PN034 - School Admissions and Transfers Privacy Notice

Torfaen County Borough Council is committed to protecting your privacy when you use our services. This Privacy Notice is designed to give you information about the data we hold about you, how we use it, your rights in relation to it and the safeguards in place to protect it.

TCBC Service Area: Education
Work area: School Admissions and Transfers
Contact Details: Kelly Slade
Privacy Notice Name: School Admissions and Transfers

Data Controller: Torfaen County Borough Council, c/o Civic Centre, Pontypool, NP4 6YB

If you wish to raise a concern about the handling of your personal data, please contact the Data Protection Officer on 01495 762200 or email

Data is collected in order to support the School Admission/Transfer process.

Who provides your data to the Council?

The personal information we process is provided to us directly by you in order that we have the correct information on parents/carers and pupils to meet their needs.


We receive personal information indirectly from schools, Social Care, Other agencies and other Local Authorities to support the School Admission/Transfer process.

How does the Council collect this information?

  • Electronic forms
  • Phone
  • Referrals

What information does the Council collect about you?

The Admission Team collects:

  • Name
  • Address
  • Telephone Contact Details
  • Email Address
  • Childs Name
  • Looked after Children detail
  • School attending
  • Additional Learning Need detail
  • Sibling details
  • Domestic Violence
  • Pupil Interventions
  • Exclusion details
  • Social Care involvement
  • Exam / Test data
  • Service Children details

Why does the Council process your personal data?

Under Article 6 of the UK General Data Protection Regulation (GDPR), the lawful basis we rely on for processing this information is:

(e) We need it to perform a public task. (Welsh Government School Admission Code, July 2013 and the Schools Standard Framework Act 1998).

Please note we may ask for consent to engage in the service or for the sharing of information with providers, however, consent is not the legal basis we rely on to process your personal data.

Special categories of personal data:

We collect the following special category data:

  • Data concerning Health
  • Data concerning a person’s sexual orientation

We collect this under Article 9 of the UK GDPR.

We do not collect criminal data

Who has access to your data?

Your data is shared internally only with the appropriate staff where it is necessary for the performance of their roles.

Your data may also be shared externally with organisations for information only and advice may include, but not be limited to:

  • Schools
  • Social Care and other Council Departments
  • Police
  • Other Local Authorities

Apart from where previously stated, we do not pass your details to third parties unless we are lawfully required do so.

Is the Data transferred out of the UK?


How does the Council keep your data secure?

The Council has internal policies in place to ensure the data it processes is not lost, accidentally destroyed, misused or disclosed. Access to this data is restricted in accordance with the Council’s internal policies and in compliance with the UK GDPR.

Data will be stored securely in:

  • Secure network
  • Secured physical storage for paper and hard copies until scanned

Where the Council engages third parties to process personal data on its behalf, they do so on the basis of written instructions. These third parties are also under a duty of confidentiality and are obliged to implement appropriate measures to ensure the security of data

How long does the Council keep your data?

The Council will hold your personal data only for the period that is necessary and will follow organisational and Local Authority standards in this area. At the end of the retention period the Council will securely destroy or dispose of the data in line with retention schedules.

  • 25 years

Are we making automated decisions/profiling with your data?


Your rights

You have a number of Rights you can exercise:

  • Access - to obtain a copy of your data on request
  • Rectification – to require the Council to change incorrect or incomplete data
  • Object, Restrict or Delete - under certain circumstances you can require the Council to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing
  • Data portability – to receive and/or transmit data provided to the Council to other organisations (this applies in limited circumstances))
  • Withdraw your consent at any time (where consent has been given)
  • To know the consequences of failing to provide data to the Council
  • To know the existence of any Automated Decision-making, including profiling, and the consequences of this for you.
  • To lodge a complaint with a supervisory authority (Information Commissioners Office)

If you would like to exercise any of these rights, please contact Kelly Slade, Civic Centre, Pontypool, NP4 6YB.

The Information Commissioner can be contacted at: The Information Commissioner’s Office (Wales), 2nd Floor, Churchill House, Churchill Way, Cardiff, CF10 2HH. Telephone 0330 414 6421 or e-mail

Last Modified: 28/11/2023 Back to top