We are required to maintain employee records for our staff. The type of information used in these records includes:
The records also contain special category personal information, for example:
This information is generally provided by you, and sometimes it is provided by others, such as:
The school is the data controller for this information. Data processors support this activity through the provision of systems. The legal basis we rely on when using this personal information is our employment contract. The legal basis we rely on for the special category personal data is Employment, Social Security and Social Protection, and Substantial Public Interest.
Sometimes we may share this personal information. Please note we only share information required for that particular purpose and then only the minimum required. We may share information with for example:
This information will be retained for a minimum of 7 years from the end of the employment contract.
Recruitment Records
We collect information when recruiting to vacant posts. The information is likely to include:
The records may also contain special category personal information, for example:
This information is generally provided by you, and sometimes it is provided by others, such as:
The school is the data controller for this information. Data processors support this activity through the provision of systems. The legal basis’s we rely on when using this personal information is our Legitimate Interests and Legal Obligation. The legal basis we rely on for the special category personal data is and Substantial Public Interest.
Sometimes we may share this personal information, for example with one or more of the following:
For unsuccessful candidates this information will be retained for a minimum of six months. Successful candidates’ information will become part of their employee record (see first section of this notice – Employee Records).
General Information
Our school management system, payroll provider and Microsoft 365 services are provided under contract and they act as data processors for this information.
No Personal information is routinely available outside of the UK, except where some of our key suppliers store information either within the EEA or in the US under the EU-US Privacy Shield, where a transfer of personal information outside of the UK may be necessary we will only do so where it is permitted by law and where appropriate safeguards are in place.
For information about your rights in relation to this use of your personal information please see section 5 of our overarching privacy notice.