Apply for Department for Education (DfE) personal data
How to apply for access to personal data from DfE and its executive agencies.
Applies to England
Background
DfE can share personal data with external organisations through certain channels.
Where we can share data under the Digital Economy Act 2017 (DEA), we will:
- manage project approval through the Office for National Statistics (ONS) Research Accreditation Service
- share it via the ONS Secure Research Service or Integrated Data Service (IDS)
DfE will only share personal data under the DEA when ONS has already de-identified it, for individuals and body corporates. ONS is the service provider and DEA-accredited processor for disclosure.
Where we cannot share data under the DEA, the DfE data sharing service will manage project approval under DfE legislation. DfE’s default route for this is the ONS Secure Research Service.
Some linked datasets are also available in the UK Data Service and in some circumstances, DfE may allow personal data to be shared with some organisations via a direct supply of data to that organisation.
Apply for access to linked DfE and Ministry of Justice data
Visit Ministry of Justice (MoJ) data first for access to the linked MoJ and DfE dataset.
You will need to complete the MoJ application form.
Apply to the ONS Research Accreditation Service for access to DfE personal data
You can find out which datasets you can apply directly to the ONS Research Accreditation Service for in the .
Apply to the UK Data Service for access to linked DfE data
You can apply for access to some linked datasets from the UK Data Service. You can find out which datasets you can currently apply directly to the UK Data Service for in the ’.
Apply to the DfE data sharing service
You can apply for access to any DfE personal data that:
- you cannot currently get access to via the ONS Research Accreditation Service
- has data variables not included within the datasets available from the ONS Research Accreditation Service
By default, all DfE personal data shared under DfE legislation will be made available via the ONS Secure Research Service.
Where the ONS Secure Research Service is not suitable and you provide evidence to support this, we will consider the following exemptions on its use for sharing data:
- data is being processed to fulfil an essential public task, such as the running of education or children’s services
- you are doing research funded or commissioned by DfE and its executive agencies or other government departments
- you are doing research that is sponsored or supported by DfE and its executive agencies as it adds significant value to the evidence base supporting education or children’s services
You can find out which datasets you can apply to DfE Data Sharing service for in the . If you are still unsure, contact data.sharing@education.gov.uk.
Application process
To apply, you need to:
- complete the using the accompanying
- submit your data requirements on the relevant data tables
You may also find the digital find and explore NPD tool helpful when working out which data items you need from the national pupil database (NPD).
If you are a DfE contractor who wants to apply for personal data for a DfE-commissioned research project, contact your contract manager or research project lead to discuss how to complete the DfE commissioned research application form.
The data sharing service is here to help you:
- progress your application through the data sharing service
- access the right data for your project
- document the data share through a signed data sharing agreement, memorandum of understanding, or commercial contract – contact data.sharing@education.gov.uk for a copy of our standard terms and conditions
Data tables
Use these data tables to provide your data requirements:
All completed applications must be submitted to data.sharing@education.gov.uk.
Further information on accessing the ONS Secure Research Service or the Integrated Data Service
Anyone who needs to access DfE personal data via the ONS Secure Research Service or Integrated Data Service must be accredited under the ONS approved researcher scheme. We recommend you begin this process as soon as possible and take steps to become accredited by ONS in parallel to your application.
Contact srs.customer.support@ons.gov.uk or IDS.customer.support@ons.gov.uk if you have any questions.
Only ONS-approved researchers with an application approved by the ONS Research Accreditation Service or DfE Data Sharing Service are permitted to access DfE data via the ONS Secure Research Service or Integrated Data Service.
There are 3 ways you can access this data:
- physical labs: you can book a session to access DfE data at 1 of 5 ONS locations across the UK
- SafePod: this is available for approved researchers, and there is a list of currently available locations
- remote access: once your organisation meets security standards and has organised connectivity with ONS, you can access data online using your own equipment, subject to specified conditions
Before gaining access to DfE personal data shared in the ONS, you will be asked to sign:
- an individual declaration form (for access through ONS SRS or IDS under DEA legislation)
- a data sharing agreement, memorandum of understanding or commercial contract (for access through ONS SRS under DfE legislation)
Contact data.sharing@education.gov.uk to request a copy of our standard terms and conditions.
Before gaining access to your outputs from ONS, your data must meet DfE and ONS rules for accessing outputs.
Further information on direct access to DfE personal data
Before applying for DfE personal data, you must:
- satisfy one of the 3 exemptions
- submit the with all completed applications
- provide evidence of appropriate background checks on staff handling DfE personal data
- provide evidence of any data sharing agreements with other organisations involved in the data share
- submit a completed application form
Submitting your research outputs to DfE
Ensure that you email the URL (or other location) of your outputs to us at data.sharing@education.gov.uk so that we can share your findings with the relevant policy colleagues.
Updates to this page
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Updated the higher education, individualised learner record and national pupil database data tables.
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Updated the national pupil database data tables.
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Updated our routes for sharing personal data for research purposes to include Integrated Data Service (IDS). Updated HESA information tables and NPD data tables. Added 'How to apply for DfE datasets'.
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Updated the higher education, individualised learner record, national pupil database and school workforce data tables.
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Updated the DfE sharing service application form and application form guidance, DfE ONS statistical disclosure control policy and the NPD data tables.
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Updated to include information about data sharing under the Digital Economy Act 2017. You can now access some DfE personal data through the ONS Research Accreditation Scheme – updated the page to reflect this. Updated the data table for the national pupil database.
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Updated the DfE data sharing service application form and guidance, and the individualised learner record, national pupil database and school workforce data tables. Updated the ‘Apply directly to ONS for other key datasets’ section with information about the further education workforce and pupil parent matched dataset.
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Updated the DfE data sharing service application form and guidance, higher education data tables, individualised learner record data tables, National Pupil Database data tables and the information security questionnaire. Added the statistical disclosure control document. Added a link to the childcare and early years survey of parents.
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Uploaded new versions of the Individualised Learner Record data tables, the National Pupil Database data tables, the DfE data sharing service application form guidance and the application form.
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Uploaded new versions of the national pupil database and higher education data tables, the application form and the guidance. Added a new link to Growing Up in England (GUiE) and an update on which DfE data assets will soon be available directly from ONS.
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Uploaded new versions of the National Pupil Database data tables, Higher Education Statistics Agency data tables, and the application form and guidance.
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Uploaded new versions of the National Pupil Database data tables, School Workforce data tables, Individualised Learner Record data tables and the Higher Education Statistics Agency data tables and made minor updates to the application form, guidance and information security questionnaire.
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Updated the application form and guidance to apply for access to DfE personal data through the ONS SRS. Also updated the National Pupil Database data table.
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First published.