Free school meals privacy notice
Published: 30 April 2021
Our contact details
Name: Data Protection Officer
Address: Time Square, Market Street, Bracknell, RG12 1JD
Phone Number: 01344 352000
The type of personal information we collect
We currently collect and process the following information:
- free school meal application forms
- parent and guardians full name, National Insurance number, date of birth, address and other contact details
- child’s full name, address, school, date of birth
- proof of qualifying benefit
How we get the personal information and why we have it
All of the personal information we process is provided to us directly by you or someone acting on your behalf, for one of the following reasons:
- to process your application
- to enable us to inform your child’s current school of your child’s entitlement
- to enable us to contact you to get benefit information where required
We also receive personal information indirectly, from the following sources in the following scenarios:
- Department for Work and Pensions
How the law allows us to use your personal information
We have a legal obligation under Section 512 of The Education Act 1996.
Lawful basis for processing
Under the Data Protection Act 2018 General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information is Article 6 GDPR:
- (a) you have given consent
- (c) processing is necessary for compliance with a legal obligation to which we are subject
- (e) a task carried out in the public interest
Where we do use consent to process your personal data, we will explain to you what we are asking you to agree to and why.
If we have consent to use your personal data, you have the right to remove it at any time.
If you want to remove your consent, contact us by emailing: firstname.lastname@example.org
If you remove your consent we are unlikely to be able to provide continued services to you.
Who we share your information with
We share information with:
- your child’s current school to inform them of the outcome of your application
- the government eligibility checking hub to determine your eligibility for free school meals
- the Department for Education
How we store your personal information
Your information is stored only as long as required to process your application.
Once your application has been processed and your child’s current school informed of the outcome, all your personal information is deleted.
Data will not be kept for longer than is necessary and is kept in line with the council’s retention and disposal schedule.
Your data protection rights
Under data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your information.
Your right of access
You have the right to ask us for copies of your personal information. This right always applies. There are some exemptions, which means you may not always receive all the information we process.
Find out more about your right of access from the ICO.
Your right to get your data corrected
You have the right to ask us to correct information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies.
Find out more about your right to get your data corrected from the ICO.
Your right to get your data deleted
You have the right to ask us to delete your personal information in certain circumstances.
Find out more about your right to get your data deleted from the ICO.
Your right to limit how organisations use your data
You have the right to ask us to limit the processing of your information in certain circumstances.
Find out more about your right to limit how organisations use your data from the ICO.
Your right to object to the use of your data
You have the right to object to processing if we are able to process your information because the process forms part of our public tasks.
Find out more about your right to object to the use of your data from the ICO.
Your right to data portability
This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another, or give it to you.
The right only applies if we are processing information based on your consent or under, or in talks about entering into a contract and the processing is automated.
Find out more about your right to data portability from the ICO.
Making a request
You are not required to pay any charge for exercising your rights. If you make a request, we have 28 days to respond to you.
To make a request, contact us by emailing: email@example.com
As a public authority and a provider of services to the public, we have a legal duty to comply with the Equality Act 2010.
This means we need to make service adjustments for anyone with a disability who contacts us in any capacity, to eliminate any barriers to accessing our services.
Our lawful basis for processing this information is article 6(1)(c) of the GDPR as we have a legal obligation to provide this. Our processing of special category data, such as health information you give us, will be based on article 9(2)(a), which means we need your consent.
We will create a record of your adjustment requirements. These will give your name, contact details and type of adjustment required, along with a brief description of why it is required. Relevant staff can access this to make sure they are communicating with you in the required way.
Please contact firstname.lastname@example.org should you require service adjustments.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at email@example.com
You can also complain to the ICO if you are unhappy with how we have used your data by:
- visiting the ICO website
- phoning the ICO helpline on 0303 123 1113
Information Commissioner’s Office
- Information Commissioner’s Office