The Data Protection Act states that unless a relevant exemption applies, personal data is only processed fairly if certain information is provided to the individual/s concerned. This information takes the form of a Privacy Notice (also known as a Fair Processing Notice).

This section of our site contains links to two of the Council's Privacy Notices, as follows:

Use of Information about Children and Young People

The Data Protection Act

  • Under The Data Protection Act (1998), organisations who hold personal data which can identify an individual, and who can determine how this is used, are known as “data controllers”. 
  • The Data Protection Act imposes obligations on those responsible for processing personal data. It gives individuals rights to access their personal information, with parents exercising this right on behalf of their children if the children are too young to do so themselves.
  • Under the Act, personal data must only be used for specific purposes.
  • Data Controllers are required to inform people whose data they hold (pupils/parents) about what they hold, why it is held and with whom it may be shared. This is referred to as a 'Privacy Notice'.


Our Privacy Notice

Bath and NE Somerset Council is a data controller for personal information about children of school age within the area of Bath and NE Somerset. 

This includes details of individual pupils (date of birth, gender, ethnicity, school, year group, admission date, unique identifiers)

We use this data to carry out our statutory responsibilities which include:

  • Processing school applications
  • Assessing and supporting special educational needs
  • Assessing demand for childcare places

The Council also shares some of this information with the NHS for its Public Health England school based screening and immunisation programmes.

For further information about the personal data we hold about you (or your child) and what it is used for, or to request a copy of your information, please contact

We also use information about school children to derive statistics for research purposes and in order to inform our decisions on (for example): the funding of schools, schools performance and the setting of targets, education policy and strategies. Statistical information may also be used to support and monitor schools requirements regarding sickness and recruitment of staff.  Such statistical data is anonymised so that individual children cannot be identified.


Personal Data held by schools

The personal data held by a school about its pupils is used to support pupils' teaching and learning, to monitor and report on pupils' progress, to provide appropriate pastoral care and to assess how well the school is doing.

The information held includes pupils' contact details, national curriculum assessment results, attendance information (for pupils aged 5 and over at maintained schools), characteristics such as ethnic group, special educational needs and any relevant medical information.


Primary Care Trusts (PCT)

Primary Care Trusts (PCT) use information about pupils for research and statistical purposes, to monitor the performance of local health services and to evaluate and develop them. The statistics are used in such a way that individual pupils cannot be identified from them. Information on the height and weight of individual pupils may however be provided to the child and its parents and this will require the PCTs to maintain details of pupils’ names for this purpose for a period designated by the Department of Health following the weighing and measuring process. PCTs may also provide individual schools and LAs with aggregate information on pupils’ height and weight.


Youth Support Services

For pupils aged 13 years and over, the school is legally required to pass on certain information to the provider of youth support services in their area. This is the local authority support service for young people aged 13 to 19 in England. The school must provide the name and address of the pupil and their parents and any further information relevant to the support services' role. In addition, the date of birth of the pupil is supplied.  

Youth Support Services pass on some of the information they collect to the Department for Education (DfE) to enable them to access the local authorities' performance and determine the destinations of young people after they have left compulsary education.  If you require more information about how the DfE store and use your information then please go to the following web address:

Until pupils are aged 16 or older, their parent(s) can ask that no information beyond their children’s name, address and date of birth (and their own name and address) be passed to the youth support services provider. This right transfers to the pupil on their 16th birthday. Pupils and/or parents will need to inform the school if this is what they wish.


Use of CIN (Children in Need) Information

We Bath & North East Somerset hold personal data about our children in care or those children to whom we provide services, and use this data to:

  • Support children and monitor their progress; 

  • Provide appropriate support and pastoral care; and

  • Assess how well the Local Authority (LA) as a whole is doing.

  • This information includes personal characteristics and details for the services we provide. 

We are required to pass on some of this information (but not the names of individual children) to the Department for Education (DfE) who use it to help with their policy development, LA performance management and funding and to assist with the development of good practice.  If you want to see a copy of the information we hold and share about you then please contact the Data and Performance Team (please see contact details below). 

If you require more information about how the LA and/or DfE store and use this data please read the above text, or information available on the DfE website or via post or phone (details which can also be found at the bottom of this page):


Further Information

Online information, advice and support on a range of issues affecting young people can be found on the Directgov Young People page at  with access to trained helpline advisers, via SMS text message, telephone, webchat and email. 

For further information relating to Privacy Notices and the Data Protection Act 1998 generally please visit the Information Commissioners website.

Data & Performance Team contact details:

2nd Floor Riverside North, Temple Street, Keynsham, BS31 1LA 


Phone: 01225 395346


Department for Education (DfE) contact details:

Public Communications Unit, Department for Education, Sanctuary Buildings, Great Smith Street, London SW1P 3BT


Tel:  0870 000 2288

National Fraud Initiative

This authority is required by law to protect the public funds it administers. It may share information provided to it with other bodies responsible for auditing or administering public funds, in order to prevent and detect fraud.

The Cabinet Office appoints the auditor to audit the accounts of this authority. It is also responsible for carrying out data matching exercises.

Data matching involves comparing computer records held by one body against other computer records held by the same or another body to see how far they match. This is usually personal information. Computerised data matching allows potentially fraudulent claims and payments to be identified. Where a match is found it may indicate that there is an inconsistency which requires further investigation. No assumption can be made as to whether there is fraud, error or other explanation until an investigation is carried out.

The Cabinet Office currently requires us to participate in a data matching exercise to assist in the prevention and detection of fraud. We are required to provide particular sets of data to the Cabinet Office for matching for each exercise, and these are set out in the Cabinet Office’s guidance.

The use of data by the Cabinet Office in a data matching exercise is carried out with statutory authority under its powers in Part 6 of the Local Audit and Accountability Act 2014. It does not require the consent of the individuals concerned under the Data Protection Act 1998.

Data matching by the Cabinet Office is subject to a Code of Practice.

For further information on the Cabinet Office’s legal powers and the reasons why it matches particular information, see Fair Processing Level 3 full text or contact the Council's Information Governance Team using the details on the left hand side of this screen.

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Data protection notice

Data protection notice

The information you have provided may be shared across Bath and North East Somerset Council for the purpose of dealing with your enquiry. We will not give information about you to anyone else, or use information about you for other purposes, unless your consent has been given or the law allows this.

The use of your personal information is covered by our registration under the Data Protection Act 1998. You can, under this legislation, request a copy of the information we hold about you. If any information we hold about you is incorrect please let us know.

Bath and North East Somerset Council is committed to upholding the principles of the Data Protection Act, and will not process your information in a way incompatible with these principles.

The Council’s Information Compliance Office can be contacted on (01225) 477000 or via email at

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