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Welcome to birmingham.gov.uk

Data Protection

The Data Protection Act 1998 gives rights to you, our customers, about how personal information is obtained and used by Birmingham City Council. The act also places obligations on Birmingham City Council.

This guide informs you of your rights under the Data Protection Act and details how we handle your information.

How does the council obtain information?

Generally, we receive information about you from one or more of the following sources:
  • The primary school your child attends.
  • The preference form you complete and send to us.

For what purpose do we use your information?

We use your information for the following purposes:
  • To allocate your child a school place.
  • Section 12 of the Children Act 2004 requires all children's services authorities in England to establish information sharing databases (ContactPoint formerly IS Index) as part of the Every Child Matters agenda and move towards children's trusts arrangements.

Caring for your data

The council undertakes to have in place a level of security appropriate to the nature of the data and the harm that might result from a breach of security.

We undertake that we will have in place a level of security appropriate to the nature of the data and the harm that might result from a breach of security. We further undertake that we will:
  • not hold information about an individual that is excessive in relation to the purpose for which it is processed;
  • keep any information about an individual accurate and where necessary up-to-date (to help us to do this, please keep us informed if any details change);
  • not keep data processed for any purpose(s) longer than necessary.
  • Process your information in accordance with your rights under the Data Protection Act.

Your rights

You have certain rights under the Data Protection Act in relation to the information that we hold about you. These rights are set out below:
  • Access to personal data: you may request by writing to the address below, details of the information that we hold about you and the purpose(s) for which it is held.
  • We will provide the information in a permanent form, as at the time of the request, subject to any routine processing continuing between that time and the time of response. A request will be met within 40 days of receiving it or, if later, on receipt of any supplementary information needed to establish your relationship with the authority or verify your identity.
  • You are entitled, by notice in writing to require us to cease (or not to begin) processing personal data on the grounds that it is causing, or is likely to cause substantial damage or distress to you or to another and that damage or distress is, or would be unwarranted. This does not apply where you have consented to the processing, the processing is necessary for the compliance with a legal obligation, or the processing is necessary to protect your vital interests.
  • You are entitled, by notice in writing, to require us to stop using information about you for the purposes of direct marketing. Direct marketing means the communication (by whatever means) of any advertising or marketing material which is directed to you.
  • You are entitled, by notice in writing, to require us to ensure that no decision taken by or on behalf of us and which significantly affects you is based solely on the automated processing of your information.


The following contact details are for matters that relate to data protection only.

(For any other queries, please contact Admissions and Appeals.)

Corporate Information Management Team

Corporate Information Management Team, Performance & Information Division
PO Box 16266, Birmingham, B2 2YY

Telephone: 0121 303 4876

eMail: DP.Contacts@birmingham.gov.uk

The Data Protection Commissioner

If you wish to know more about your rights in respect of protection of personal data, you should write to:

Data Protection Commissioner Office
Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

Telephone: 01625 545700 (switchboard).

Data Matching

Data matching involves comparing computer records held by one body against other computer records held by the same or another body to see how far they match. This is usually personal information.

Birmingham City Council undertakes data matching, where necessary, for a number of purposes, to comply with legal requirements placed on the Council. These include the detection and prevention of crime and fraud. For more information about how Birmingham City Council collects, holds and processes your personal information, please see our website at: www.birmingham.gov.uk/privacy

The School Admissions and Pupil Placements Service undertakes data matching, where necessary, to comply with legal requirements, including the detection of fraudulent address claims for the purposes of gaining admission to a particular school.