Privacy Notice (How we use workforce information)
The categories of school information that we process
These include:
• personal information (such as name, employee or teacher number, national insurance number)
• characteristics information (such as gender, age, ethnic group)
• contract information (such as start date, hours worked, post, roles and salary information)
• work absence information (such as number of absences and reasons)
• qualifications (and, where relevant, subjects taught)
• contact details (such as address, phone numbers or email addresses)
• relevant medical information (such as allergies or emergency contacts)
• identity management (such as IT usernames, photographs, building sign-in)
This list is not exhaustive, to access the current list of categories of information we process please
contact us to discuss any questions you may have, or request visibility of our Record of Processing
Activity:
Privacy Notice (How we use workforce information)
The categories of school information that we process
These include:
• personal information (such as name, employee or teacher number, national insurance number)
• characteristics information (such as gender, age, ethnic group)
• contract information (such as start date, hours worked, post, roles and salary information)
• work absence information (such as number of absences and reasons)
• qualifications (and, where relevant, subjects taught)
• contact details (such as address, phone numbers or email addresses)
• relevant medical information (such as allergies or emergency contacts)
• identity management (such as IT usernames, photographs, building sign-in)
This list is not exhaustive, to access the current list of categories of information we process please
contact us to discuss any questions you may have, or request visibility of our Record of Processing
Activity:
The Data Privacy Manager
The GORSE Academies Trust
C/O John Smeaton Academy
Smeaton Approach
Barwick Road
Leeds
LS15 8TA
[email protected]
Why we collect and use workforce information
We use 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
• to keep employees safe
• to keep children safe
• to meet the statutory duties placed upon us for DfE data collections
• to support the training of student teachers and CPD of existing staff
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for
processing pupil information, of UK GDPR – Article 6, are:
• Article 6(1)(e) - Public Task
• Article 6(1)(a) – Consent
• Article 6(1)(b) -Contract
• Article 6(1)(c) - Legal obligation
• Article 6(1)(e) - Public Task
• Article 6(1)(f) - Legitimate Interests
In addition, concerning any special category data, the lawful bases we rely on for processing pupil
information, of UK GDPR – Article 9, are:
• Article 9(2)(b) – Employment
• Article 9(2)(f) - Defence or legal claim
• Article 9(2)(h) - Occupational health
• Article 9(g) Reasons of substantial public interest (with a basis in law)
If you have an enquiry regarding the specific lawful basis for a specific item of data please contact us at
[email protected]
Collecting workforce information
We collect personal information via:
• Application forms
• New starter data-collection forms
• References
• Data-barring checks
• Payroll data
• Pension data
• Timesheets or overtime claims
Workforce data is essential for the school’s / local authority’s operational use. Whilst the majority of
personal information you provide to us is mandatory, some of it is requested on a voluntary basis. In
order to comply with UK GDPR, we will inform you at the point of collection, whether you are required to
provide certain information to us or if you have a choice in this.
Storing workforce information
We have a Personal Data Retention Policy which explains how long different types of personal data are
kept for. We only process and retain personal data for legitimate and lawful reasons, and we do not
retain personal data for longer than is necessary. The duration we retain data for can vary significantly
between the differing types of data and the reasons for processing that data.
For more information on our data retention schedule and how we keep your data safe please contact us
at [email protected]
Who we share workforce information with
We routinely share this information with:
• our local authority (where applicable)
• the Department for Education (DfE)
• payroll provision services
• pensions administrators
• the student loan company
• The GORSE Academies Trust
• NHS
• Public Health England
• Future employers – at the point you leave us
Why we share school workforce information
We do not share information about our workforce members with anyone without consent unless the law
and our policies allow us to do so. Where we require conset for the sharing of data we will always
request this prior to data being shared. Where we are obliged to share data without explicit consent we
declare this within our Record of Processing Activity.
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
The Department for Education (DfE) collects personal data from educational settings and local
authorities via various statutory data collections. We are required to share information about our children
and young people with the Department for Education (DfE) for the purpose of those data collections,
under:
We are required to share information about our school employees with the (DfE) under section 5 of the
Education (Supply of Information about the School Workforce) (England) Regulations 2007 and
amendments.
All data is transferred securely and held by DfE under a combination of software and hardware controls
which meet the current government security policy framework.
For more information, please see ‘How Government uses your data’ section.
Requesting access to your personal data
Under data protection legislation, you have the right to request access to information about them that we
hold. To make a request for your personal information, or be given access to your child’s educational
record, contact:
The Data Privacy Manager
The GORSE Academies Trust
C/O John Smeaton Academy
Smeaton Approach
Barwick Road
Leeds
LS15 8TA
[email protected]
You also have the right to:
• to ask us for access to information about you that we hold
• to have your personal data rectified, if it is inaccurate or incomplete
• to request the deletion or removal of personal data where there is no compelling reason for its
continued processing
• to restrict our processing of your personal data (i.e. permitting its storage but no further processing)
• to object to direct marketing (including profiling) and processing for the purposes of
scientific/historical research and statistics
• not to be subject to decisions based purely on automated processing where it produces a legal or
similarly significant effect on you
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/
For further information on how to request access to personal information held centrally by DfE, please
see the ‘How Government uses your data’ section of this notice.
Withdrawal of consent and the right to lodge a complaint
Where we are processing your personal data with your consent, you have the right to withdraw that
consent. If you change your mind, or you are unhappy with our use of your personal data, please let us
know by contacting:
The Data Privacy Manager
The GORSE Academies Trust
C/O John Smeaton Academy
Smeaton Approach
Barwick Road
Leeds
LS15 8TA
[email protected]
Last updated
We may need to update this privacy notice periodically. This version was last updated on 17/11/2021
If you would like to discuss anything in this privacy notice, please contact:
The Data Protection Officer
How government uses your data
The workforce data that we lawfully share with the DfE through data collections:
• informs departmental policy on pay and the monitoring of the effectiveness and diversity of the
school workforce
• links to school funding and expenditure
• supports ‘longer term’ research and monitoring of educational policy
Data collection requirements
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-andcensuses-for-schools.
Sharing by the department
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.
How to find out what personal information DfE hold about you
Under the terms of the Data Protection Act 2018, you’re entitled to ask the Department:
• if they are processing your personal data
• for a description of the data they hold about you
• the reasons they’re holding it and any recipient it may be disclosed to
• for a copy of your personal data and any details of its source
If you want to see the personal data held about you by the Department, you should make a ‘subject
access request’. Further information on how to do this can be found within the Department’s personal
information charter that is published at the address below:
https://www.gov.uk/government/organisations/department-for-education/about/personal-informationcharter
To contact the department: https://www.gov.uk/contact-dfe