Privacy Notice for the School Workforce
Under data protection law, individuals have a right to be informed about how the Castle Trust (the Trust) uses any personal data we hold about them. We comply with this right by providing ‘privacy notices’ (sometimes called ‘fair processing notices’) to individuals where we are processing their personal data.
This privacy notice explains how we collect, store and use personal data about individuals working with the Trust in a voluntary capacity, including Members, Directors and Local Advisory Committee (LAC) Governors.
The Trust is the ‘data controller’ for the purposes of data protection law.
Our data protection officer is Janine Allen (see ‘Contact us’ below).
The personal data we hold
- Contact details
- Date of birth, marital status and gender
- Next of kin and emergency contact numbers
- Salary, annual leave, pension and benefits information
- Bank account details, payroll records, National Insurance number and tax status information
- Recruitment information, including copies of right to work documentation, references and other information included in a CV or cover letter or as part of the application process
- Qualifications and employment records, including work history, job titles, working hours, training records and professional memberships
- Performance information
- Outcomes of any disciplinary and/or grievance procedures
- Absence data
- Copy of driving licence
- CCTV footage
- Data about your use of the school’s information and communications system
We may also collect, store and use information about you that falls into "special categories" of more sensitive personal data. This includes information about (where applicable):
- Race, ethnicity, religious beliefs, sexual orientation and political opinions
- Trade union membership
- Health, including any medical conditions, and sickness records
Why we use this data?
- Enable you to be paid
- Facilitate safe recruitment, as part of our safeguarding obligations towards pupils
- Support effective performance management
- Inform our recruitment and retention policies
- Allow better financial modelling and planning
- Enable equalities monitoring
- Improve the management of workforce data across the sector
- Support the work of the School Teachers’ Review Body
Our lawful basis for using this data
- Fulfil a contract we have entered into with you
- Comply with a legal obligation
- Carry out a task in the public interest
Less commonly, we may also use personal information about you where:
- You have given us consent to use it in a certain way
- We need to protect your vital interests (or someone else’s interests)
- We have legitimate interests in processing the data
Where you have provided us with consent to use your data, you may withdraw this consent at any time. We will make this clear when requesting your consent, and explain how you go about withdrawing consent if you wish to do so.
Some of the reasons listed above for collecting and using personal information about you overlap, and there may be several grounds which justify the school’s use of your data.
Collecting this information
How we store this data
Personal data is stored in line with our data protection policy.
We create and maintain an employment file for each staff member. The information contained in this file is kept secure and is only used for purposes directly relevant to your employment.
Once your employment with us has ended, we will retain this file and delete the information in it in accordance with our data protection policy.
Successful candidates should refer to our privacy notice for the school workforce for information about how their personal data is collected, stored and used. This is available on the Trust website
The data we collect from you is in line with that which will be collected as an employee.
In addition to the reasons listed above, we use the data to:
- Enabling us to establish relevant experience and qualifications
- Ensuring that appropriate access arrangements can be provided for candidates that require them
The lawful basis for using this data is the same as that for the school workforce.
Personal data we collect as part of the job application process is stored in line with our data protection policy.
When it is no longer required, we will delete your information in accordance with our data protection policy.
In addition to the list for the school workforce, where it is legally required, or necessary (and it complies with data protection law), we may share personal information about you with:
- Employment and recruitment agencies
We do not share information about you with any third party without your consent unless the law and our policies allow us to do so.
Where it is legally required, or necessary (and it complies with data protection law), we may share personal information about you with:
- Our local authority – to meet our legal obligations to share certain information with it, such as safeguarding concerns
- The Department for Education – to meet our legal obligations to share certain information with it, such as workforce census
- Your family or representatives
- Ofsted - to meet our legal obligations to share certain information with it under the Common Inspection Framework
- Suppliers and service providers – to enable them to provide the service we have contracted them for, such as payroll
- Financial organisations - to enable them to provide the service we have contracted them for
- Our auditors - to enable them to provide the service we have contracted them for, under EFSA monitoring
- Health authorities
- Security organisations - to enable them to provide the service we have contracted them for, such as IT monitoring
- Health and social welfare organisations
- Professional advisers and consultants - to enable them to provide the service we have contracted them for
- Police forces, courts, tribunals - to meet our legal obligations to share certain information with them
- Professional bodies
transferring data internationally
your rights - how to access information we hold about you
Individuals have a right to make a ‘subject access request’ to gain access to personal information that the school holds about them.
If you make a subject access request, and if we do hold information about you, we will:
- Give you a description of it
- Tell you why we are holding and processing it, and how long we will keep it for
- Explain where we got it from, if not from you
- Tell you who it has been, or will be, shared with
- Let you know whether any automated decision-making is being applied to the data, and any consequences of this
- Give you a copy of the information in an intelligible form
You may also have the right for your personal information to be transmitted electronically to another organisation in certain circumstances.
If you would like to make a request, please contact our data protection officer.
Your other rights regarding your data
- Object to the use of your personal data if it would cause, or is causing, damage or distress
- Prevent your data being used to send direct marketing
- Object to the use of your personal data for decisions being taken by automated means (by a computer or machine, rather than by a person)
- In certain circumstances, have inaccurate personal data corrected, deleted or destroyed, or restrict processing
- Claim compensation for damages caused by a breach of the data protection regulations
To exercise any of these rights, please contact our data protection officer.
We take any complaints about our collection and use of personal information very seriously.
If you think that our collection or use of personal information is unfair, misleading or inappropriate, or have any other concern about our data processing, please raise this with us in the first instance.
To make a complaint, please contact our data protection officer.
Alternatively, you can make a complaint to the Information Commissioner’s Office:
- Report a concern online at https://ico.org.uk/concerns/
- Call 0303 123 1113
- Or write to: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please contact our data protection officer, firstname.lastname@example.org
This notice is based on the Department for Education’s model privacy notice for the school workforce, amended to reflect the way we use data in this Trust.