School Admissions

This notice explains what personal data (information) we hold about you, how we collect it, how we use it and how we may share information that we hold about you in order to deliver our services. We are required to give you this information under data protection law. Northamptonshire County Council is committed to protecting your privacy when you use our services. The Privacy Notice below explains how we use information about you and how we protect your privacy.

Northamptonshire County Council (NCC) complies with data protection legislation (the Data Protection Act 2018 and the General Data Protection Regulation (GDPR) and is registered as a 'Data Controller' (Reg. No. Z7589390).

Who we are

Children First Northamptonshire is part of Northamptonshire County Council and provides services in the following areas:

  • Adoption and Fostering
  • Help and Protection for Children
  • Early Years
  • Schools and Education
  • Special Educational Needs and Disability
  • Youth Offending Service

School Admissions is a statutory service which co-ordinates applications for primary, junior and secondary places. The service also provides Presenting Officers for School Admission Appeals.

What personal information do we collect to deliver this service?

We will collect the following personal information to deliver this service (the list is not exhaustive):

  • personal information e.g. the child's full name, preferred name, current address, new address, placement address, date of birth, age, year group
  • the parent's name, relationship to child, contact telephone number, email address, whether the person making the application has parental responsibility
  • sibling is attendance at the school applied for
  • special category information such as gender
  • Capita One ID Number
  • Child in Care status
  • current school or previous school
  • EHC Plan
  • other agency involvement
  • family contact details (see above)
  • schools applied for
  • date the application was submitted
  • reasons for the application

What information might we collect from organisations or teams to assist in the delivery of our service?

  • exclusion from education details
  • police involvement and convictions
  • home to school transport details
  • information from the previous school
  • information from other agencies in regards to any safeguarding concerns

How we collect this personal information

We collect personal information in the following ways:

  • face to face
  • assessment or report
  • application form
  • telephone
  • email or in writing

How your personal information is stored

We hold data securely for the set amount of time detailed in our records Retention Schedule. For more information in regards to this and how we keep your information safe please check our Records retention schedule.

Purpose of collecting personal information

  • Service delivery

How we use this personal information

  • to allocate school places in accordance with the School Admissions code
  • to provide information for School Admission Appeals and to act in accordance with the School Admission Appeals Code
  • to assess and evaluate our services
  • to provide ongoing support and advice to schools
  • for in-year admissions to ensure that the allocated school is aware of any safeguarding concerns, behaviour or attendance issues so that appropriate support can be put in place when a child is admitted

How long your personal information is held for

Information which you have provided the Council will be stored securely in line with the retention periods shown below after which time it is archived or securely destroyed, unless we are required by law to retain records for longer than the stated retention period. The information will only be used for the purposes stated when it was collected. Information will not be sold, rented or provided to anyone else, or used for any other purpose than that for which it was originally collected unless required to by law.

​Category of information​Retention period
​School Admissions – if the admission is successfulDate of admission +1 year
​School Admissions – if the admission is unsuccessfulResolution of case +1 year
​School Admissions – Secondary schools – Casual​Current year +1 year
​School Admissions - Policies​Date of policy +5 years
​Procedure for Entrance to Secondary Education (PESE) – PESE 3 and PESE 4 forms​Date of admission +5 years then review
​School Admission appeals​Date the appeal process resolved +2 years
​Home to School Transport appeals​Reference purposes until the child reaches Year 13 in case of involvement by the Local Government Ombudsman

What is the legal basis for the collection and use of your personal information?

We collect and use your personal information in order to:

  • perform a Statutory Duty
  • to enable service delivery
  • to enable official reporting
  • to manage funding or grants

The legal bases that govern and direct our service delivery are as follows:

  • Education Act 1996
  • School Standards and Framework Act 1998
  • School Admissions Code
  • Schools Admissions Appeals Code
  • Equality Act 2010
  • Human Rights Act 1998

Who we may share your information with

If required we will share your information with other Northamptonshire County Council (NCC) departments such as:

  • Children First
  • Education and Universal Services
  • LGSS Legal
  • Place – School Place planning

We may also share your information outside of NCC with the following organisations (this list is not exhaustive):

  • Childcare providers
  • Department for Education
  • Immigration (Home Office)
  • Independent Education providers
  • Schools Adjudicator
  • Education Skills and Funding Agency
  • Free Schools Network
  • Schools
  • Alternative Education Providers

Why do we share this information?

In order for the service to fully carry out its legal duties and to deliver its service it is a necessary requirement to share this information. 

We will share personal information with law enforcement or other authorities if required by applicable law.

Your rights

Under GDPR you have rights which you can exercise free of charge which allow you to:

  • know what we are doing with your information and why we are doing it
  • ask to see what information we hold about you (subject access request)
  • ask us to correct any mistakes in the information we hold about you
  • object to direct marketing
  • make a complaint to the Information Commissioners Office
  • withdraw consent at any time (if applicable as this will not be possible in certain circumstances)

Depending on our reason for using your information you may also be entitled to:

  • ask us to delete information we hold about you (if applicable) have your information transferred electronically to yourself or to another organisation
  • object to decisions being made that significantly affect you
  • object to how we are using your information
  • stop us using your information in certain ways

We will always seek to comply with your request however we may be required to hold or use your information to comply with legal duties which will override the requirements of the GDPR. Please note, your request may delay or prevent us delivering a service to you.

For further information about your rights, including the circumstances in which they apply, see the guidance from the UK Information Commissioners Office (ICO) on individuals' rights under GDPR.

We are required under Section 6 of the Audit Commission Act 1998 to participate in the National Fraud Initiative data matching exercise. The data held will be used for cross-system and cross authority comparison for the prevention and detection of fraud. For further information see the National Fraud Initiative webpage.

Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

Requesting access to your personal information

Under data protection legislation, parents, carers and children have the right to request access to information that we hold on them. To make a request for your personal information please contact:

FOI/Data Protection Team
Northamptonshire County Council
One Angel Square


Phone: 01604 368 360

If you have a concern about the way we are collecting or using your personal information, you should raise your concern with us in the first instance. GDPR also gives you right to lodge a complaint with a supervisory authority. The supervisory authority in the UK is the Information Commissioner who may be contacted on 03031 231 113. Or see the ICO Website for further details.

Read our corporate privacy statement for more information.

Contact us

If you would like to discuss anything in this Privacy Notice please contact:

Data Protection Officer
Northamptonshire County Council
One Angel Square


Phone number: 01604 368 360