Privacy notice – School admissions and transport


This Privacy notice covers the allocation of school places and the provision of free school transport.

East Sussex County Council takes data protection seriously. Please be assured that your information will be used appropriately in line with data protection legislation, will be stored securely and will not be processed unless the requirements for fair and lawful processing can be met.

What information is being used?

East Sussex County Council (ESCC) collects the following information in order to allocate school places and to assess any entitlement to transport services:

  • Child’s name
  • Child’s date of birth
  • Gender
  • Child’s home address
  • Details of school aged brothers or sisters
  • If the child is ‘Looked after’ or ‘Previously looked after’
  • If the child has an EHCP
  • Parent’s name
  • Parent’s address
  • Parent’s contact details

How will your information be used?

It will be used to enable East Sussex County Council to administer school admissions policies to ensure children are correctly allocated school places in accordance with our statutory duties.

To allow the council to assess school transport eligibility in line with statutory duties and council policy to the benefit of pupils.

We aim to maintain high standards, adopt best practice for our record keeping and regularly check and report on how we are doing. Your information is never sold for direct marketing purposes.

Our staff are trained to handle your information correctly and protect your confidentiality and privacy.

Your information is not processed outside of the European Economic Area.

How long will your information be kept for?

The information provided as part of the school application process will be retained for seven years from the start of the school year to which the application is made.

Sharing your information

Information will only be shared with those involved in the application process or to provide transport services.

Any sharing of personal data is always done:

  • on case-by-case basis
  • using the minimum personal data necessary
  • with the appropriate security controls in place
  • in line with legislation.

Information is only shared with those agencies and bodies who have a "need to know" or where you have consented to the sharing of your personal data to such persons.

We may use the information we hold about you to assist in the detection and prevention of crime or fraud. We may also share this information with other bodies that inspect and manage public funds.

Use of third party organisations

East Sussex County Council may share your information with trusted external organisations to process your data on our behalf.

It is necessary to share information with schools that are an admission authority in their own right and neighbouring local authorities.

Any organisation commissioned by the Council will be under contractual obligation to comply with data protection legislation.

Your rights

Under data protection legislation, you have the right:

  • to be informed why, where and how we use your information
  • to ask for access to your information
  • to ask for your information to be corrected if it is inaccurate or incomplete
  • to ask for your information to be deleted or removed where there is no need for us to continue processing it
  • to ask us to restrict the use of your information
  • to ask us to copy or transfer your information from one IT system to another in a safe and secure way, without impacting the quality of the information
  • to object to how your information is used
  • to challenge any decisions made without human intervention (automated decision making)

Please visit data subject rights for further details.

How to find out more or complain

Should you have any further queries on the uses of your information, please speak directly to our service:

Admissions and Transport Team

Phone: 0300 330 9472


To complain about the use of your information, please contact our Customer Services Team or our Data Protection Officer.

Further information on making a complaint.

You can also contact the ICO for further information or to make a complaint:

Information Commissioner's Office
Wycliffe House
Water Lane
Cheshire SK9 5AF

Phone: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number.

Email ICO

Report a concern on the ICO website