Privacy Notice (How we use school workforce information)
This document provides insight into how information about school staff, including supply teachers is used in our school. For volunteers, information will only be collected where it is relevant to their role.
The categories of school workforce information that we collect, process, hold and share include:
- Personal information (such as name, DOB, employee or teacher number, national insurance number, contact details, payroll/banking details, DBS checks)
- Special categories of data including characteristics information such as gender, age, ethnic group, trade union membership (only where deductions are made directly from the payroll system)
- 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)
- Relevant medical information
- CCTV images
- Information relating to the performance of paid staff
- Declarations about suitability to work relating to the Childcare (Disqualification) Regulations
Why we collect and use this information
We use school workforce data to:
- Safeguard children in accordance with Keeping Children Safe in Education, Sept 2016.
- Enable individuals to be paid and inform HMRC and pensions administrators
- Enable the development of a comprehensive picture of the workforce and how it is deployed
- Inform the development of recruitment and retention policies
- Provide information in case of emergencies
The lawful basis on which we process this information
We process this information in order to comply with the Education Act 1996 and under the 2018 GDPR Articles below, as included in the Data Protection Act 2018.
- 6(c) processing is necessary for compliance with a legal obligation to which the controller is subject;
- 6(e) processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller;
- 9(b) processing is necessary for the purposes of 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.
Collecting this 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.
Storing this information
We hold school workforce data on local computer systems, as well as on paper. There are strict controls on who can see your information. We will hold data for as long as necessary in line with our retention schedule, after which the information will be appropriately destroyed.
Who we share this information with
We routinely share this information with:
- our payroll provider
- 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.
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 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 pass information to the DfE under section 5 of the Education (Supply of Information about the School Workforce) (England) Regulations 2007 and amendments.
Your data will be held by our payroll provider to enable us to process payments to you. For Supply Teachers only, personal data may also be viewed by authorised persons in other schools in the Wokingham Borough Council area that use the Selima system.
Data collection requirements
The DfE 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 DfE 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 DfE data sharing process, please visit:
To contact the DfE: 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, please contact the school using the details at the end of this document. 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.
If you would like more information about the information that Wokingham Local Authority holds about you, please contact: Data Protection Officer, Wokingham Borough Council, Shute End, Wokingham RG40 1WH. More information and an online form are available via this link.
If you would like to discuss anything in this privacy notice, please contact:
Foundry College Data Protection Officer
By email: DPO@foundry.wokingham.sch.uk
Or by post :
Data Protection Officer
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