Privacy Notice - School and Nursery Applications

The City of Doncaster Council (the Council) uses information about you and your child to consider applications for admission to school, including school nursery classes and requests for school transfers. The Council is committed to meeting its data protection obligations and handling your information securely. This Notice sets out what you need to know about how we will use your information. 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, your child’s name and date of birth, address, telephone number)
  • special category personal information (such as: your ethnicity, information about your physical and mental health)

How do we collect information about you?

We collect/obtain your information from you directly (e.g. by asking you to complete our online and paper application forms, or when you telephone the School Admission Team, or our Customer Services Contact Centre or from schools, colleges and other educational establishments.

The legal basis for using your information

The Council collects and uses information about you on the basis that to do so is necessary to carry out our statutory functions in accordance with the School Admissions and Appeals Codes and School Standard and Framework Act 1998.

Who will your information be shared with?

We share information for a variety of reasons, such as to provide services to you, for safeguarding and the prevention and detection of crime. The Council will never sell your information to anyone else, but we may share some of it with other individuals and organisations, including:
  • South Yorkshire Passenger Transport Executive (SYPTE)
  • Your Councillor
  • The NHS, GPs, School Nurses and other Medical Professionals
  • Other Internal Council teams including, SEND, Behaviour and Attendance, School Transport, Social Care teams.
We will share your information with:
  • Relevant Schools, including maintained schools, academies and free schools
  • Other Local Authorities who will process the application form
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. Sometimes, we may share your information without your knowledge; for example, to prevent or detect crime or benefit fraud.

How long will we keep your information?

We will keep your information for a period of 3 years after the offer of a school place is made.

Your rights

The Data Protection Act 2018 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 next section).
Some of the rights listed above apply only in certain situations, and some have a limited effect. Your rights are explained further in the Subject Rights Procedure on our website, as is how to make a request under one or more of them. You can access information about yourself by making a subject access request on the following page of the Council’s website

Data Protection Officer

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 at 


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:


Telephone: 0303 123 1113

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


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Last updated: 27 June 2023 12:24:10

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