Privacy Notices - School admissions appeal Privacy Notice


You need to be aware of this Privacy Notice if you are submitting a School Admissions Appeal.

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. 

Your personal data – what is it?

Personal data is data that is used to identify an individual. It can be simple contact details such as name and address or more detailed such as your medical, health or employment records.

What personal data do we collect?

The categories of the information we collect, process, hold and share include:

  • name, address and contact details
  • parent name and parental responsibility status and address. This may include proof of address such as a copy of the child benefit letter/exchange of contracts.
  • reasons why you are appealing
  • medical/health information
How do we process your personal data?

We will use the information provided on your application form and any supporting information provided by you to create your case papers and to administer your appeal.

Why do we need your personal information?

We need the personal data you provide to:

  • enable us to carry out specific functions for which we are responsible
  • assess performance and to set targets for the services we provide
How the law allows us to use your information?

We process your personal data in accordance with the Data Protection Act 2018 where the processing is necessary for compliance with a legal obligation to which the council is subject; School Admissions Code 2014, School Admissions Appeals Code 2012, Education Act 1996, School Standards Framework Act 1998, Infant Class Size Regulations 2012, School Admissions Regulations 2012.

Who do we share your information with?

We share the personal data provided with:

  • council education and social care services.
  • Swindon Borough Council schools

We may, if required by law, provide the personal data you provide to other Government Agencies for safeguarding purposes.

How do we protect your information?

We employ state-of-the-art electronic security measures to protect electronic data from unlawful access.

We ensure our staff undergo regular Data Protection refresher training.

How long do we keep your personal information?

We hold children and young person’s data for set periods of time based on statutory requirements and the council’s data retention policy. We do not retain personal information longer than is necessary by law.

What you can do with your information?

You have the right to:

  • be informed of how we will process it
  • request a copy of what we hold about you and in commonly used electronic format if you wish (if you provided this to us electronically for automated processing, we will return it in the same way)
  • have it amended if it is incorrect or incomplete
  • withdraw your consent if you no longer wish us to process
  • restrict how we process it
  • object to us using it for marketing or research purposes
  • object to us using it in relation to a legal task or in the exercise of an official authority
  • request that a person reviews an automated decision where it has had an adverse effect on you
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?

If you do provide the requested personal data, this may affect your application, leading to delays or denial of service.

Main privacy notice

You are viewing the Privacy Notice for school admissions appeal.

Read the main Privacy Notice