Privacy notice (how we use school workforce information)
Introduction
The categories of school workforce information that we collect, process, hold and share include:
- personal information (such as name, employee or teacher number, national insurance number)
- special categories of data including characteristics information such as gender, age, ethnic group
- contract information (such as start dates, hours worked, post, roles and salary information)
- work absence information (such as number of absences and reasons)
- qualifications (and, where relevant, subjects taught)
- medical information (such as any medical conditions you have and medication you may require)
- payroll information (such as salary information and service history)
- address and contact information (such as address and telephone number for you and your next of kin)
Why we collect and use information
We use school workforce data to:
- enable the development of a comprehensive picture of the workforce and how it is deployed
- inform the development of recruitment and retention policies
- enable individuals to be paid
- managing staff absence
The lawful basis on which we process information
We process this information under Article 6 1b –As the data is necessary for the performance of a contract
We collect and information under Article 9 (2)(b):The processing of personal data is necessary for carrying out the obligations and exercising specific rights of the controller, or of the data subject in the field of employment and social security and social protection law in so far as it is authorised by Union or Member State law or a collective agreement pursuant to Member State law providing for appropriate safeguards for the fundamental rights and the interests of the data subject;
Departmental Censuses for example
- School preferences and admission appeals
- School capacity surveys
- School workforce surveys
The information about this can be found in the census guide document on the following website: https://www.gov.uk/education/data-collection-and-censuses-for-schools
An example you may wish to consider for data collection purposes (Departmental Censuses) is the Education Act 1996 – this information can be found in the guide documents on the following website https://www.gov.uk/education/data-collection-and-censuses-for-schools
Collecting information
Whilst the majority of information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with data protection legislation, we will inform you whether you are required to provide certain school workforce information to us or if you have a choice in this.
Storing information
We hold school workforce data for varying lengths of time depending on the type of data according to the School Records Retention Schedule but this can be up to 50 years for example for a risk assessment.
Who we share information with
We routinely share this information with:
- our local authority
- the Department for Education (DfE)
Why we share school workforce information
We do not share information about workforce members with anyone without consent unless the law and our policies allow us to do so.
Local authority
We are required to share information about our workforce members with our local authority (LA) under section 5 of the Education (Supply of Information about the School Workforce) (England) Regulations 2007 and amendments.
Department for Education (DfE)
We share personal data with the Department for Education (DfE) on a statutory basis. This data sharing underpins workforce policy monitoring, evaluation, and links to school funding / expenditure and the assessment educational attainment.
We are required to share information about our school employees with our local authority (LA) and the Department for Education (DfE) under section 5 of the Education (Supply of Information about the School Workforce) (England) Regulations 2007 and amendments.
Data collection requirements
The DfE collects and processes personal data relating to those employed by schools (including Multi Academy Trusts) and local authorities that work in state funded schools (including all maintained schools, all academies and free schools and all special schools including Pupil Referral Units and Alternative Provision). All state funded schools are required to make a census submission because it is a statutory return under sections 113 and 114 of the Education Act 2005
To find out more about the data collection requirements placed on us by the Department for Education including the data that we share with them, go to https://www.gov.uk/education/data-collection-and-censuses-for-schools.
The department may share information about school employees with third parties who promote the education or well-being of children or the effective deployment of school staff in England by:
- conducting research or analysis
- producing statistics
- providing information, advice or guidance
The department has robust processes in place to ensure that the confidentiality of personal data is maintained and there are stringent controls in place regarding access to it and its use. Decisions on whether DfE releases personal data to third parties are subject to a strict approval process and based on a detailed assessment of:
- who is requesting the data
- the purpose for which it is required
- the level and sensitivity of data requested; and
- the arrangements in place to securely store and handle the data
To be granted access to school workforce information, organisations must comply with its strict terms and conditions covering the confidentiality and handling of the data, security arrangements and retention and use of the data.
For more information about the department’s data sharing process, please visit: https://www.gov.uk/data-protection-how-we-collect-and-share-research-data
To contact the department: https://www.gov.uk/contact-dfe
Requesting access to your personal data
Under data protection legislation, you have the right to request access to information about you that we hold. To make a request for your personal information, contact the Data Protection Officer, Saint James Church of England Primary School, Moorgreen Road, West End, SO30 3EG
You also have the right to:
- object to processing of personal data that is likely to cause, or is causing, damage or distress
- prevent processing for the purpose of direct marketing
- object to decisions being taken by automated means
- in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
- claim compensation for damages caused by a breach of the Data Protection regulations
If you have a concern about the way we are collecting or using your personal data, we ask that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/
Further information
If you would like to discuss anything in this privacy notice, please contact: Data Protection Officer, Saint James Church of England Primary School, Moorgreen Road, West End, SO30 3EG Tel: 02380 900 995