Pupil Access Team, part of the School Improvement Service - privacy notice

We are the team which co-ordinates school admissions on behalf of the Department of Education (DfE) in accordance with the School Admissions Code which is the statutory Code of Practice.

On behalf of Lancashire County Council (LCC), we are the admission authority for community and voluntary controlled schools.

(For all other schools the Governing Body is the admissions authority. This includes Voluntary Aided Schools, Voluntary Controlled Schools, Foundation Schools, and Academies).

We also deal with Home to School Transport; Free School Meals; Welfare Benefits and Appeals.

Why the information stored and how is it used

LCC collects and processes personal data relating to children and families which have requested our assistance with a service. The information given will assist us to provide the service requested.

What information is collected

Pupil Access Team collects the following information in order to manage and facilitate the service.

  • Child's Name
  • Date of Birth
  • Contact Number
  • Address
  • Email
  • Gender
  • Current School
  • Parent Guardian details
  • Council Tax Area
  • Details of siblings at current school
  • Known to an Education Psychologist
  • Disability
  • Known to a local authority
  • Adoption status 
  • Social Care status
  • Social worker data
  • Fostering arrangement

How the information will be shared with schools

The information will be shared with the schools you've selected as a preference. It will be made available to them through the Schools Portal, on excel spreadsheets and on our database which is called IMPULSE.

The legal gateways being used to share the information

General Data Protection Regulation (GDPR)

Article 6 GDPR – Lawfulness of processing

(1) Processing shall be lawful only if and to the extent that at least one of the following applies:
(c) processing is necessary for compliance with a legal obligation to which the controller is subject.

Article 9 GDPR – Processing of special categories of personal data

(1) Processing of personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation shall be prohibited.
(j) processing is necessary for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes in accordance with Article 89(1) based on Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject.

Relevant Legislation that supports the admissions authority processing:

School Standards and Framework Act 1998

  • Chapter 1 of Part 3 of the School Standards and Framework Act 1998 contains the key provisions regarding schools admissions, including the statutory basis for this Code.
  • Section 86 of the SSFA 1998 provides that the admission authority for a maintained school (with the exception of those that select wholly by ability) must comply with any preference expressed by a parent except where to do so would prejudice the provision of efficient education or the efficient use of resources.
  • Section 94 of the SSFA 1998 provides that parents (and in some circumstances children) may appeal against a decision to refuse admission to the school. Two or more admission authorities in the same local authority area may make joint arrangements.
  • The Codes largely include the provisions relating to school admissions made in regulations. The most relevant regulations are:
    a) The School Admissions (Admission Arrangements and Co-ordination of Admission Arrangements) (England) Regulations 2012;
    b) The School Admissions (Infant Class Sizes) (England) Regulations 2012;
    c) The School Admissions (Appeals) (England) Regulations 2012; and
    d) The School Information (England) Regulations 2008

Equality Act 2010

  • This Act consolidates the law prohibiting discrimination, harassment and victimisation and expands the list of protected characteristics. All schools must have due regard to their obligations under the Act and review their policies and practices to make sure these meet the requirements of the Act, even if they believe that they are already operating in a non- discriminatory way.
  • An admission authority must not discriminate on the grounds of disability; gender reassignment; pregnancy and maternity; race; religion or belief; sex; or sexual orientation, against a person in the arrangements and decisions it makes as to who is offered admission as a pupil.
    • An admission authority must not harass a person who has applied for admission as a pupil, in relation to their disability; race; or sex.
  • An admission authority must not victimise a person in relation to a protected act either done, or believed to have been done by that person (e.g. bringing proceedings under the Equality Act 2010) in the arrangements and decisions it makes as to who is offered admission as a pupil.
  • This Act contains limited exceptions to the prohibition of discrimination on grounds of religion or belief and sex. Schools designated by the Secretary of State as having a religious character are exempt from some aspects of the prohibition of discrimination on the grounds of religion or belief and this means they can make a decision about whether or not to admit a child as a pupil on the basis of religion or belief. Single-sex schools are lawfully permitted to discriminate on the grounds of sex in their admission arrangements.
  • Admission authorities are also subject to the Public Sector Equality Duty and therefore must have due regard to the need to eliminate discrimination, harassment and victimisation, advance equality of opportunity, and foster good relations in relation to persons who share a relevant protected characteristic and persons who do not share it.
  • The protected characteristics for these purposes are: disability; gender reassignment; pregnancy and maternity; race; religion or belief; sex; and sexual orientation.

Human Rights Act 1998

  • The Human Rights Act 1998 confers a right of access to education. This right does not extend to securing a place at a particular school. Admission authorities, however, do need to consider parents’ reasons for expressing a preference when they make admission decisions, though this may not necessarily result in the allocation of a place. These might include, for example, the parents’ rights to ensure that their child’s education conforms to their own religious or philosophical convictions (as far as is compatible with the provision of efficient instruction and the avoidance of unreasonable public expenditure).

How your information will be used

Your information will be used to:

  • To ensure children receive a place at school
  • To ensure you are considered for the services requested.

Personal and sensitive information

Personal information is:

  • Information/Data which relates to a living, individual who can be identified from the data or other data/information that Lancashire County Council holds
  • This could be single elements or a combination e.g. names, addresses, occupation, date of birth etc.it could also include opinions about them and intentions towards them.

Sensitive Personal Information/Data is:

  • Physical or mental health, racial or ethnic origin, political opinions, trade union membership, sexual life, criminal allegations or record.

How long your information is stored

Lancashire County Council will only store your information for as long as is legally required or in situations where there is no legal retention period they will follow established best practice.

File Type Description Retention Period
Email Emails held in Outlook that haven't been exported or moved elsewhere. 1 year from the date received and then automatically deleted.
School Admissions - Independent Appeal Panel Member Application Form Statutory requirement to ensure impartiality of the appeal process. To ensure natural justice. Retained for the duration of the tenure in accordance with the School Admission Appeals Code, Statutory Advisory Code.
School Admissions - Independent Appeal Panel Member Database - Admissions Statutory requirement to ensure impartiality of the appeal process. To ensure natural justice. For duration of tenure in accordance with the School Admission Appeals Code, Statutory Advisory Code.
School Admissions - Independent Review Process Member Database - Exclusions Statutory requirement to ensure impartiality of the review process. To ensure natural justice. For duration of tenure - In accordance with the School Exclusion Guidance issued by the DfE.
School Admissions - School Preference Data COLLECT - Secondary Statutory requirement for DfE. Held by DfE in accordance with DfE reporting requirements
School Admissions - School Preference Data COLLECT - Primary Statutory requirement for DfE. Hold in accordance with DfE reporting requirements.
School Admissions - eAdmissions / late application eform Statutory requirement upon a Local Authority to provide parents with a system to apply for a school place. To allow the allocation of a preferred school place, in accordance with published admission criterion. Retained until the pupil has reached the age of 25.
The School Admissions (Admission Arrangements and Co-ordination of Admission Arrangements) (England) Regulations 2012
School Admissions - Appeal Check List To gather information pending School Admission Appeal Submission

Retained for two academic years.

School Standards and Framework Act 1998

School Admissions Appeal Code.

School Admissions - Admission Appeal Form School Admission Appeals 

Retained for two academic years.

School Standards and Framework Act 1998.

School Admissions Appeal Code.

Further Information

If you would like more information concerning the Pupil Access Team's processes then email ECSPupilAccess.Central@lancashire.gov.uk.

Your rights

If you would like to request a copy of the information Lancashire County Council holds on you then please make your request in writing to the Information Governance Team.

If at any point you believe the information we process on you is incorrect you can request to see this information and even have it corrected or deleted. Where possible we will seek to comply with your request but we may need to hold or process information in connection with one or more of the Council’s legal functions.

You have the right to opt out of Lancashire County Council receiving or holding your personal identifiable information. There are occasions where service providers will have a legal duty to share information, for example for safeguarding or criminal issues. The process for opting out will depend on the specific data is and what programme it relates to.

If you wish to raise a complaint on how we have handled your personal data, you can contact the Information Governance team who will investigate the matter. If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the Information Commissioner's Office (external link).

Data Protection Officer

As a public authority we are required to have a Data Protection Officer who is responsible for:

  • Monitoring the council's compliance with the GDPR and other data protection laws. Monitoring our data protection policies, awareness-raising, training, and audits.
  • Advising the council in respect to their data protection obligations.
  • Provide advice and monitor the Data Protection Impact Assessment process.
  • Acts as a point of contact for the Information Commissioner's Office (ICO) and members of public on any matter relating to Data Protection.

If you need to contact the Data Protection Officer their details are:

Paul Bond
Data Protection Officer
Lancashire County Council
PO Box 78
County Hall
Preston
PR1 8XJ

Email: dpo@lancashire.gov.uk

Data Controller

Lancashire County Council is a registered data controller with the Information Commissioner’s Office. You can search the register of data controllers (external link) to find out more about:

  • Reasons/purposes for which we process information
  • Type/classes of information we process
  • Who we process information about
  • Who we may share information with

For more details about data protection please refer to the Information Commissioner's Office website (external link).