This privacy notice explains how we collect, process and manage information for the school workforce. That includes employed members of staff, volunteers, including governors and representatives, trainee teachers, apprentices and work experience/workplace placements.
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
- other personal information
- references
We use and share information to comply with statutory, regulatory, practice and contractual obligations. These may include, but are not limited to:-
- improving the management of workforce data across the sector
- enabling development of a comprehensive picture of the workforce and how it is deployed
- pay salaries and pension contributions
- informing the development of recruitment and retention policies
- allowing better financial modelling and planning
- enabling ethnicity and disability monitoring
- supporting the work of the School Teachers Review Body and the EWC
- comply with guidance such as ‘Working Together’ and safeguarding obligations
- facilitating good governance
- internal reviews and quality monitoring
- CPD and staffing issues
If we are required to comply with other legal obligations not listed above we will share data only when it is lawful to do so.
The lawful basis on which we collect and process this information
We must make sure that information we collect and use about pupils is in line with the UK GDPR and Data Protection Act. This means that we must have a lawful reason to collect the data, and that if we share that with another organisation or individual, we must have a legal basis to do so.
The lawful basis for schools to collecting and processing information comes from a variety of sources, such as the Article 6 and Article 9 of the UK GDPR, the Safeguarding of Vulnerable Groups Act 2006. We also have obligations to organisations such as HMRC and the Department of Work and Pensions.
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 in this. Storing this information, we hold school workforce data in accordance with our school’s Records Management Policy and Retention Schedule.
Who we share this information with:
- our local authority
- the Welsh Government
- Safeguarding and protection for children and vulnerable adults
- Payroll services
- Legal Advisers
- Insurance providers
- HMRC
- Teacher Pension Scheme and the Local Government Pension Scheme (and other pension providers)
- Health professionals
- Occupational Health services
- Disclosing and Barring Service
Our lawful grounds for processing include contractual necessity and public interests.
Why we share school workforce information
We do not share information about work force members with anyone without consent unless the law and our policies allow us to do so.
Welsh Government
We share personal data with the Welsh Government 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 pupils with the government under section 5 of the Education (Supply of Information about the School Workforce) Regulations 2007 and amendments.
Data collection requirements
The government collects and processes personal data relating to those employed by schools and local authorities that work in state funded schools (including all maintained 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 Welsh Government including the data that we share with them, please go to the Welsh government web site.
They 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 Wales by:
- conducting research or analysis
- producing statistics
- providing information, advice or guidance
They have 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 they release 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 their data sharing process, please visit: The Welsh Government website.
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 our school office.
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.
More details about how we use and manage data can be found in the further privacy notices, the Data protection Policy and other relevant polices on the school website.