School Admissions Privacy Notice
As a Local Authority, Ceredigion County Council acts as an admissions authority as defined by the School Standards and Framework Act 1998 (as amended). As such the Authority is required to obtain personal data in order to process admissions to schools within the local authority area. This privacy notice sets out the ways in which personal data is used in order to carry out this processing.
The purposes for which we use your personal data
The admissions data forms the start of your child’s educational record. Your information will be used to enable the schools of the local authority to permit admission of your child to one of the schools of your choice. This data will also be shared with the catering provider once accepted, and will be used to assist the school in administering cashless payments for school meals. Details of the system used to administer cashless payments are given in the individual school’s privacy notice.
The lawful basis for the processing of your information is that processing is necessary to carry out a task in the public interest or in the exercise of official authority with a basis in law. The statutes relied upon include:
- The School Standards and Framework Act 1998 as amended by the Education Act 2011
Where special category data is processed, the lawful basis shall be:
- Article 9 2 g) reasons of substantial public interest (legislation as above)
The substantial public interest processing condition shall be:
- Statutory or government purposes and where necessary equality of opportunity or treatment
What if you do not provide personal data?
If you do not give us the information we need when we ask for it, this may result in our being unable to process your application to the school of your choice.
What type of information do we use?
We may collect the following types of personal data about you to deliver this service, depending on your circumstances:
- your personal information (such as name, address, contact details)
- your child’s personal information (such as name, address, date of birth and any photo of their likeness that is provided with their application)
- current school (if applicable)
- school preference information and parent’s reasons for selection
- name and date of birth of any sibling already attending a preferred school
- looked after children, adoption, special guardianship order or child arrangement history
- special category information (Education Health and Care Plan status and detail of any Special Educational Need)
Do we use information received from other sources?
To provide this service, we collect information directly from you but depending on your circumstances may also receive information from the following sources:
- Ceredigion County Council Additional Learning Needs team
- In the case of school transfers, the school your child is transferring from
The following types of personal data may be obtained, depending on your circumstances:
- your personal information (such as name, address, contact details)
- your child’s personal information (such as name, address, date of birth and any photo of their likeness that is provided with their application)
- current school (if applicable)
- school preference information and parent’s reasons for selection
- name and date of birth of any sibling already attending a preferred school
- looked after children, adoption, special guardianship order or child arrangement history
- special category information (Education Health and Care Plan status and detail of any Special Educational Need)
Transferring your information abroad
Your information will not be transferred outside the United Kingdom.
Who your information may be shared with (internally and externally)
Where your child is transferring outside of the Local Authority Area, personal data will be shared with the destination Authority or school via a Common Transfer File.
Depending on your child’s circumstances personal data may also be shared with:
- Additional Learning Needs Service
- Careers Service
- Hywel Dda School Nursing Team
There are specific situations where we may be required to disclose information about you, such as:
- Where the Council is required to provide the information by law
- Where disclosing the information is required to prevent or detect a crime
- Where disclosure is in the vital interests of the person concerned