Name of data controller: South Farnham Educational Trust
Name of the Trust data protection officer: Satswana Ltd
Name of the SSF NQT data protection leads: Naomi Blake, Naomi Wagner
South Farnham Teaching School (SFTS) is committed to protecting the privacy and security of your personal information. This privacy notice describes how we collect and use personal information about you during and after your working relationship with us, in accordance with the General Data Protection Regulation (GDPR). It applies to all employees, workers and contractors, but does not form part of any contract of employment or other contract to provide services.
SFTS is a "data controller". This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice.
It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information. We may amend this notice at any time.
Data protection principles
We will comply with data protection law. This says that the personal information we hold about you must be:
1. Used lawfully, fairly and in a transparent way.
2. Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
3. Relevant to the purposes we have told you about and limited only to those purposes.
4. Accurate and kept up to date.
5. Kept only as long as necessary for the purposes we have told you about.
6. Kept securely.
The kind of information we hold about you
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
• We will collect, store, and use the following categories of personal information about you:
• Personal contact details such as name, title, addresses, telephone numbers, and personal email addresses
• Date of birth
• Gender
• Start and end dates
• Location of employment or workplace
• Performance information
• Disciplinary, grievance and cause for concern information
• CCTV footage and other information obtained through electronic means such as swipe-card records (when on site at an SFET school)
• Information about your use of our information and communications systems
• Photographs
• DBS clearance
How is your personal information collected?
We collect personal information about NQTs through NQT Manager and via email directly from your school.
We will collect additional information in the course of professional development related activities throughout your induction year.
Other third parties
We will also share your data with certain third parties to fulfil legal requirements, obtain or provide necessary information or because the third party processes data on our behalf. These third parties include:
• Trade unions or any other representative acting on your behalf
• Ofsted
• Auditors
• Central and local government
• Professional advisers and consultants
• Professional bodies
• Police forces, courts, tribunals
When we appoint third parties to process data on our behalf, the third party is also required to process the data lawfully and fairly and in a manner that ensures appropriate security of the data, using appropriate technical or organisational measures to protect against unauthorised or unlawful processing and accidental loss.
How we will use information about you
We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:
- Where we need to perform the contract we have entered into with you
- Where we need to comply with a legal obligation
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests
We may also use your personal information in the following situations, which are likely to be rare:
- Where we need to protect your interests (or someone else's interests)
- Where it is needed in the public interest or for official purposes
Why we collect and use this information
We use data to manage the day-to-day operation of the NQT Programme. In particular it is used to:
• Manage registration as a training NQT and recommendation for NQT status (DfE)
• keep records of NQTperformance and work/placement history to ensure acceptable standards of conduct are maintained and to manage training and progression
• defend legal claims
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 information to us or if you have a choice in this.
Storing this information
We hold NQT data securely in your file, in electronic records within our secure IT system, including email.
In summary we retain most records relating to your induction year for six years after your NQT year is completed.
We do not transfer your data to countries outside the European Economic Area.
Requesting access to your personal data and your rights as a data subject
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 your school data protection lead, see ‘contact us’ below.
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 data protection legislation
If you have a concern about the way we are collecting or using your personal data, we ask that you raise your concern with your school data protection lead or Trust data protection officer in the first instance. Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/
Further information
If you would like to discuss anything in this privacy notice, please contact the the Trust data protection officer or lead:
Data Protection Officer: [email protected]
Data Protection Lead: [email protected]