Trainees (including CPD delegates) Data

We use this data;

• To support the governance function across our Trust
• To comply with the law regarding governance and management of our Trust

The categories of data that we collect on Trustees and Governors include;

• Personal information such as name, address and contact details
• Characteristics such as ethnicity, language, country of birth
• Attendance information including sessions attended
• Governance details (such as role, start and end dates and governor ID)

All local authority maintained school governing bodies, under section 538 of the Education Act 1996 and academy trusts, under the Academy Trust Handbook have a legal duty to provide the governance information as detailed above. Therefore, the legal basis for processing information on Trustees and Governors, from Article 6,  is legal obligation.

In addition, concerning any special category data, this would processed under either the substantial public interest basis where there is a matching condition under part 2 of schedule 1 of the DPA 2018, or where we have obtained explicit consent.

We hold data on Trustees and Governors for varying periods from 3 years to indefinitely. Full details are shown in our Records Management Policy.

We routinely share student information with;

• Government services such as Edubase and GIAS
• Our local authority partners (where applicable)
• The Department for Education (DfE)
• Companies House
• The Charity Commission

We are also required, under the terms of The Academy Trust Handbook, to publish certain details on school websites. These include names, term of office, attendance at meetings and pecuniary interests.

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

We are required to share information about individuals in governance roles with the Department for Education (DfE) under the requirements set out in the Academy Trust Handbook. This extends to the publication of certain details relating to Trustees and Governors on our Trust and School websites.

All data is entered manually on the GIAS service and held by the Department for Education (DfE) under a combination of software and hardware controls which meet the current government security policy framework.

The governance data that we lawfully share with the Department for Education (DfE) via GIAS will:

• increase the transparency of governance arrangements
• enable local authority maintained schools, academies, academy trusts and the Department for Education (DfE) to identify more quickly and accurately individuals who are involved in governance and who govern in more than one context
• allow the Department for Education (DfE) to be able to uniquely identify an individual and in a small number of cases conduct checks to confirm their suitability for this important and influential role

Some of these personal data items are not publicly available and are encrypted within the GIAS system. Access is restricted to authorised Department for Education (DfE) and education establishment users with a Department for Education (DfE) Sign-in account who need to see it in order to fulfil their official duties. The information is for internal purposes only and not shared beyond the Department for Education (DfE) unless the law allows it.

If you want to see the personal data held about you by the Department for Education (DfE), you should make a subject access request (SAR). Further information on how to do this can be found within the Department for Education’s (DfE) personal information charter that is published at the address below: https://www.gov.uk/government/organisations/department-for-education/about/personal-information-charter To contact DfE: https://www.gov.uk/contact-dfe

Under data protection legislation, Trustees and Governors 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 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, you should raise your concern with us in the first instance by contacting dpo@iftl.co.uk

You can also complain directly to the Information Commissioner’s Office at https://ico.org.uk/concerns/

If you would like to discuss anything in this privacy notice, please contact the Data Protection Officer, Jason Smith at dpo@iftl.co.uk