Privacy Notice - Family Information Service

Nature of work

The Family Information Service (FIS) comprises of:

• Directory and Enquiries
• Free School Meals
• 2 Year Old Funding
• 3 and 4 Year Old Funding

We provide information to families on childcare, activities and support services by maintaining a directory and logging enquiries taken on the FIS helpline. Ofsted updates are received on a daily basis and we regularly request information updates from providers on the directory. All enquiries are logged with key information on the type of enquiry and action taken.

We carry out Free School Meals checks to determine eligibility for a child and inform parents/carers of the decision. We also check if a child is eligible for pupil premium and provide reports to schools. In addition we carry out regular checks of claimants to ensure an accurate take up of Free School Meals

We complete 2, 3, 4 year old and 30 hours eligibility checks and inform parents/carers of the decision via a Parent Portal. We then pay childcare/education providers for children who attend their setting. Providers and schools can check 30 hours eligibility prior to offering a funded place.

We also carry out Early Years Pupil Premium (EYPP) application checks, process these payments and pay Disability Access Fund (DAF) payment, Inclusion Fund payment and report on payments made.

Why we need your information

To enable us to provide information to families on childcare, activities and support services by maintaining a directory and logging enquiries taken on the FIS helpline. We also receive Ofsted updates on a daily basis which we use to update records on the directory for public use.

Carry out eligibility checks to ensure that pupils entitled to receive free school meals are able to do so. Also, to provide reports to schools to claim to pupil premium funding from the government.

To enable us to determine eligibility for 2 year old funding and to inform parents/carers of the decision; pay childcare providers for 2 year olds who attend their setting.

To enable us to check 30 hours eligibility prior to payment and provide a system where childcare providers and schools can check 30 hours eligibility prior to offering a funded place. Also, to process payments to providers and schools for 3 and 4 year old funded children.

We also carry out Early Years Pupil Premium (EYPP) application checks, process these payments and pay Disability Access Fund (DAF) payments, Inclusion Fund payments and report on payments.

Type/Classes of information processed

Where relevant we process a variety of information relating to individuals including:

• Provider information (in relation to activities, childcare or support service with information made public)
• Child’s personal details
• Family details
• Education details
• Health information for children with disabilities

Who information is processed about

We process information about:

• Child/Young person
• Family
• Providers/schools

Who information may be shared with

Where necessary or required we share information with:

• Enquirer
• Applicant (parent/carer)
• Childcare settings and schools
• Internal services (who have such as School Admissions)
• Department for Education  for Census purposes

How long we will keep your information

• Pupil information will be retained until the subject 25 years old.
• Pupil information for a child/young person with Special Educational Needs (SEN) or where they were a Looked After Child will be kept until the subject is 35 years old.

Transfers Overseas

Not applicable.