Privacy Notice (How we use workforce information)

The categories of school information that we process

These include:

• personal information (such as name, employee or teacher number, national insurance number)
• characteristics information (such as gender, age, ethnic group)
• contract information (such as start date, hours worked, post, roles and salary information) 
• work absence information (such as number of absences and reasons)
• qualifications (and, where relevant, subjects taught)
• relevant medical information
• payroll information (such as bank details)

This list is not exhaustive, to access the current list of categories of information we process please see https://www.ourladyoflourdesrcprimary.org/privacy-notice/

Why we collect and use workforce information

We use workforce data to:

1. enable the development of a comprehensive picture of the workforce and how it is deployed
2. inform the development of recruitment and retention policies
3. enable individuals to be paid
4. to comply with Safeguarding and Safer Recruitment guidance

Under the General Data Protection Regulation (GDPR), the legal basis / bases we rely on for processing personal information for general purposes are:

• for the purposes of employment in accordance with the legal basis of Article 6 (b)  processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract;

In addition, concerning any special category data:

• 9 (b) processing is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment and social security and social protection law in so far as it is authorised by Union or Member State law or a collective agreement pursuant to Member State law providing for appropriate safeguards for the fundamental rights and the interests of the data subject;

Collecting workforce information

We collect personal information via staff contract forms, application forms new joiner data collection forms and yearly staff update forms.

Workforce data is essential for the school’s / local authority’s operational use. Whilst the majority of personal information you provide to us is mandatory, some of it is requested on a voluntary basis. In order to comply with GDPR, we will inform you at the point of collection, whether you are required to provide certain information to us or if you have a choice in this.

CCTV

Our school uses Closed Circuit Television cameras for the purposes of prevention and detection of crime. There are visible signs showing that CCTV is in operation and images from this system are securely stored where only a limited number of authorised persons may have access to them. We may be required to disclose CCTV images to authorised third parties such as the police to assist with crime prevention or at the behest of a court order.

Storing workforce information

We hold data securely for the set amount of time shown in our data retention schedule. For more information on our data retention schedule and how we keep your data safe, please visit https://www.ourladyoflourdesrcprimary.org/data-protection/

All staff personnel files are held securely by the HR department, and are only available to the HR team and senior management.

It is necessary in some circumstances, sometimes by the law, that personal information is processed, or used, by a third party to the school. These third parties are:

Third Party	Level of Information
London Borough of Redbridge	Official/Personal
SIMS	Official-Sensitive
Department for Education	Official-Sensitive
ISS (Schools Meals Provider)	Personal information
Strictly Education	Official - Sensitive
Smoothwall	Personal/Sensitive
IRIS (ParentMail)	Personal/Sensitive
SeeSaw	Personal information
Mathletics	Personal information
Google Classroom	Personal information
Discovery Education	Personal information
Times Tables Rockstars	Personal information
National College	Personal information
Medigold	Personal information

Who we share workforce information with

We routinely share this information with:

• our local authority (where applicable)
• the Department for Education (DfE)
• Brentwood Diocese
• The Good Shepherd Trust
• EPM (HR & Payroll provider)

Why we share school workforce information

We do not share information about our workforce members with anyone without consent unless the law and our policies allow us to do so.

Local authority

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

The Department for Education (DfE) collects personal data from educational settings and local authorities via various statutory data collections. We are required to share information about our children and young people with the Department for Education (DfE) for the purpose of statutory data collection 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 the (DfE) under section 5 of the Education (Supply of Information about the School Workforce) (England) Regulations 2007 and amendments.

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 Mrs Samantha Neal

You also have the right to:

• to ask us for access to information about you that we hold
• to have your personal data rectified, if it is inaccurate or incomplete
• to request the deletion or removal of personal data where there is no compelling reason for its continued processing
• to restrict our processing of your personal data (i.e. permitting its storage but no further processing)
• to object to direct marketing (including profiling) and processing for the purposes of scientific/historical research and statistics
• not to be subject to decisions based purely on automated processing where it produces a legal or similarly significant effect on you

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/

Withdrawal of consent and the right to lodge a complaint

Where we are processing your personal data with your consent, you have the right to withdraw that consent. If you change your mind, or you are unhappy with our use of your personal data, please let us know by contacting Samantha Neal on 0208 989 9521.

International transfers and processing

We do not process any personal information outside of the European Economic Area.

Last updated

We may need to update this privacy notice periodically so we recommend that you revisit this information from time to time. This version was last updated on 14th March 2024.

Contact

If you would like to discuss anything in this privacy notice, please contact: Samantha Neal on 0208 989 9521.