As an employer, we are required to collect and process certain information relating to the people that work for us.
Some of this is collected in line with our obligations under employment law, some is collected in order to comply with safeguarding legislation and some is provided to allow us to ensure that you are paid and that your pension contributions are collected.
We use school workforce data to:
- enable the development of a comprehensive picture of the workforce and how it is deployed
- inform the development of recruitment and retention policies
- enable individuals to be paid
- administer wellbeing benefits to our employees
- Fulfil our obligations with regard to safeguarding of the children in our care
- Fulfil our obligations with regard to the wellbeing and welfare of our employees including the need for contacts in case of emergency
The categories of school workforce information that we collect, process, hold and share include:
- personal information (such as name, employee or teacher number, national insurance number)
- special categories of data including characteristics information such as gender, age, ethnic group
- contract information (such as start dates, hours worked, post, roles and salary information)
- work absence information (such as number of absences and reasons)
- qualifications (and, where relevant, subjects taught)
- DBS data
- Performance management data
- Interview details for all applicants, whether successful or not
We process this information under the UK GDPR on the grounds that ‘processing is necessary for the performance of a contract to which the data subject is party’
We collect personal information from forms provided by staff at the start of their employment and from other relevant agencies (such as DBS providers).
Workforce data is essential for the school’s/Trust’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.
We keep records in line with the provisions set out in our Records Management Policy and the legal requirements of employment law and the Limitation Act.
We routinely share this information with:
- our local authority
- the Department for Education (DfE)
- our payroll and HR provider
- pension providers
- The Office for National Statistics (although this data is generally anonymised)
- Our employee benefits platform and employee assistance program operators
- Our agreed tuition provider (with regard to apprentices)
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.
Our Payroll and HR Provider
We share information with our payroll and HR provider in order to administer contracts between ourselves and our employees and to enable our employees to be paid.
We share information with support staff pension service and teachers’ pension service providers in order for them to administer the pension schemes set up for our employees.
We share statistical data, which is anonymised. Data is not attributable to any specific individuals.
Employee Benefits and EAP
We share data with scheme operators to allow them to administer a benefits platform and an employee assistance program for our employees. Data that is required to administer this is shared and is limited to employee name and email address. Any further information that is provided to the companies directly by our employees becomes the responsibility of the company as they then become the data controller.
Our Agreed Tuition Provider
We share data with our agreed tuition provider on any apprentices that are employed through their apprenticeship scheme in order to provide the information required under the terms of the apprenticeship.
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:
- conducting research or analysis
- producing statistics
- providing information, advice or guidance
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:
- 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.
For more information about the department’s data sharing process, please visit:
To contact the department: https://www.gov.uk/contact-dfe
Under data protection legislation, staff have the right to request access to information about them that we hold. To make a request for your personal information contact Jason Smith, IFtL’s Head of Operations and Data Protection Officer, via DPO@iftl.co.uk
You also have the right to:
· 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