Kingsbridge Community Primary School
Our Privacy Notice: Staff Information
The categories of staff information that we collect, hold and share include:
Why we collect and use this information
The lawful basis on which we use this information
We will process personal information where one or more of the following applies:
When we collect ‘special categories of personal data’ eg information relating to a person’s racial or ethnic origin or medical information, we will do so where we have explicit consent or where it is necessary for us to comply with our obligations under employment, social security or social protection laws.
Collecting staff information
Whilst the majority of information you provide to us is mandatory or required as a contractual obligation of your employment, some of it is provided to us on a voluntary basis. In order to comply with the General Data Protection Regulation, we will inform you whether you are required to provide certain information to us or if you have a choice in this.
Storing this information
We hold school workforce data as specified in our Record Retention Schedule. The period of time varies according to the nature of the data. Most records are retained for a period of 6 years after the employee has ceased employment with the school.
Who we share this information with
We routinely share this information with:
Why we share school workforce information
We do not share information about staff with anyone without consent unless the law and our policies allow us to do so.
Data collection requirements
The DfE collects and processes personal data relating to those employed by schools and local authorities that work in state funded schools (including all maintained schools, all academies and free 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 the Department for Education including the data that we share with them, go to https://www.gov.uk/education/data-collection-and-censuses-for-schools.
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:
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:
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 department’s data sharing process, please visit:
To contact the department: 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 we hold about you. To make a request for your personal information, please write to us at [insert school email address]. Please note, keeping your information secure is our top priority, therefore you may be asked to provide identification of yourself before we can release any records to you.
You also have the right to:
If you would like to exercise any of these rights, please write to us at firstname.lastname@example.org
If you would like to discuss anything in this privacy notice, or if you have concerns about the way we are collecting or using your personal data please contact our Data Protection Officer, Amber Badley at email@example.com.
Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns
Our Data Protection Officer is an external consultant from Firebird Data Protection Consultancy Limited (Firebird), who performs this role under a service contract through Babcock Learning Development Partnership (Babcock LDP).
For information about how Firebird handles personal information, please visit their website at www.firebirdltd.co.uk. For information about how Babcock LDP handles personal information, please visit their website at www.babcock-education.com .