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Schools Censuses Privacy Policy

Last updated: Thursday, 13 September 2018
Please note: the following notice provides additional privacy information to the Rochdale Borough Council privacy notice.

Schools have various statutory censuses to complete at particular times throughout an academic year, regarding both pupils and the school workforce. Schools have a statutory duty to provide the information necessary to complete these censuses and the council process this information on behalf of schools to help meet this statutory requirement as part of a service level agreement (SLA). The head teacher is responsible for the review and authorisation of census data, prior to submission to the local authority or direct to the relevant department.

What personal information we collect

We collect personal information to make sure that we can carry out our work. The personal information we collect includes:

  • Name
  • Age and date of birth
  • Address
  • Gender
  • Health
  • Disability
  • Religion
  • Ethnicity
  • Nationality
  • Employee or teacher number
  • National Insurance number
  • Financial information
  • Education and qualifications

Who we collect personal information about

When we collect personal information it may be about:

  • Children
  • Parents
  • Employees

How we use personal information

We use your personal information:

  • To maintain accounts and records
  • For statistical purposes
  • To inform policies and strategies

Why we use your personal information

We're required by law to complete statutory censuses. This is detailed in legislation and guidance including:

  • Section 537A of the Education Act 1996
  • Section 5 of the Education (Supply of information about the school workforce) (England) Regulations 2007

We're allowed to process personal and sensitive data for the following reasons under the General Data Protection Regulation (GDPR) Articles and the Data Protection Act:

  • To comply with a legal obligation
  • For a public task or statutory function

Who we share your personal information with

We collect information from and disclose information to individuals and organisations that can support our work including:

  • Service providers
  • Council departments
  • Other public bodies and authorities
  • Ombudsman and regulatory bodies

When we make an automated decision about your personal information

This service doesn't make any decisions using computers or programmes that don't involve a human being when using your personal information.

How long we keep your personal information

Personal information collected as part of this process can be retained for a minimum of 6 years from the date or collection, or for an additional length of time as determined by our business requirements.

When we transfer your personal information beyond the European Economic Area (EEA)

This service doesn't transfer your information outside the EEA.

We do not routinely share data with any organisation outside the UK, but our website is available across the internet and we communicate with applicants and stakeholders wherever they are.


To request your personal information and exercise your privacy rights please contact:

If you need to raise a concern to our Data Protection Officer about our use of your personal information, please contact:

Information Governance Unit
Number One Riverside
Smith Street
Rochdale OL16 1XU ​

We are registered as a Data Controller with the Information Commissioner's Office.

Our registration number is Z5481774.