Privacy notice for the school workforce
Under data protection law, individuals have a right to be informed about how the Academy uses any personal data that 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 we employ, or otherwise engage, to work at the Academy.
We, Catcote Academy, Catcote Road, Hartlepool, TS25 4EZ, are the ‘data controller’ for the purposes of data protection law.
Our data protection officer (Veritau Ltd) can be contacted on 01609 532526.
The personal data we hold
We process data relating to those we employ, or otherwise engage, to work at our school. Personal data that we may collect, use, store and share (when appropriate) about you includes, but is not restricted to:
- 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, application form 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 and motor insurance
- The Trust operates ‘Closed Circuit Television’ (CCTV) systems in order to monitor activities within the Trust and the grounds to identify adverse activity actually occurring, anticipated or perceived, and for the purpose of securing the safety and well-being of the Trust’s students and staff, together with its visitors.
- 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 health declaration, any medical conditions, occupational health reports, and sickness records
Why we use this data.
The purpose of processing this data is to help us run the school, including to:
- 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
- Comply with disciplinary, grievance and sickness management policies and procedures
Our lawful basis for using this data
We only collect and use personal information about you when the law allows us to. Most commonly, we use it where we need to:
- 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)
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 Academy’s use of your data.
Collecting this information
While the majority of information we collect from you is mandatory, there is some information that you can choose whether or not to provide to us.
Whenever we seek to collect information from you, we make it clear whether you must provide this information (and if so, what the possible consequences are of not complying), or whether you have a choice.
How we store this data
Personal data is stored in line with our Data Protection Policy (HAT/POL/HS/04).
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 Retention and Disposal Policy (HAT/POL/HS/16).
For a copy of these policies contact the Academy’s HR Department on 01429 264036.
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 and the information required under Section 5 of the Education (Supply of Information about the School Workforce) (England) Regulations 2007 and amendments.
- The Department for Education – on a statutory basis for workforce policy monitoring, evaluation, links to school funding/expenditure and the assessment educational attainment.
- Your family or representatives – in the event of an emergency requiring your next of kin to be contacted.
- Educators and examining bodies – to provide details of internal moderators and assessors.
- Our regulator, Ofsted – in order to prove compliance with Ofsted/DfE requirements.
- Suppliers and service providers – to enable them to provide the service we have contracted them for, such as payroll, HR support, governance officer.
- Financial organisations – including financial management and budgetary software providers, in order to produce financial monitoring information.
- Our auditors, in order to comply with statutory requirements to provide audited financial statements, ensure adherence to our finance policy and to audit our Teachers Pension submissions.
- HMRC – to provide relevant pay information.
- Pension – to enable the payment of accurate pension contributions.
- Training providers – to record and register relevant CPD and statutory training
- Health authorities in order to carry out health procedures such as vaccinations, etc. and provide information regarding communicable diseases, etc.
- Police forces, courts, tribunals – for example in the case of a dispute or for the prevention of crime
Transferring data internationally
Where we transfer personal data to a country or territory outside the European Economic Area, we will do so in accordance with data protection law.
How to access personal 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
Under data protection law, individuals have certain rights regarding how their personal data is used and kept safe. You have the right to:
- 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:
- In writing to Veritau Ltd, County Hall, Northallerton, DL7 8AL
- Or by telephone on 01609 532526
- Or email schoolsDPO@veritau.co.uk