This privacy notice applies to the School Admission Appeals and Exclusion Appeals facilitated by Legal Services of Cardiff Council.
This privacy notice will cover:
- Why do we need to collect this data?
- What data do we collect and why?
- How do we collect your data?
- How will we use your data?
- How do we store your data?
- Who do we share your data with?
- What are your data protection rights?
- Our lawful basis for processing your data
- Privacy policies for other websites
- Changes to our privacy policy
- How to contact us
- How to contact the appropriate authorities
Why do we need to collect this data?
Legal Services facilitates School Admission and Exclusions Appeals and processes personal data to administrate these processes in which an Independent Appeal Panel determines the appeal. This includes:
- To make necessary arrangements for the hearings of appeals heard by School Admission panels and Exclusion Appeal panels,
- To allow us to keep in contact with you about your appeal and to make appropriate records of the appeal,
- To share the information you have provided in support of your appeal with panel members, presenting officers for the school/s, the clerks to the panel and any other parties present at the appeals.
What data do we collect?
- Legal Services collects the following data:
- Name of parent
- Name of pupil
- Date of birth of pupil
- Addresses of each (if different)
- Email address of parent
- Name of current school
- Name of preferred school
- Year group of pupil
- Grounds/reasons for submitting the appeal.
Legal Services will also ask for any supporting documentation to support your appeal. This could include supporting information from health or social care providers or other information you wish to supply.
This information is collected to enable the facilitation of school admission, or exclusion appeal panels.
How do we collect your data?
You directly provide Legal Services with most of the data we collect. We collect data and process data when you submit your appeal form.
Legal Services may also receive your data indirectly from the Education department or your child’s school in relation to your admission application or permanent exclusion decision.
How will we use your data?
Legal Services collects your data so that we can administrate and make arrangements for your appeal hearing, to contact you/the parties about this and provide information to all parties and the panel members to enable them to make their decision.
Who do we share your data with?
- Cardiff Council employees in the Education department
- Legal Services employees who are involved in the administration of school appeals
- The school for which you have appealed
- The independent panel who consider the appeal
- Cardiff Council employees or external persons who act as notetaker at the hearing
- Any external legal advisors acting as clerk to the independent appeals panel
- In the event of a complaint, the Public services Ombudsman, or Welsh Ministers to allow them to investigate
How do we store your data?
Legal Services securely stores your data on the Council’s IT systems which are accessed by authorized employees only.
Legal Services will keep data regarding school admission appeals for two years and data regarding permanent exclusions for five years. Once this time period has expired, we will delete your data by deleting the file created to administer your appeal.
What are your data protection rights?
Legal Services would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:
- The right to access – You have the right to request Legal Services for copies of your personal data.
- The right to rectification – You have the right to request that Legal Services correct any information you believe is inaccurate. You also have the right to request Legal Services to complete the information you believe is incomplete.
- The right to erasure – You have the right to request that Legal Services erase your personal data, under certain conditions.
- The right to restrict processing – You have the right to request that Legal Services restrict the processing of your personal data, under certain conditions.
- The right to object to processing – You have the right to object to Legal Services’ processing of your personal data, under certain conditions.
- The right to data portability – You have the right to request that Legal Services transfer the data that we have collected to another organization, or directly to you, under certain conditions.
Our lawful basis
Processing of your data for school appeals is undertaken in line with statutory requirements outlined in the School Admissions Appeals Code, Statutory Code document number 007/2013 and Exclusion from Schools and Pupil Referral Units document number 225/2019, both published by Welsh Government.
The codes specified the relevant legislation which supports these processes include:
- School Standards and Framework Act 1998,
- Equality Act 2010,
- Education (Admission Appeals Arrangements) (Wales) (Amendment Regulations 2013 and previous versions,
- Education (Pupil Exclusions and Appeals) (Maintained Schools) (Wales) Regulations 2003
- Education (Pupil Exclusions and Appeals)(Wales) (Miscellaneous Amendments) Regulations 2004.
Cardiff Council also undertakes processing in its role as a public authority as necessary in the public interest.
Changes to our privacy policy
Legal Services keeps its privacy policy under regular review and places any updates on this web page. This privacy policy was last updated in January 2023.
How to contact us
If you have any questions about Legal Services’ privacy policy, the data we hold on you please do not hesitate to contact us or the Data Protection Officer.
School Appeals
Room 462
Cardiff Council
County Hall
Atlantic Wharf
CF10 4UW
Email: schoolappeals@cardiff.gov.uk
Call: 029 2087 2474
Data Protection Officer
Room 357
Cardiff Council
County Hall
Atlantic Wharf
CF10 4UW
Email: dataprotection@cardiff.gov.uk
How to contact the appropriate authority