School User Privacy Policy

PRIVACY NOTICE: HOW WE USE YOUR INFORMATION This notice explains what personal data (information) we hold about you, how we collect it and how we use and may share information about you. We are required to give you this information under data protection law. As the Appropriate Body, we collect and process your personal data relating to ECT (Early Career Teacher) induction. We will process your personal data in accordance with the UK General Data Protection Regulations and other relevant legislation, and not disclose your personal data to any other third party, unless allowed or required to do so under the relevant legislation.
Who are we? Barnsley and Doncaster, Selby and Wakefield Teaching School Hubs collects, uses and is responsible for certain personal information about you. When we do so we are regulated under the UK General Data Protection Regulation and we are responsible as ‘controller’ of that personal information for the purposes of those laws. Our Data Protection Officer can be contacted via The categories of information that we collect and process include: In the course of registering with the Appropriate Body, our organisation we collect the following personal information when you provide it to us: • Personal information (such as name, school, teacher number, date of birth) • Characteristics information (such as gender, age, ethnic group) • Contract information (such as start date, hours worked, post and roles)
• Work absence information (such as number of absences and reasons) • Qualifications and phase or subjects taught • Relevant medical information This list is not exhaustive. If you have queries or would like further information about the categories of data we process, please contact Why we collect and use this information We use this information to: • monitor ECT induction; • enable registration with the Teacher Regulation Agency; • enable access to ECT Manager; • provide support to ECTs, mentor and induction tutors and any other persons involved in ECT induction; • enable sickness monitoring; • develop a comprehensive picture of the Induction process; • inform the development of recruitment and retention policies; • inform financial audits of the organisation or individual academies; • fulfil our duty of care towards our staff; • inform national workforce policy monitoring and development

How long your personal data will be kept We will hold information relating to you only for as long as necessary. How long we need to keep to any information will depend on the type of information. If you would like more information about how long we keep information, please ask for a copy of our Personal Data Retention Policy at your school or email . When we no longer need to retain information, we will destroy or delete it in a secure manner.
Reasons we can collect and use your personal information We rely on having a legitimate reason as an Appropriate Body to collect and use your personal information, and to comply with our statutory obligations, and to carry out tasks in the public interest. If we need to collect special category (sensitive) personal information, we rely upon reasons of substantial public interest (equality of opportunity or treatment). Under the UK General Data Protection Regulation (GDPR), the legal basis / bases we rely on for processing personal information for general purposes are:

Processing basis 1: Processing is necessary in order to meet our duties as an employer (Article 6, 1 c UK GDPR compliance with a legal obligation and Article 9, 2b UK GDPR carrying out obligations and exercising specific rights in relation to employment).

Processing basis 2: Processing 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 (Article 6, 1b UK GDPR re contract of employment or for the provision of a service to commercial client).

Processing basis 3: the data subject has given consent to the processing of his or her personal data for one or more specific purposes (Article 6, 1a UK GDPR and 9, 2a UK GDPR). If you give your consent, you may change your mind at any time and withdraw your consent by contacting

We are required to share information about our members under section 7 of the Education (Supply of Information about the School Workforce) (England) Regulations 2007 and amendments.

This personal data includes identifiers such as names and teacher reference numbers and characteristics such as ethnic group, employment contracts, qualifications and absence information.

Who we share your personal information with

• Local leads working with the Appropriate Body in supporting ECT induction • ECT Manager (online ECT management system) • Healthcare, social and welfare professionals and organisations • Other Appropriate Body services, where needed • The Disclosure and Barring Service • Central Government Departments (including Teacher Regulation Agency) • Educators and Examining bodies • Professional Bodies • Law enforcement agencies and bodies • Courts and Tribunals • Legal representatives • Ombudsman and Regulatory bodies • Service providers • Trade Unions

We will share personal information with law enforcement or other authorities if required by applicable law, for example in relation to the prevention and detection of crime, counter terrorism, safeguarding, legal proceedings or to protect interests of you or another.

The Department for Education (DfE) collects and processes personal data relating to those who 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.

The DfE 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: • conducting research or analysis; • producing statistics; • providing information, advice or guidance.

Collecting your information We collect personal information via our online platform ECT Manager when required which would be approved by the Appropriate Body.

ECT induction data is essential for the Appropriate Body’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 UK 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. You can withdraw your consent for the processing of your personal data at any time if that processing is on the sole basis of your consent (Processing basis 3).

Storing workforce information

We hold data securely for the set amount of time shown in our data retention schedule. If you would like a copy of our data retention schedule, please contact

Who we share your information with: We routinely share this information with the TRA. Why we share your information We do not share information about our ECTs, mentor, induction leads or any other persons involved in ECT induction with anyone without consent unless the law and our policies allow us to do so.

Department for Education We are required to pass information about school employees to the DfE under section 7 of the Education (Supply of Information about the School Workforce) (England) Regulations 2007 and amendments. All data is transferred securely and held by the DfE under a combination of software and hardware controls which meet the current government security policy framework.

For more information, please see ‘How Government uses your data’ section.

How Government uses your data The workforce data that we lawfully share with the DfE through data collections: • informs departmental policy on pay and the monitoring of the effectiveness and diversity of the school workforce; • links to school funding and expenditure; • supports ‘longer term’ research and monitoring of educational policy.
Data collection requirements To find out more about the data collection requirements placed on us by the DfE including the data that we share with them, go to

Sharing by the Department for Education The DfE 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: • conducting research or analysis; • producing statistics; • providing information, advice or guidance. The DfE 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 the DfE releases personal data to third parties are subject to a strict approval process and based on a detailed assessment of: • who is requesting the data; • the purpose for which it is required; • the level and sensitivity of data requested; and • the arrangements in place to securely store and handle the data.
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.

To contact the DfE:

For more information about the Teacher Regulation Agency and their Privacy Policy and how they use your information please visit: Personal information charter - Teaching Regulation Agency - GOV.UK (

Your rights in relation to your information 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: • object to what we are doing with your information; • have inaccurate or incomplete information about you amended; • ask us to stop doing certain things with your information in some cases; • ask that decisions about you are not made using automatic systems; • claim against the school in certain circumstances where you have suffered as a result of the school breaching your data protection rights • ask us to transfer your information to another organisation in a format that makes it easy for them to use. • change your mind, if we have asked for your consent to use your personal data.
We may not have to meet all of your requests and we will let you know where we are unable to do so. Concerns

If you have any concerns about how we are using your personal data then we ask that you contact our Data Protection Officer in the first instance, via Alternatively, you can contact the Information Commissioner’s Office at

Contact If you would like to discuss this privacy notice, please contact: