Your information
How we will use your information
If your child has attended a HAF-funded place at a holiday club, DfE receives the personal data about your child from the organisation funded to deliver the programme and / or your local authority.
The information is used to so we can better understand who is being reached by the programme and use this evidence to support local authorities reaching disadvantaged children in need of support during the holidays.
We will also use the information to evaluate the success of the programme and build a case for future funding.
More information about the Holiday activities and food programme 2025 on GOV.UK
The nature of your personal data we will be using
The categories of your personal data that we will be collecting for this programme are:
- pupil name
- date of birth
- Free School Meal status
- home postcode
- school name and local authority area
- Unique Pupil Identifier
- whether classed as vulnerable
Why our use of your personal data is lawful
In order for our use of your personal data to be lawful, DfE needs to meet one (or more) conditions in the data protection legislation.
For the purpose of this project, the relevant condition is Article 6(1)(e) UK General Data Protection Regulation to perform a public task as part of our function as a department.
Where we process Special Category data, we will only do so where we meet conditions under Articles 9(1)(g) (substantial public interest) or 9(2)(j) (archiving, research and statistics).
Who we will make your personal data available to
We sometimes need to make personal data available to other organisations. These might include contracted partners (who we have employed to process your personal data on our behalf) and/or other organisations (with whom we need to share your personal data for specific purposes).
Where we need to share your personal data with others, we ensure that this data sharing complies with data protection legislation.
For the purpose of this programme we will publish the names of any organisations with whom we need to share your personal data on our website page (see website link above).
How long we will keep your personal data
DfE will keep your personal data for the purposes described above, for up to one year.
We may keep the minimum necessary for longer where it is processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes in accordance with Article 89(1) of the UK GDPR subject to implementation of the appropriate technical and organisational measures required by this Regulation in order to safeguard your rights and freedoms.
Your data protection rights
Under the Data Protection Act 2018, you are entitled to ask if we hold information relating to you and ask for a copy, by making a ‘subject access request’.
The GOV.UK Personal information charter provides more information about:
- how the DfE handles personal information
- how to request your data
If you need to contact us regarding any of the above, visit the DfE site.
Further information about your data protection rights is available on the Information Commissioner’s Office (ICO) website.
Last updated
We may need to update this privacy notice periodically, so we recommend that you revisit this information from time to time.
This version was last updated on 4 May 2025.
Contact information
If you have any questions about how your personal information will be used, you can contact us.
Enter Holiday and activity programme as a reference.
For the Data Protection Officer (DPO), contact us via GOV.UK and mark it for the attention of the ‘DPO’.