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Schools admissions, transport and free school meals

18 May 2018

What service is being provided?

School admissions, transport and free school meals.

This service administers applications for school admissions, transport and free schools meals (education awards) in accordance with statutory obligations and Council policy.


What personal data do we need from you?


Name and contact details

Date of birth

School preferences

NHS number


What 'special types' of personal data do we need from you?


Physical or mental health details


Who will be using your personal data?


The Data Controller is Essex County Council


The Data Protection Officer for Essex County Council can be contacted at


The Data Processors supporting this purpose are Capita One (system) and contracted School transport operators


What will it be used for and what gives us the right to ask for it and use it?


Delivering this service to you

Planning and improving the service

Preventing or detecting of fraud or crime

Research – using only anonymised data unless we specifically ask for your consent


If we cannot use your data we would be unable to administer your application for schools, provide schools transport or process a claim for free school meals.


Our legal basis for using your personal data is “Legal Obligation".


Our legal basis for using your special personal data is “Substantial public interest".


Who else might we share your data with?


Local government

Education providers

Other local authorities

Department for Education

Other Education Teams

Use of your NHS number in education

If you are receiving education then the NHS may share your NHS number with the local authority.

This is so the NHS and the local authority are using the same number to identify you while providing your education.

By using the same number the NHS and the local authority can work together more closely to improve your education and support.

We'll use this number in an integrated care record system across a number of support services including GPs, hospitals, community matrons, district nurses and social care practitioners.

It will also be shared with statutory education services for the provision of targeted education for children and young people.

If you want to opt-out from the use of your NHS number for education purposes, please talk with your social worker, or by contacting us on 0345 603 7630 or email:

My Care Record -


How long will your data be kept?


We will stop using your data upon completion of the relevant  service.

Your data will be deleted 25 years after we stop using it.


Our use of your data will be subject to the following legal rights:


  • Your Right to be Informed
  • Your Right to Access your personal data
  • Your Right for us to Rectify your personal data
  • Your Right to Restrict our processing of your personal data


We may also receive personal information about you from others:


This is who is giving us your personal data:

Generally parents themselves however on occasions other parties such as schools and external agencies such as NHS, charities and other Local Authorities may provide us with information.


Link to a relevant other privacy notice

Capita -


Visit the following links for more information about Privacy Law, our obligations and your Rights:


The ICO Guide to the General Data Protection Regulation 2016

The General Data Protection Regulation 2016


If you have concerns over the way we are asking for or using your personal data, please raise the matter with our Data Protection Officer by the following means:


Postal AddressData Protection Officer, Information Governance Team, Essex County Council, County Hall, Market Road, Chelmsford, Essex, CM11QH
Phone Number0333 013 9824


If you still have concerns following our response you have the right to raise the matter with the Information Commissioner's Office:


Postal AddressInformation Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Online Form
Phone Number0303 123 1113


For our full privacy notice: