Privacy Notice - Exclusions from School

Purpose for processing your information

The Bi-Borough Senior Exclusions Officer sits within the Admissions and Access to Education Service. The purpose is to fulfil the legal duty under Section 19 of the Education Act 1996 and regulations made under those sections to ensure full-time education is arranged for pupils who have been permanently excluded from school.

We collect the following information

In order to carry out our legal obligations we process personal information in relation to parent/carers and children:

  • Personal contact details such as name, title, addresses, contact numbers, and personal email addresses.
  • Personal demographics (including date of birth, gender and ethnicity)
  • Education information including any Special Educational Needs and Disability (SEND) and previous or current school information.
  • Letters and correspondence from schools regarding the issuing of exclusions, including the reason/s for the exclusions, referral forms to enable us to make arrangements for education provision, and any decision letters generated as a result of the exclusion process.
  • Involvement with statutory services such as Social Care, Access and Early Help, MASH, The TBAP Multi-Academy Trust, SEND.

This information is only used for the intended purpose but if we intend to use it for any other purpose, we will normally ask you first. In some cases, the Council may use your information for another purpose if it has a legal duty to do so, to provide a complete service to you, to prevent and detect fraud, or if there is a risk of serious harm or threat to life.

How we collect your information

The initial exclusion notification may come from your child’s current school, other local authorities (where your child is attending school), or other professionals such as Social Services. We may also be initially notified by parents themselves, in which case we will contact the respective school to request formal notification.

Who the information is shared with

The Bi-Borough Senior Exclusions Officer may also use your information for other legitimate purposes and may share (where necessary) with other Council departments and external bodies responsible for administering services to children and young people. This includes sharing your information, and information about your child and their exclusion with the local authority in which you reside (if outside the Bi-Borough - Westminster, Kensington and Chelsea local authorities). Reasons for sharing information with the internal and external bodies will be; to enable the tracking and monitoring of children permanently excluded from school who are residing within the Bi-Borough (Westminster, Kensington and Chelsea local authorities), and to notify your own local authority so they can fulfil their statutory obligations to provide education for your child following permanent exclusion when appropriate.

Internal bodies are; Admissions and Access to Education that covers Children Missing Education (CME), Elective Home Education (EHE) Exclusions and Child Licensing, the Data Team, the Early Help Service, the MASH Team and Safeguarding service, Governance and Legal Services.

External bodies are; schools/academies, including independent and boarding, other Councils/boroughs.

How long do we keep your information?

We will retain information about your child’s permanent exclusion, including your personal information for 3 years. After this time, it will be deleted.

Your rights and access to your information

You have the right to request a copy of the information that we hold about you. The new General Data Protection Regulation also gives you additional rights about the information we hold about you and how we use it, including the right to:

  • Withdraw consent and the right to object and restrict further processing of your data; however, this may affect service delivery to you.
  • Request to have your data deleted where there is no compelling reason for its continued processing and provided that there are no legitimate grounds for retaining it.
  • Request your data to be rectified if it is inaccurate or incomplete
  • Have your data transferred or copied should you move to another authority
  • Not be subject to automated decision-making including profiling

To submit a Subject Access Request email the Exclusions Officer at [email protected].

If you have any concerns

Please contact us if you would like to know more about the information we hold about you and how we use it. The Bi-Borough Senior Exclusions Officer can be contacted on tel: 020 7745 6614 (RBKC) between 9.00am – 5.00pm Monday to Friday during school term time.

You have a right to complain to us if you think we have not complied with our obligation for handling your personal information; email the Bi-Borough Senior Exclusions officer: [email protected]. Your concerns will be investigated via the respective Council’s complaints procedures.

If you are not satisfied with the Council’s response you have a right to complain to the Information Commissioner’s Office (ICO). You can visit the ICO website at:

Changes in your circumstances

You must notify us immediately if there are any changes in your circumstances and personal details so we can maintain an accurate and up to date record of your information.

Last updated: 29 November 2019