Privacy Notices - Free School Meals Privacy Policy


You need to be aware of this Privacy Notice if you are making an application for free school meals.

What is a Privacy Notice?

A Privacy Notice is a statement issued by an organisation which explains how personal and confidential data about individuals is collected, used and shared.

Who is collecting and using your personal data?

Swindon Borough Council will act as a “Data Controller” for any personal data that you provide to us. We will ensure that the data given to us is processed in line with our Data Protection Act 2018 (DPA 18) and the EU General Data Protection Regulations. (GDPR)

To find out more about Swindon Borough Council’s data protection policies please contact our Data Protection Officer. or in writing to Data Protection Officer, Civic Offices, Euclid Street, Swindon, Wiltshire, SN1 2JH.

Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession.

The processing of data is governed by the General Data Protection Regulation 2016/679 (the “GDPR”).

What personal data do we collect?

The type of data we hold will typically include:

  • Contact details including name, address and telephone numbers
  • Identifying details including date of birth of child and parent
  • Parent’s National Insurance number
  • Child’s school placement
Why do we need your personal information?

We may need to use some information about you:

  • to check and determine eligibility of parents for Free School Meals and Pupil Premium for their children.
How the law allows us to use your information?

The legal basis for collecting this information for Free School Meals is under section 512 of the Education Act 1996.  For Pupil Premium, this is under the School Information Regulations 2010

Who do we share your information with?

Where necessary, we will share your data with the relevant schools and parents.

Your name and address will also be shared with the Electoral Registration Officer for the purposes of updating records and ensuring address information held by the Electoral Registration Officer is up to date.

How do we protect your information?

We will do what we can to make sure we hold records about you (on paper and electronically) in a secure way, and we will only make them available to those who have a right to see them.

Examples of our security include:

  • encryption, meaning that information is hidden so that it cannot be read without special knowledge (such as a password). This is done with a secret code, or what is called a 'cypher'. The hidden information is said to then be 'encrypted'
  • pseudonymisation, meaning that we will use a different name so we can hide parts of your personal information from view. This means that someone outside of the Council could work on your information for us without ever knowing it was yours
  • controlling access to systems and networks allows us to stop people who are not allowed to view your personal information from getting access to it
  • training for our staff allows us to make them aware of how to handle information and how and when to report when something goes wrong
  • regular testing of our technology and ways of working including keeping up to date on the latest security updates (commonly called patches).
How long do we keep your personal information?

Your data will be kept for a period of 7 years whether you are eligible or not.

What you can do with your information?

You have a right to access and obtain a copy of the personal data that we hold about you and to ask us to correct your personal data if there are any errors or it is out of date.

Main privacy notice

You are viewing the Privacy Notice for Free School Meals.

Read the main Privacy Notice