Privacy Notices - Education welfare service Privacy Notice


The Education Welfare Service (EWS) is responsible for discharging statutory duties on behalf of Swindon Borough Council. The EWS collects and processes personal data relating to personal situations regarding a child or young persons in matters relating to:

  • Ensuring regular school attendance including legal action
  • Addressing problems relating to absenteeism and non-school attendance
  • Elective Home Education
  • Children Missing Education
  • Regulation of child employment and children in entertainment
  • Licensing adult chaperones for child performers

We are committed to being transparent about how we collect and use that data and meeting our data protection obligations.

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

Who is collecting and using your personal data?

The EWS will collect data in a number of ways:
• via schools when a request for service has been made.
• direct from Parents.

We will use this data in order to carry out the statutory duties placed upon the Education Welfare Service on behalf of the local authority.

The Local Authority is our data controller and remains responsible for disposing of data in a lawful way.

What personal data do we collect?
  • personal information (such as name, date of birth and address)
  • characteristics (such as gender, ethnicity and disability)
  • school attendance data from the attendance register
  • additional information we receive from schools and other agencies

If you chaperone child performers, we collect:

  • name
  • address and contact details
  • references & information about your work experience
  • images and photographs
  • we also require a Disclosure & Barring Service check

We use this personal data to:

  • ensure schools support children and monitor their school attendance
  • make referrals to other agencies to support children’s well being
  • protect children in employment
  • safeguard children when they are performing
  • assess the quality of our services
  • evaluate and improve our policies, codes of conducts and procedures
How do we process your personal data?

All of your personal data is collected, and processed using secure electronic systems.  The exception to this may be when collecting your data directly from you in which case a paper file may be used for collection purposes and then transferred to an electronic case management system.

Why do we need your personal information?

We require your personal data in order for us to assess the appropriate service for your needs. We require your personal data in order to communicate with you in relation to any service we may be/or would like to be offering to  your child.

How the law allows us to use your information?

We collect and process information about children of compulsory school age and their parent/carers as part of our duties, powers and responsibilities as a local authority as required by the Department for Education (DFE). The legislation, policies and guidance that allow us to do this includes but is not limited to:

  • The Education Act 1996
  • The Education (Pupil Registration) (England) Regulations 2006
  • The Education (Pupil Registration) (England) (Amendment) Regulations 2016
  • The Children Act 1989
  • Crime and Disorder Act 1998
  • The Anti-Social Behaviour Act 2003
  • The Education Act 2005
  • The Education and Inspections Act 2006
  • The Education (Parenting Contracts and Parenting Orders) (England) Regulations 2007
  • The Education (Penalty Notices) (England) Regulations 2007
  • The Education (Penalty Notices) (England) (Amendment) Regulations 2012
  • The Education (Penalty Notices) (England) (Amendment) Regulations 2013
  • The Education and Skills Act 2008
  • Local Authority Employment of Children Bye Laws 1998
  • DFE School attendance Guidance for maintained schools, academies, independent schools and local authorities, November 2016
  • DFE School attendance, parental responsibility measures. Statutory guidance for local authorities, school leaders, school staff, governing bodies and the police, January 2015


Who do we share your information with?

We share your information with Swindon Borough Council services, specifically, Early Help Teams, Children Services, senior LA officers. In addition we share information with Legal Services and judicial agencies such as courts if there are legal proceedings. We do not share information about children referred to us with anyone without explicit consent unless doing so in order to perform a public task, the legislation or our policies allow us to do so.

How do we protect your information?

We take the security of your personal data seriously. We have internal policies and controls in place to ensure that your personal data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees and partners in the proper performance of their duties. We use encryption, staff training and regular testing as part of wider Swindon Borough Council processes to ensure we have secure systems in place.

How long do we keep your personal information?

The Local Authority is required to keep the records of a child who have been involved with the Education Welfare Service until the pupil is age 25 years (this will include some family information). This data is kept securely within an electronic system which must conform to Swindon Borough Council guidelines and policies.

What you can do with your information?

The law says you have the right to see the information we hold about you. If you would like to see this information or you have any concerns about how we look after your personal information, please contact the Council’s Data Protection Officer at or Telephone 01793 445500.

Your right to complain

We have a Data Protection Officer who makes sure we respect your rights and follow the law. If you have any concerns or questions about how we look after your personal information, please contact the Council’s Data Protection Officer, at or by calling 01793 445500 and asking to speak to the Data Protection Officer.
You have a right to complain to the Information Commissioner’s Office about the way in which we process your personal data. For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioner's Office (ICO) at:
Information Commissioner's Office
Wycliffe House
Water Lane

What if you do not provide personal data?

The Local Authority has a number of statutory functions that enables it to access and use your personal data without your permission i.e for legal court proceedings.
We will be unable to offer you access to our none statutory services if we do not have access to your personal data that is required specially for that particular aspect of the service.

How will we ensure compliance?

We have a Data Protection Officer who makes sure we respect your rights and follow the law.
All staff are obliged to sign a confidentiality statement, and undertake training in relation to collecting, using, disposing of personal data which is monitored in order to ensure compliance.

Main privacy notice

You are viewing the Privacy Notice for Education Welfare Service.

Read the main Privacy Notice