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Transparency data

Privacy information: parents, carers and legal guardians

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-parents-carers-and-legal-guardians/privacy-information-parents-and-legal-guardians

This document provides details of the personal data we process about:

  • parents, carers and legal guardians
  • families

Details of the personal information that DfE holds and processes about your child are available in the:

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

We must have a valid reason to collect your personal data. These reasons are called lawful basis in UK GDPR. You have information rights under UK GDPR about how your personal data is collected and used. Your rights change depending 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 children and learners.

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 notice for more information on:

See also the learners privacy notice for more information on:

1.2 Data we collect

We collect and use the following personal information:

  • name and 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 children, young people and adults, and to monitor their progress.

We’ll use your personal information to:

  • keep pupils or learners 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 (TRA) is an executive agency of DfE. TRA regulates the teaching profession in England and investigates cases of serious misconduct. If you are a witness or potential witness in 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 where 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, who must comply with 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 information 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 child’s data when they are looked after by local authorities

Local authorities have a legal duty to provide DfE with information each year about the children they look after.

The section on using your data when a child is looked after by local authorities in the children’s privacy notice has more information.

3. Using your child’s data when your child is in need

Local authorities have a legal duty to provide DfE with information each year about the children in need.

A child in need is defined under the Children Act 1989 as a child:

  • who is unlikely to reach or maintain a satisfactory level of health or development
  • whose health or development will be significantly impaired without the provision of services
  • who is disabled

The children’s privacy notice has more information on using your data when a child is in need.

4. Using your data when we receive a serious incident notification (SIN)

DfE has established a Child Safeguarding Practice Review Panel. The Panel commissions national reviews of child safeguarding cases that raise issues that are complex or of national importance.

Local authorities in England have to notify the Panel, under section 16C(1) of the Children Act 2004, if they know or suspect that a child has been abused or neglected and:

  • the child has died or has been seriously harmed in the local authority’s area
  • the child has died or been seriously harmed outside England, when they are normally resident in the local authority’s area

The local authority must notify the Panel, under Schedule 2 paragraph 20(1)(a) of the Children Act 1989, if a child who is being looked after by a local authority dies, whether or not neglect is known or suspected.

Once a notification is submitted, no local authority will have access to it, including the one that made the notification.

The section in the children’s privacy notice Using your data when we receive a serious incident notification (SIN) has more information.

5. Using your data to fund schools and childcare

5.1 Purpose and lawful basis for processing

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

  • schools
  • academies
  • colleges
  • adult education training providers
  • apprenticeships
  • approved childcare, including breakfast clubs and wraparound care
  • Family Hubs and Start for Life programme
  • Funding for carers

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.

5.2 Data we collect

We collect and use personal information, including your:

  • name
  • address
  • email address
  • phone number
  • National Insurance number or asylum support reference number (if required for checking)
  • date of birth (if required for checking)
  • unique reference number, if applicable

We collect and use the following sensitive information:

  • type of social benefit claimed, if applicable
  • episodes of being a child looked after by the local authority, if applicable

We collect and use the following special category data:

  • ethnicity, if applicable

5.3 What we do with your data

We’ll use your personal information to:

  • ensure that children entitled to free school meals receive them
  • ensure that schools receive additional funding known as pupil premium
  • enable us to identify children who are potentially eligible for the 2-year-old entitlement to free education and childcare
  • enable us to check if you’re eligible for free childcare if you’re working
  • enable us to confirm eligibility for other passported benefits that have the same eligibility criteria as free school meals
  • ensure the protection of public funds, including Student loans - see Using you data when we use your student loan data
  • prevent and detect fraud

5.4 How long we keep your data

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

5.5 Who we share your data with

We send eligibility outcomes for free childcare and free school meals to local authorities.

5.6 Your information rights under UK GDPR

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

5.7 Data processors and controllers

Schools or multi-academy trusts are the data controller for most of the information they collect, store and use. However, if a school is required to supply a copy of some personal data to the department, DfE also becomes an independent data controller of the copy it receives.

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

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

6.1  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.

6.2  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
  • unique reference number, if applicable

We collect and use the following sensitive information:

  • type of social benefit claimed
  • episodes of being a child looked after by the local authority, if applicable

We collect and use the following special category data:

  • ethnicity, if applicable

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

6.3  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.

6.4 Who we share your data with

When potential 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 the National Crime Agency.

6.5  How long we keep your data

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

6.6  Your information rights under UK GDPR

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

6.7  Data processors and data controllers

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

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 the National Crime Agency.

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

7. 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.

8. Using your data to gather evidence for policy development and delivery

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

9. Using your data to take part in our consultations

9.1 Purpose and lawful basis for processing

Our purpose for processing this information is so we can undertake public consultations to develop our policies, programmes and guidance.

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

9.2 Data we collect

We collect and use the following personal information including your:

  • full name
  • job role
  • address
  • email address
  • phone number
  • internet protocol (IP) address

9.3 What we do with your data

We’ll use your personal information when gathering feedback to our public consultation.

Information provided in response to consultations may be subject to publication or disclosure under the Freedom of Information Act 2000 or Environmental Information Regulations 2004. Any personal information will be removed in accordance with Data Protection legislation.

If you want all or any part of a response to be treated as confidential, you should explain why you consider it to be so in the relevant section of the consultation response.

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 information rights  when we process your personal data under the lawful basis of public task.

9.6 Data processors

DfE uses Delib to manage our public consultations. Delib’s software enables you to provide feedback on the documents.

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 when you 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

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 make a referral of serious teacher misconduct to the TRA

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

16. Using your data when you apply for an intercountry adoption

16.1 Purpose and lawful basis for processing

DfE is the central adoption authority for England. We are responsible for checking and processing your intercountry adoption application in line with the legislative requirements.

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. This is to ensure that intercountry adoptions are:

  • processed in compliance with the legislative framework and satisfactory child safeguarding procedures
  • in a child’s best interest

16.2 Data we collect

Your intercountry adoption application and any other supporting documentation you have provided is forwarded to the central authority or relevant overseas authority of the country from which you wish to adopt.

It contains the information provided by you to your UK adoption agency during the adoption assessment process.

This will include information relating to your:

  • personal identity
  • family background information for you, your parents, siblings and any other significant people in your family
  • life and any significant events that had an impact on you
  • employment history and the occupation of your parents and siblings
  • social interests and lifestyle
  • marital status and the marital status of family members
  • education history
  • financial status, income and financial commitments, including information relating to your home

We use your sensitive or special category data when we have a substantial public interest. We need to collect information about your:

  • health history and that of family members, if relevant
  • nationality and religion

We need a copy of your:

  • birth and marriage certificates
  • Disclosure and Barring Service (DBS) enhanced disclosure certificate

The information may also contain your:

  • medical assessment provided by medical professionals
  • references provided by your nominated referees
  • the minutes of the meeting of the adoption panel, which approved your adoption application

It may also include information provided by your current partner relating to their:

  • relationship with you
  • childhood information, including their family background
  • date of birth
  • marital status
  • employment status
  • social interests
  • children

16.3 What we do with your data

DfE receives your intercountry adoption application from a UK adoption agency and processes it in compliance with the relevant legal framework.

We forward a copy of your application, supporting documents and your certificate of eligibility to adopt to the relevant central authority or the relevant overseas authority in the country from which you wish to adopt. We will use a courier service.

To enable the processing of intercountry adoptions we need to share your personal data with other organisations, both in the UK and overseas. We may need to share your personal data with:

  • UK adoption agencies
  • local authorities
  • notary publics
  • central authorities
  • relevant overseas authorities
  • legal representatives
  • accredited agencies
  • other government departments
  • domestic and international embassies
  • overseas agencies and lawyers
  • translators

16.4 How long we keep your data

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

16.5 Your information rights under UK GDPR

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

16.6 Data processors

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

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

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

18. 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.

19. Using your data when we share your personal information

We will only share your personal data with others where 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 the 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. For further information about sharing data with ONS and UKDS, see How DfE shares personal data.

We also submit your data 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.

DfE’s 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.

19.1 Purpose and lawful basis for processing

DfE will only share data with a third party where 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
  • article 6(1)(f) legitimate interest as the lawful basis, 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 available on the following pages:

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 has more details.

For example, we share data under public task with:

  • awarding organisations to allow exam outcomes to be accurately predicted
  • the 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 the 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 from DfE external data shares.

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

Requesting your personal information from DfE gives details of how you can:

  • ask questions about how we use your information
  • make a complaint to the Data Protection Officer and ICO if you have concerns about how we use your personal information

20.1 How to access your personal information

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

20.2 How to whistleblow

Our contact us form includes an option to make a ‘disclosure in the public interest’. This includes 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 to confirm if we have referred your report to another public body to consider.

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