number, date of birth) and your child’s name and date of birth
  • special category personal information such as information about your child’s disability, or special guardianship.

How do we collect information about you?

We collect your information from the Department for Education. We also collect information directly e.g. by asking you to complete a form (this may be digital (on-line) or a paper copy), or when you telephone Families Information Service or the Early Education Funding team.

How will your information be used?

Your information will be used to:
  • process the Early Education Funding entitlement for 2 year olds
  • to maintain a record of your enquiry
  • to provide face to face and on the phone support and advice
  • to enable us to meet our statutory responsibilities, which includes securing sufficient childcare, and using data to understand our community needs.

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 – namely The Department for Education’s eligibility checking system. This provides a mechanism for local authorities to verify whether children meet the eligibility criteria based on upon your household income and parents receipt of benefits (including Universal Credit). Decisions made in this way will affect you by confirming whether or not children meet the eligibility criteria for two year old funding. 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

Consent (and withdrawing consent)

The Council collects and uses information about you on the basis that you have given us your consent to do so. You may withdraw your consent and ask us not to use information about you for checking your eligibility to access 2-year-old funding by emailing Families Information Service – fis@doncaster.gov.uk and stating that you wish to withdraw your consent.

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 is that once we have checked your eligibility to access 2-year-old funding your child will not be able to take up a funded early education place at 2-years-old.

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

To be able to take up the funded early education place at 2 years old 

(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.



To check the eligibility to access the 2 year old funding 

(1)(a) Because to do so explicit consent is provided to administer and deliver the service



Special Category Data Activity

Legal basis - GDPR Article 9

DPA 2018 condition

Other considerations

To check the eligibility to access the 2 year old funding 

(2)(a) the data subject has given explicit consent to the processing



To be able to take up the funded early education place at 2 years old

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

Part 2 of schedule 1


Who will your information be shared with?

We will be checking your data against the Department for Education’s eligibility checking system provides a mechanism for local authorities to verify whether children meet the eligibility criteria. We sometimes also need to share your information within the Council or with other organisations including:
  • Early Years Funding Team,
  • Learning Provision,
  • School admissions,
  • Early Years’ Service,
  • Family Hubs,
  • Finance department,
  • Childcare providers and
  • Schools
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 else.

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 either securely delete the information.

 Activity Time information kept for
To be able to take up the funded early education place at 2 years old Information is passed to the Funding Team and is kept for 6 years plus the current financial year.
To check the eligibility to access the 2 year old funding Once the information has been checked for eligibility it is no longer kept if not eligible, see above for those who are eligible. 

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: 07 July 2023 08:30:08

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