Access and Inclusion Business Support Team Privacy Notice

Our core data protection obligations and commitments are set out in the Council’s primary privacy notice.

This notice provides additional privacy information for service users.


We collect, or obtain your personal information for the following purpose(s):

  • To pay Special Educational Need and/or Disability (SEND) education fees to providers and tutors 
  • To process and issue Children’s entertainment licences, working permits and adult Chaperone licenses  
  • For safeguarding verification and notification purposes when issuing licenses
  • To issue school absence penalty notices
  • To retain and/or share Educational Psychologist (EP) reports with relevant services
  • To send and record school exclusion information
  • To issue Individual Placement Agreement (IPA) documentations to education settings
  • To source tutors to work with SEND children
  • For data and census purposes
  • To ensure Elected Home Educated (EHE) children are monitored and supported
  • To process referrals for other service areas
  • To access Education, Health and Care Plan’s (EHCP)
  • To log information on Trafford’s bespoke database
  • To process Language outreach Referrals
  • To update and clarify eligibility for school transport  
  • For minuting meeting purposes 
  • To provide reports
  • To log qualifications for NQT’s
  • To undertake Chaperone interviews
  • To process Disclosure & Barring Service (DBS) applications
  • To complete suitability checks for interview purposes

Categories of personal data

In order to carry out these purposes we collect and obtain:

  • Names
  • Addresses
  • DOB
  • School
  • Sex
  • SEND need
  • IQ
  • Looked After Child (LAC) status
  • Performance dates/locations
  • Finance information
  • Education need and status
  • Medical information
  • Adoption details
  • Child Protection and Child in Need (CIN) information
  • Emotional and mental health status
  • Educational and professional qualifications held
  • Health and social care information and history
  • Therapist details
  • Exclusion information
  • Answers to interview questions
  • Criminal history

Legal basis for processing

The legal basis for processing your personal information is:

  • We would be unable to meet statutory or processing requirements, including safeguarding obligations  
  • We would not be able to make decisions to process applications or licenses

Consequences if information is not provided

If you fail to provide us with certain information when requested, we may not be able to perform the contract we have entered into with you or we may be prevented from complying with our legal obligations.

Categories of personal data

We may share information about you with the following types of organisations:

  • Other local authorities (Chaperones, children’s entertainment licences)
  • Agencies (Chaperones)
  • Children’s entertainment licence (parent, agency and/or applicant) and children work permits (Employer, school and parent) 
  • Legal services (school penalty notices for prosecution)
  • Schools and Colleges
  • Educational settings and provision when making payments  

This information would be shared in order to meet statutory responsibilities and legal obligations by processing and issuing the correct and relevant papers in order for children to take part in paid working opportunities, and to provide confirmation to agencies that Chaperones have been approved by Trafford.

As well as information collected directly from you, we also obtain or receive information from:

  • Electoral role
  • Schools and Colleges
  • Education and Social Care providers
  • Health and Social Care Colleagues
  • Partnering agencies and services (i.e. NHS/PENNINE Care)
  • Electronic Systems used within Trafford Council
  • Social Media
  • Referrals received requesting additional services to work with you or your family

Automated Decisions

For this service all the decisions we make about you involve human intervention.

Retention and Destruction policy

Our Retention and Destruction Policy outlines how long we retain certain types of information for the Access and Inclusion Business Areas, a copy of which is available on request. The time documents and information are retained for will be reliant on the Business Area, however historical child abuse claims presently dictate indefinite retention of all relevant documents.

Rights of individuals

Information about:

  • exercising your rights
  • contacting our Data Protection Officer
  • raising a concern with us, or
  • making a complaint to the Information Commissioner is accessible in our Guide to exercising your rights.

Updates (notices)

We may update or revise this Privacy Notice at any time so please refer back to this page for the most up-to-date version.



This page was last modified: Wednesday 24 July 2019 18:10