Reviewed June 2021
To be reviewed June 2023
General Data Protection Regulations (GDPR) 2018
The definition of school workforce in this privacy notice includes; employees, governors, students and all volunteers within the school
The categories of school workforce information that we collect, process, hold and share include:
Why we collect and use this information
Joseph Turner Primary has the legal right and a legitimate interest to collect and process personal data relating to those we employ to work at the school, or those otherwise contracted to work at the school. We process personal data in order to meet the safeguarding requirements, set out in UK employment and childcare law, including those in relation to the following:
Staff members’ personal data is also processed to:
The lawful basis on which we process this information
We use information about you to enable us to carry out specific functions for which we are responsible. We also use this personal data to derive statistics which inform decisions we make regarding the running of the school, the curriculum, safeguarding and staffing. The lawful basis is as follows (Article 6):-
And (Article 9):-
The submission of the school census returns, including the schools workforce census, is a statutory requirement on schools under the Education Act 1996. This means that schools do not need to obtain consent to the provision of information and ensures schools are protected from any legal challenge that they are breaching a duty of confidence to staff. For more information visit https://www.gov.uk/education/data-collection-and-censuses-for-schools
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 for various periods of duration as determined by School’s Retention Policy.
Who we share this information with
We routinely share this information with:
We also share information with the following, when procedure call for this
Why we share school workforce information
We do not share information about workforce members with anyone without consent unless the law and our policies allow us to do so.
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 (DfE)
We share personal data with the Department for Education (DfE) 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 school employees with our local authority (LA) and the Department for Education (DfE) under section 5 of the Education (Supply of Information about the School Workforce) (England) Regulations 2007 and amendments.
We are required to share information about our school employees with our HR consultant in order to ensure LA and School policies are adhered too and also that we are compliant with HR Law
Storing employee data
We hold employee data for various periods of duration as determined by School’s Retention Policy.
Staff members’ personal data is only sought from the data subject. No third parties will be contacted to obtain staff members’ personal data without the data subject’s consent.
Staff members’ personal data may be obtained and processed from third parties where the law requires the school to do so, e.g. medical records from a GP.
Joseph Turner Primary will not share your personal information with any third parties without your consent, unless the law allows us to do so.
Data collection requirements
The DfE collects and processes personal data relating to those employed by schools (including Multi Academy Trusts) 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 about you that we hold. To make a request for your personal information, contact:
You also have the right to:
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/.
If you would like to discuss anything in this privacy notice, please contact: