PN094 - School Attendance 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: Gwasanaethau Plant a Theuluoedd
Work area: Education Welfare Service
Contact Details: Sarah Allard
Privacy Notice Name: School attendance

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

Who provides your data to the Council?

The personal information we process is provided to us directly by Parents/Guardians.


We receive personal information indirectly from schools and other agencies with permission sought from Parents/Guardians

How does the Council collect this information?

  • Information management systems
  • Information shared by other agencies via telephone, e-mail, letter and EWS referral form.
  • Information direct from parents is gathered via the telephone, e-mail, letter and during meetings.

What information does the Council collect about you?

The Education Welfare Service collects:

  • Name
  • Address
  • DoB
  • Name of Doctor’s Surgery
  • Name and contact details of parents/guardians
  • Education information
  • Looked After Child status
  • School attendance details
  • Medical information from the doctor and/or school health nurse
  • Attendance data
  • Information regarding child protection
  • Meeting notes
  • Telephone conversation notes
  • E-mails containing personal information from other agencies both internal and external
  • Additional Learning Needs

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.

Special categories of personal data:

We collect the following special category data;

  • data concerning health

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 school attendance matters. These may include, but not be limited to;

  • Education Providers, Social Care, Police, Youth Offending Service, Families First, medical professionals, SNAP Cymru, legal services, other local authorities, housing associations, youth service, play service, CAMHS, primary mental health team.

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;

  • A secure network

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.

  • We will keep your information in line with our Local Authority retention schedules. Date of birth + 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 Sarah Allard, Torfaen County Borough Council, 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