Privacy Notice – How we handle your personal information

Healthy Learning, Healthy Lives (HLHL) and Pupil Lifestyle Survey


What information about you do we collect?

The information about you that we use is related to your organisation such as job title and work email address.

How will your information be used?

The information you give us for Healthy Learning, Healthy Lives will be used by Doncaster Council to assess whether your provider meets the criteria in order to be awarded the HLHLives accreditation.  Before you upload your evidence you must ensure you remove any information that identifies pupils, families or any other people unless the school has gained their consent for submission to HLHL. This means that you should, for example, not include identifiable photographs unless consent has been gained by explaining to individuals what their information is being used for and that the school will remove names, personal information and any discussions about individual children or families before you submit documents such as minutes from meetings or testimonials (unless consent for this purpose has been obtained and recorded by the school).  

Your portal password is unique to your organisation and must not be shared with any other organisation. Please inform us of any incident or breach relating to the use of the portal.

Some data may be used to evaluate HLHL with a partner organisation, which is currently the Rotherham, Doncaster and South Humberside (RDaSH) NHS Foundation Trust. All personal data will be removed before this is done.

How do we collect information about you?

We collect/obtain your information from you directly or from other Internal Council education and health teams including; schools organisation, school transport and SEND teams.

Who will your information be shared with?

The Council will never sell your information to anyone else, but we may share some of it with other individuals and organisations, including:

  • We run an annual Pupil Lifestyle Survey. We will pass your work contact details to key contacts at PFA Research Ltd who carry out the survey under contract to Public Health at Doncaster Council.
  • We may share data relating to Emotional Health and Wellbeing with the NHS Doncaster Clinical Commissioning group to help them understand local needs. All personal data will be removed before this is done.
  • We will only share your information when the law allows us to, and only then the minimum information we need to.

The Legal Basis for using your information

The council collects and uses information about you because it is necessary for the exercise of public functions and powers set out in law.  Under Section 12 of the Health and Social Care Act 2012 the council has duties to improve public health.

How long will we keep your information?

Doncaster Council will keep your information for as long as you are a key contact for the project and for one term after you cease to be involved.  Historic evidence you have submitted with your personal details will be kept for five years.

Contact and Complaints

If you have a question or complaints about how the Council has used your information you can contact the council’s Data Protection Officer at   

Alternatively, you have the right to complain to the Information Commissioner’s Office (ICO).  You can find more information about the ICO as

Date: October 2018

Get in touch

Civic Office
South Yorkshire

HLHLDoncaster on Twitter