Skip to main content
Transparency data

Privacy information: stakeholders

Updated 9 June 2026

Applies to England

© Crown copyright 2026

This publication is licensed under the terms of the Open Government Licence v3.0 except where otherwise stated. To view this licence, visit nationalarchives.gov.uk/doc/open-government-licence/version/3 or write to the Information Policy Team, The National Archives, Kew, London TW9 4DU, or email: psi@nationalarchives.gov.uk.

Where we have identified any third party copyright information you will need to obtain permission from the copyright holders concerned.

This publication is available at https://www.gov.uk/government/publications/privacy-information-business-contacts-and-stakeholders/privacy-information-business-contacts-and-stakeholders

This document provides details of what personal data the Department for Education (DfE) processes about stakeholders in various organisations. 

DfE’s stakeholders include:

  • employers of apprentices
  • representatives or workforce in charities or pressure groups
  • other government departments
  • local authorities and local government
  • trade unions
  • childminders
  • probation workers
  • language therapists
  • health workers
  • intermediary or third-party organisations
  • care leavers and volunteers
  • social workers – for social work professionals employed by local authorities, see the local authority employee’s privacy notice
  • organisations or individuals we make payments to
  • retired teachers - see the Education Providers’ workforce including Teachers privacy notice

This list is not exhaustive.

When we collect and use your personal information, we follow the relevant laws including:

We must have a valid reason to collect your personal data. These reasons are called lawful basis in UK GDPR. You have rights under UK GDPR about how your personal data is collected and used. Your rights change based on the lawful basis for collecting the data.

Further information on the standards you can expect when we collect, hold or use your personal information is available in the DfE personal information charter.

We may update this privacy notice from time to time. When we publish an update, it takes effect immediately. Check this notice regularly for any changes. If the law requires it, we will contact you directly with the updated version

1. Using your data to protect learners and children

1.1 Purpose and lawful basis for processing

Our purpose for processing this information is so we can protect learners and children.

The lawful basis we rely on for this processing of your personal data is public task, under article 6(1)(e) of the UK GDPR.

See also, the children’s privacy for more information on:

See also the Learners privacy notice for more information on:

1.2 Data we collect

DfE collects information from educational settings, local authorities, your employer and other government departments to safeguard children and adults. We collect and use the following personal information:

  • name
  • contact details of the person reporting or involved in the safeguarding case

1.3 What we do with your data

We use your personal information to support these children, young people and adults, and to monitor their progress.

We’ll use your personal information to:

  • keep a pupil or learner safe from potential harm
  • identify issues and provide support for mental and physical health issues
  • prevent extremism in the education system – DfE works to ensure children and young people are not exposed to extremists and extremist messages

The Teaching Regulation Agency is an executive agency of DfE. TRA regulates the teaching profession in England and investigate cases of serious misconduct. If you are a witness or potential witness within a teacher misconduct investigation, TRA will process your information to investigate allegations of serious misconduct.

1.4 Who we share your data with

We may share your personal data with other organisations, if DfE and its executive agencies are notified of an issue regarding safeguarding of children and young people.

Other people and organisations may also share personal data with DfE and its executive agencies, for example, when they make a complaint or raise a concern with us. This can include information shared in accordance with the statutory guidance:

This information will be used to investigate complaints and to ensure trusts and academies comply with the regulations. This includes independent schools, which are subject to the Education (Independent School Standards) Regulations 2014.

1.5 How long we keep your data

For information about how long we hold personal data, see our retention schedule.

1.6 Your information rights under UK GDPR

Find out about your rights when we process your personal data under the lawful basis of public task.

1.7 Data processors

We do not use any data processors for this processing activity.

2. Using your data to fund learning, including apprenticeships

2.1 Purpose and lawful basis for processing

Our purpose for processing this information is so we can fund learning in the following educational settings:

  • supporting transition from early education into primary school
  • adult education training providers
  • teacher training
  • to fund and recruit apprentices
  • to provide financial assistance to employers offering T level industry placements, through the Employer Support Fund

This includes data collected as part of contracts and funding agreements - see also the section on Using your data when you supply goods and services to DfE.

The lawful basis we rely on for this processing of your personal data is public task, under article 6(1)(e) of the UK GDPR.

When we use your special category data, it is because we have a substantial public interest, under article 9(2)(g) of UK GDPR.

2.2 Data we collect

We need enough information to work out how much funding is required. Funding is calculated based on the numbers of learners in each educational setting and if they have needs that require additional funding.

To do this, we require information from educational settings or local authorities about learners.

Find out more from:

We also require the following information about the workforce in schools, academies, colleges or training providers:

  • personal contact details of employees and staff members – name, address, email address and phone numbers
  • sex
  • IP address
  • Teachers’ Pension (TPS) number (for music hub organisations only)

We collect special category data, including information about:

  • ethnicity
  • disability, if applicable

2.3 What we do with your data

We use the data to work out how much funding is required and to publish statistics on funding.

We use your personal information to determine whether a provider is entitled to claim funding from DfE. For example, some learning will not be eligible for state funding because the programme of learning, or perhaps an element of it, has already been achieved by the learner.

For security purposes, we collect the IP addresses of people visiting the DfE data collection forms on our websites. This could be, for example, to:

  • enable users to use the service and receive updates
  • block the IP address if we were receiving continuous direct denial of service attacks from an IP address range

We will not share the IP address with any other parties.

For apprenticeships, see Employing an apprentice: Overview for further information.

2.4 Who we share your data with

We sometimes need to make personal data available to other organisations. These might include contracted partners or other organisations with which we need to share your personal data for specific purposes.

If we need to share your personal data with others, we ensure that this data sharing complies with data protection legislation. For example, in order to assess funding applications, we may need to share your personal data with:

  • the National Schools Commissioner (NSC)
  • Regional Schools Commissioners (RSC)
  • DfE-funded educational experts and their teams
  • DfE-contracted external assessors, if appropriate

The section on using your data when we share your personal information in the education providers workforce privacy notice has more details.

2.5 How long we keep your data

For information about how long we hold personal data, see our retention schedule.

2.6 Your information rights under UK GDPR

Find out about your rights when we process your personal data under the lawful basis of public task.

2.7 Data processors

Training providers are data processors for the adult education and apprenticeship data that they send to DfE.

3. Using your data to ensure the protection of public funds by preventing and detecting fraud

3.1 Purpose and lawful basis for processing

Our purpose for processing this information is so we can protect public funds by preventing and detecting fraud.

The lawful basis we rely on we rely on for processing your personal data is public task, under article 6(1)(e) of the UK GDPR.

When we use your special category data it is because we have a substantial public interest, under article 9(2)(g) of UK GDPR.

3.2 Data we collect

We use your personal data to ensure schools, academies, colleges, sixth forms, adult education training providers and apprenticeships have received the correct funding.

To do this, we collect the following information from your educational setting or local authority about you:

  • personal contact details
  • date of birth
  • data and information about your learning, including your courses and assessments

We collect special category data including details about your:

  • equality, diversity and inclusion information
  • health

Full details about how we process special category data are given in the DfE appropriate policy document.

3.3 What we do with your data

We use your data to investigate suspected fraud or financial irregularity.

Find out more on how to report fraud or financial irregularity.

3.4 Who we share your data with

When fraud is identified, your personal data will be shared by us as necessary for the purposes of preventing and detecting fraud. It will be shared with fraud prevention and law enforcement agencies, such as the police and National Crime Agency.

3.5 How long we keep your data

For information about how long we hold personal data, see our retention schedule.

3.6 Your information rights under UK GDPR

Find out about your rights when we process your personal data under the lawful basis of public task.

3.7 Data processors and data controllers

The National Audit Office (NAO) audits DfE accounts to analyse public spending and improve our services. The NAO is a controller for the personal data that they process.

We do not use any data processors for this processing activity.

4. Using your data when we promote learning opportunities to you

If you have signed up for notifications see Using your data when you sign up to our notifications about learning opportunities.

4.1 Purpose and lawful basis for processing

Our purpose for processing this information is so we can promote university education or apprenticeships or learning to specific groups – for example, minority groups or disadvantaged children. DfE promotes apprenticeships and T Levels to employers.

We may use your personal data to support departmental campaigns and promote departmental activities. If your personal data is used in this way, the department will identify an appropriate lawful basis, in each instance.

The lawful basis we rely on for this processing of your personal data is either:

  • public task, under article 6(1)(e) of the UK GDPR – this applies when we send promotional messages that use the existing contact details on our mailing lists, or
  • legitimate interest, under article 6(1)(f) of the UK GDPR – this applies when we purchase mailing lists for our promotional messages to support DfE campaigns

4.2 Data we collect

DfE collects and uses the following personal information:

  • full name
  • address
  • email
  • mobile number, if applicable

4.3 What we do with your data

We use your personal information for inspiration campaigns that promote and encourage the uptake of learning.

4.4 How long we keep your data

For information about how long we hold personal data, see our retention schedule.

4.5 Your information rights under UK GDPR 

Find out about your rights when we process your personal data under the lawful basis of public task or legitimate interest.

You have the right to opt out of these messages. If you do not want to receive these messages, click on the ‘unsubscribe’ link in the email. Alternatively, let us know using our contact form and state the title of the email message.

4.6 Data processors

DfE uses contractors to process our communications campaigns – for example, creative agencies or PR agencies.

5. Using your data when we create case studies about you

See the relevant section in the Members of the public privacy notice for details.

6. Using your data to contact you for research or feedback on services we provide to you

See the relevant section in the Members of the public privacy notice for details.

7. Using your data to gather evidence for policy development, evaluation and delivery

See the relevant section in the Members of the public privacy notice for details.

8. Using your data to take part in our consultations

See the relevant section in the Members of the public privacy notice for details.

9. Using your data to maintain lists of contact details

9.1 Purpose and lawful basis for processing

Our purpose for processing this information is so we can maintain lists of:

  • contact details for schools, academies, colleges, training providers, apprenticeship employers, higher education, secure units, online providers, independent schools, British schools overseas, children’s centres and children’s centres linked sites, local authority nurseries, non-maintained special schools, service children’s education and special post-16 and children’s homes
  • contacts in local authorities
  • contacts for DfE programmes and services – for example, the staff wellbeing charter
  • safeguarding partner contacts
  • stakeholders, including unions, advisory boards and external bodies, such as Ofqual and Ofsted
  • teachers – using your data to maintain a list of teachers
  • school governors, trustees or proprietors
  • chief financial officer and the accounting officer for single-academy trusts, multi-academy trusts and secure single-academy trusts
  • honours nominations – the privacy information relating to honours nominations has more details
  • directory of professional and employer-led bodies (‘Employer Directory’)

DfE publishes contact details for schools through:

The lawful basis we rely on for this processing of your personal data is public task, under article 6(1)(e) of the UK GDPR.

9.2 Data we collect

DfE collects and uses the following personal information:

  • name and address
  • job role
  • email address
  • phone number
  • date of birth, where applicable

In the case of contacts for budget forecast returns, accounts returns and the land and buildings collection tool, we also collect individuals’ IP addresses. This is to monitor use of the service and produce anonymised statistics to help us understand how easy our services are to use and how we can improve them.

We use AppInsights software to collect information about how you use the academy trust data collections.

AppInsights processes information about:

  • the pages you visit on academy trust data collections
  • how long you spend on each academy trust data collections page
  • how you got to the site
  • what you click on while you’re visiting the site

9.3 What we do with your data

We use your personal information to ensure we have up-to-date contacts for the whole education sector in England. We use these contacts for our data collections and education sector governance.

9.4 How long we keep your data

For information about how long we hold personal data, see our retention schedule.

9.5 Your information rights under UK GDPR

Find out about your rights when we process your personal data under the lawful basis of public task.

9.6 Data processors

We do not use any data processors for this processing activity.

10. Using your data when you contact us to make an enquiry

See the relevant section in the Members of the public privacy notice for details.

11. Using your data when you use our websites

See the relevant section in the Members of the public privacy notice for details.

12. Using your data to use our social media channels

See the relevant section in the Members of the public privacy notice for details.

13. Using your data when you sign up to our notifications about learning opportunities or events

See the relevant section in the Members of the public privacy notice for details.

14. Using your data when you make a complaint about education providers, children’s social care or DfE

See the relevant section in the Members of the public privacy notice for details.

15. Using your data when you use DfE Sign-in

15.1 Purpose and lawful basis for processing

Our purpose for processing this information is so we can enable schools and other education organisations to access DfE online services through DfE Sign-in. The Sign-in page also has details of the services that use it.

The lawful basis we rely on for this processing of your personal data is public task, under article 6(1)(e) of the UK GDPR.

15.2 Data we collect

DfE collects and uses the following personal information directly from you:

  • your first name and last name
  • the email address you provide
  • the organisation details the account is linked to

15.3 What we do with your data

We use the data to allow you access to DfE online services.

Occasionally, DfE will contact users on the email address provided with essential information about DfE Sign-in.

15.4 Who we share your data with

We may share your information, if the law allows, or where we have a legal obligation to do so.

For Ofsted users, we regularly share your details with Ofsted for monitoring purposes.

15.5 How long we keep your data

For information about how long we hold personal data, see our retention schedule.

15.6 Your information rights under UK GDPR

Find out about  your rights  when we process your personal data under the lawful basis of public task. 

15.7 Data processors

We do not use any data processors for this processing activity.

16. Using your data to support the development and delivery of learner assessments

16.1 Purpose and lawful basis for processing

Our purpose for processing this information is so we can develop and deliver assessments for children in education between reception and the end of key stage 2 (KS2).

The learner assessments include national curriculum assessments, which are supported by our national curriculum assessment contracted partner. The system has a number of users who all have different reasons for logging into the system. Users include:

  • headteachers
  • school staff
  • local authorities
  • multi academy trusts
  • KS2 markers

The lawful basis we rely on for this processing of your personal data is public task, under article 6(1)(e) of the UK GDPR.

16.2 Data we collect

DfE collects and uses the following personal information including your:

  • name
  • email address
  • phone number

16.3 What we do with your data

For services run by STA or organisations working for DfE under contract, we use your personal information to set up a user accounts on supporting systems and to send assessment updates and reminder emails to stakeholders.

For consultants contracted to undertake projects for teacher assessment (this includes individuals contracted directly and through the agency’s commercial partners) we use your data to:

  • keep you informed about developments within teacher assessment and moderation
  • recruit for future projects and events run by STA or contracted suppliers
  • contact you regarding any external moderation visits we may undertake at your local authority
  • contact and invite you to attend standardisation training events
  • select you for an external moderation visit
  • make you aware of possible job opportunities

16.4 Who we share your data with

STA has a data sharing agreement in place to share stakeholder key contacts with a new test operations contractor for initial first test cycle set up.

16.5 How long we keep your data

For information about how long we hold personal data, see our retention schedule.

16.6 Your information rights under UK GDPR

Find out about  your rights  when we process your personal data under the lawful basis of public task.

16.7 Data processors

DfE uses a data processor, the national curriculum assessments contracted partner to process your data for the phonics, key stage 1(KS1) and KS2 national curriculum assessments.

17. Using your data for RPA claims handling services

17.1 Purpose and lawful basis for processing

Our purpose for processing this information is so we can process claims under the DfE  risk protection arrangement (RPA).

The RPA is an alternative to commercial insurance for schools, and an initiative that seeks to help public sector schools achieve savings on their non-staff spend. The aim of the RPA claims handling services is to support the effective management of the DfE risk protection arrangement for the benefit of RPA members. This includes processing RPA member claims to an appropriate conclusion. 

The lawful basis we rely on for this processing of your personal data is legitimate interest, under article 6(1)(f) of the UK GDPR. When we use your special category data it is because we have a substantial public interest, under article 9(2)(g) of UK GDPR.

17.2 Data we collect

We receive your personal data from RPA claims you raise as a RPA member or RPA claims that you make against a RPA member.

We also receive personal data of yours due to your involvement in the investigation and resolution of RPA claims, for example as a witness or from:

  • third parties acting on behalf of a claimant
  • legal representatives
  • loss adjusters
  • valuation experts or supplier involved in processing the claim on our behalf via our claims handling supplier

DfE collects and uses the following personal information:

  • names of people involved in the claim (which can include children)
  • personal addresses
  • telephone numbers
  • date of birth
  • bank account details
  • the extent of damage (which could include injury to children or adults and medical reports)
  • car registration numbers
  • solicitor names, telephone numbers, addresses
  • names and contact numbers of others involved in helping bring the claim to a resolution such as:
    • loss adjusters
    • school project managers
    • suppliers involved in property reinstatement
  • any other necessary personal data required to be able to process the claims to resolution

We collect and use special category data, including details about the extent of damage (which could include injury to children or adults, and medical reports).

Full details about how we process special category data are given in the DfE appropriate policy document.

17.3 What we do with your data

The RPA claims handling service uses your personal data to ensure claims that fall within the RPA membership rules are professionally processed and resolved for RPA members.

17.4 Who we share your data with

We sometimes need to make personal data available to other organisations. These might include:

  • contracted partners that we have employed to process your personal data on our behalf
  • other organisations with which we need to share your personal data for specific purposes

Where we need to share your personal data with others, we ensure that this data-sharing complies with data protection legislation. For this project, we will share personal data with:

  • our claims handling supplier
  • the supply chain involved in the investigation or resolution of the RPA claim
  • supporting delivery partners of the RPA service as required, which include but are not limited to risk management, actuarial and research support services

17.5 How long we keep your data

For information about how long we hold personal data, see our retention schedule.

17.6 Your information rights under UK GDPR

Find out about  your rights  when we process your personal data under the lawful basis of legitimate interest.

17.7 Data processors

DfE uses a data processor for RPA claims handling services.

18. Using your data when you apply for a childminder start-up grant scheme

18.1 Purpose and lawful basis for processing

Our purpose for processing this information is so we can process childminder start-up grants, which provide eligible new childminders with a one-off payment. The grants are made to help with the cost of setting up as a childminder.

The lawful basis we rely on for this processing of your personal data is public task, under article 6(1)(e) of the UK GDPR.

We process some special category data to understand the demographic of scheme applicants and support future policy development and management information. When we use your special category data, it is because we have a substantial public interest, under article 9(2)(g) of UK GDPR.

18.2 Data collected

DfE collects and uses the following personal information, including your:

  • name
  • address
  • email address
  • sex
  • National Insurance number
  • financial information, including bank account details to process grant funding
  • childminder registration number
  • proof of ID

We collect and use special category data. This includes details, if applicable, about your:

  • racial or ethnic origin
  • sex

Full details about how we process special category data are given in the DfE appropriate policy document.

18.3 What we do with your data

We use your personal data to:

  • verify that you are a childminder with Ofsted or a childminder agency (CMA)
  • undertake fraud checks
  • contact applicants
  • understand the demographic of scheme applicants
  • support future policy development and management information

18.4 Who we share your data with

Sometimes need to make personal data available to other organisations. These might include:

  • contracted partners that we have employed to process your personal data on our behalf
  • other organisations with which we may need to share your personal data for specific purposes

For the purpose of this project, we will only share your personal data with:

  • contracted partners that we have employed to process your personal data on our behalf
  • organisations with which we need to share your personal data to verify your application such as Ofsted, CMAs or AIMs IT Solutions

We will appoint a third party to evaluate the impact of this scheme and will anonymise your personal data before sharing.

18.5 How long we keep your data

For information about how long we hold personal data, see our retention schedule.

If your data is used for research purposes, the section on using your data to gather evidence for policy development and delivery has more information.

18.6 Your information rights under UK GDPR

Find out about  your rights  when we process your personal data under the lawful basis of public task.

18.7 Data processors

DfE uses a data processor, Ecorys UK, to carry out this work on behalf of the department

19. Using your data when you make a referral of serious teacher misconduct to the TRA

See the relevant section in the Members of the public privacy notice for details.

20. Using your data to support apprenticeships and technical qualifications

20.1 Purpose and lawful basis for processing

Our purpose for processing this information is so we can fulfil our functions to develop, maintain and support apprenticeships and technical qualifications, including from:

  • members of trailblazer groups, supporting the development and maintenance of occupational standards and end-point assessment plans
  • members of route panels, advising on and reviewing sector needs to ensure skills training continues to meet employer needs
  • members of the employer directory, supporting quality assurance of apprenticeship end-point assessments
  • peer reviewers, providing independent occupational expertise to the development of occupational standards and end-point assessment plans
  • members of the apprentice panel, supporting the development and maintenance of apprenticeships

The lawful basis we rely on for this processing of your personal data is public task, under article 6(1)(e) of the UK GDPR.

Our lawful basis for using your special category personal data is article 9(2)(g) under UK GDPR.

20.2 Data we collect

DfE collects and uses the following personal information:

  • name
  • contact details (work and/or personal)
  • job title and employer’s name
  • photograph and biographical details
  • audio/video recordings of you
  • sex
  • age
  • if you create an account for an online portal or members area, your name, email address and information about the organisation you represent as well as, for example, the group or panel you belong to

We collect and use special category data, this includes details about your:

  • nationality
  • equality, diversity and inclusion monitoring

Full details about how we process special category data are given in the DfE appropriate policy document.

20.3 What we do with your data

We use your personal data for the purposes of enabling us to discharge our functions relating to the development and approval of occupational standards and end-point assessment plans and technical qualifications; approving Groups of Persons (trailblazers); ensuring independent quality assurance; collecting views and expertise to support our work.

20.4 Who we share your data with

We may in some circumstances have to share your personal data with third parties, including service providers, suppliers and other civil service bodies.

We sometimes make arrangements for other organisations to carry out work, in relation to the quality assurance of end-point assessments on our behalf and we may share your details with those organisations for that purpose. These include Ofqual, the Office for Students (OfS), or any body appointed by Ofqual or the OfS including any qualifying body designated under paragraph 3 of Schedule 4 to the Higher Education and Research Act 2017. 

20.5 How long we keep your data

For information about how long we hold personal data, see our retention schedule.

20.6 Your information rights under UK GDPR

Find out about your rights when we process your personal data under the lawful basis of public task

20.7 Data processors

We do not use any data processors for this processing activity.

21. Using your data when you use DfE’s Microsoft365 environment

21.1 Purpose and lawful basis for processing

Our purpose for processing this information is so we can provide secure access to DfE’s Microsoft365 environment, this includes access to Microsoft Teams, SharePoint and custom applications.

The lawful basis we rely on for this processing of your personal data is legitimate interest, under article 6(1)(f) of the UK GDPR.

21.2 Data collected

DfE collects and uses the following personal information:

  • name
  • email address
  • job title or position
  • IP address

21.3 What we do with your data

We need your personal data to:

  • monitor your business use of our information and communication systems to ensure compliance with our IT policies
  • ensure network and information security, including preventing unauthorised access to our computer and electronic communications systems and preventing malicious software distribution
  • maintain an active directory, listing what users there are and who’s allowed to do what

We use Google Analytics software to collect information about how you use the intranet and internet. This includes IP addresses. The data is anonymised before being used for analytics processing.

  • Google Analytics processes anonymised information about:

  • the pages you visit on the intranet
  • how long you spend on each intranet page
  • what you click on while you’re visiting the site

We do not store your personal information through Google Analytics (for example your name) and we take steps to ensure that this information is not used, or combined with other datasets, to identify who you are.

21.4 How long we keep your data

For information about how long we hold personal data, see our retention schedule.

21.5 Your information rights under UK GDPR

Find out about  your rights  when we process your personal data under the lawful basis of legitimate interest.

21.6 Data processors

DfE uses Google Analytics cookies and a Real User Monitoring (RUM) cookie from SpeedCurve to collect information about how you use the internet.

22. Using your data when you supply goods and services to DfE

22.1 Purpose and lawful basis for processing

Our purpose for processing this information is so we can support our commercial processes. See provide information about your banking and payments to DfE for more details

The lawful basis we rely on for this processing of your personal data is legitimate interest, under article 6(1)(f) of the UK GDPR.

22.2 Data we collect

DfE collects and uses the following personal information:

  • supplier personal data - for example, contact’s name, system user ID, email, phone numbers, address
  • VAT number
  • supplier identifiers

22.3 What we do with your data

We use your personal data for:

  • supplier registration
  • tendering
  • supplier management
  • contract management
  • purchasing
  • spend management
  • anti-fraud processes
  • analytical processes

22.4 Who we share your data with

We sometimes need to make personal data available to other organisations. Where we need to share your personal data with others, we ensure that this data sharing complies with data protection legislation. For the purpose of this project. Some personal data may be shared with other government departments in the interests of supporting compliant and consistent government procurement processes.

22.5 How long we keep your data

For information about how long we hold personal data, see our  retention schedule.

22.6 Your information rights under UK GDPR

Find out about  your rights when we process your personal data under the lawful basis of legitimate interest.

22.7 Data processors

DfE uses Jaggaer and Commerce Decisions to process your personal data on our behalf. This means that they will store data in the Jaggaer One and Award systems respectively and process your data using system functions in support of DfE commercial operations.

23. Using your data so we can undertake long-term research and publish official statistics

23.1 Purpose and lawful basis for processing

Our purpose for processing this information is so we can undertake long-term research to show the impact of government policy reforms and their impact on social work. For further information see:

DfE publishes official statistics on school workforce and FE workforce. This is carried out in line with the code of practice for official statistics and DfE official statistics: standards and policies.

The lawful basis we rely on for processing your personal data is public task, under article 6(1)(e) of the UK GDPR.

When DfE uses your data for research, our lawful basis for using your special category personal data is a substantial public interest under article 9(2)(g) of UK GDPR.

When publishing statistics, our lawful basis for using your special category personal data is article 9(2)(j) archiving, research and statistics (with a basis in law).

23.2 Data we collect

The information is sent to DfE from your school, academy or local authority. The categories of data we hold include:

  • Social Work England number
  • sex
  • date of birth

We collect and use special category data, which includes details about:

  • ethnic origin
  • health, including work absence details

Full details about how we process special category data are given in the DfE appropriate policy document.

23.3 What we do with your data

DfE has long-term research databases that are used for research and statistical purposes.

23.4 How long we keep your data

For information about how long we hold personal data, see our retention schedule.

23.5 Your rights under UK GDPR

Find out about  your rights when we process your personal data under the lawful basis of public task.

23.6 Data processors

DfE uses a data processor for:

24. Using your data for education sector governance

DfE has services that support the education sector, including:

  • Plan Technology for Your school
  • Stronger Practice Hubs
  • Gathering fire safety results

See the relevant section in the Education providers including teachers privacy notice for further information.

25. Using your data when you attend our events or webinars

25.1 Purpose and lawful basis for processing

Our purpose for processing this information is so we can organise the event or webinar.

The lawful basis we rely on for processing your personal data is consent under article 6(1)(a) of the UK GDPR.

When we collect any information about dietary or access requirements we also need your explicit consent under article 9(2)(a) of UK GDPR.

At any time, you can tell us you no longer want us to use your data. The section on your rights has more details.

25.2 Data we collect

DfE collects and uses the following personal information:

  • first name and surname
  • your job role
  • establishment name
  • email address or telephone number (where you want to receive communication about the event or webinar)
  • IP address (if applicable)
  • your image and audio (when participating in an online event)
  • payment and invoicing details, including information required to support application, if applicable

We collect and use special category data. This includes details about dietary or access requirements.

Full details about how we process special category data are given in the DfE appropriate policy document.

25.3 What we do with your data

We use your email address to provide you with event details. This will include information about any recording taking place. For recorded events we will also email you a link to the recording once the event has concluded.

For some events we may publish the recording on our website or YouTube channels so this is accessible to a wider audience. If an event recording will be published, we will always notify you before the event.

We don’t publish delegate lists for event or webinars but your name and email address may be visible to others in attendance during the event.

25.4 How long we keep your data

For information about how long we hold personal data, see our retention schedule.

You can  unsubscribe from our emails  at any time. You can also use the ‘unsubscribe’ or ‘change your email preferences’ links in the emails you get from GOV.UK.

25.5 Your information rights under UK GDPR

Find out about  your rights  when we process your personal data under the lawful basis of consent. 

As we are processing your personal data with your consent, you have the right to withdraw that consent. You can withdraw your consent up until the webinar recording is published. If you change your mind, or you are unhappy with our use of your personal data, contact us  and state the name of the event or webinar.

25.6 Data processors

DfE uses a data processor to help organise our events. The organiser of the event is provided in the sign-up email.

26. Using your data when we are testing or checking our IT systems

See the relevant section in the Members of the public privacy notice for details.

27. Using your data when we share your personal information

We will share your personal data with others only if it is lawful, secure and ethical to do so. Where these conditions are met, we can share your personal information with:

  • schools and other education providers
  • local authorities
  • researchers such as universities, think tanks and research organisations, either directly or via the Office for National Statistics (ONS) and UK Data Service (UKDS) (University of Essex)
  • organisations connected with promoting the education or wellbeing of children in England
  • organisations fighting or identifying crime, such as the police, courts and Home Office
  • other crown and public bodies, such as Ofqual, Ofsted, UCAS and Office for Students
  • organisations working for DfE under contract, such as DfE-commissioned research or training providers
  • organisations that provide careers and other guidance
  • organisations that provide statistics and research about education, training, employment and wellbeing, including Jisc (formerly the Higher Education Statistics Agency or ‘HESA’) as detailed in Jisc’s collection notices

ONS and UKDS will hold pseudonymised DfE datasets for as long as researchers need it. Once we know that researchers do not want to use it anymore, it will be destroyed. How DfE shares personal data has further information about sharing data with ONS and UKDS.

Your data is also submitted to Jisc, so you can take part in the graduate outcomes survey.

DfE shares personal data where this is a benefit to:

  • education
  • the children’s services sector
  • the interests of the wider public or society, such as sharing data to fight crime or for policy development

How DfE shares personal data gives details of the protections DfE has in place when sharing your data and the relevant legislation.

The DfE data sharing approval panel (DSAP) must approve all data share requests. The panel of experts assesses each application for:

  • public benefit
  • proportionality
  • legal underpinning
  • strict information security standards

The DSAP panel has external members who analyse decisions to increase public trust in the data share process.

27.1 Purpose and lawful basis for processing

DfE will only share data with a third party if we have a lawful basis for the data share, under article 6(1) of the UK GDPR.

In most cases, DfE relies on article 6(1)(e) public task as the lawful basis, where the task or function has a clear basis in law or 6(1)(f) legitimate interest, where the sharing of your data does not override your rights or when you expect us to share your data.

When we share special category data, we have a lawful basis to data share, under article 9(2) of the UK GDPR. Full details about how we process special category data are given in:

DfE will review each data share request on a case-by-case basis to ensure the right lawful basis is used. The Information Commissioner’s Office (ICO) guide to lawful basis for processing has more details.

For example, we share data under public task with:

  • awarding organisations to allow exam outcomes to be accurately predicted
  • Children’s Commissioner’s Office to protect and promote the rights and interests of children in England, especially the most vulnerable
  • fraud prevention and law enforcement agencies such as the police and National Crime Agency to prevent and detect fraud in the funding of education and learning
  • Home Office to prevent abuse of immigration control
  • police and criminal investigation authorities, through court orders, to safeguard and promote welfare of children in the UK

We share data under legitimate interest with the:

  • Education Policy Institute to identify if government policies are delivering a high-quality education system
  • National Foundation for Educational Research and Scottish Qualifications Authority to investigate developments to the national curriculum

We share under legal obligation with:

  • other official bodies appointed in the public interest for a specific investigatory or advisory purpose, such as a public inquiry

Full details of who we share data with are available: DfE external data shares.

28. How to contact us and how to make a complaint

Requesting your personal information from DfE has information on how you can:

  • ask questions about how we use your information
  • make a complaint to the data protection officer and the ICO if you have concerns about how we use your personal information

28.1 How to access your personal information

You can make a request to access your personal information verbally or in writing.

28.2 How to whistleblow

DfE’s contact us form includes an option to make a ‘disclosure in the public interest’, including whistleblowing.

If you request anonymity, the form will be logged as ‘anonymous’. However, we will not be able to suggest other sources of information or confirm if we referred your report to another public body to consider.

Back to top