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Privacy Notice for School Workforce

This notice explains what personal data (information) we hold about our workforce, how we collect it, how we use it, and how we may share it. We are required to give you this information under data protection law.

Who are we?

High Halden CEP  School & Woodchurch CE Primary School, as part of the Flourish Together Federation, collect, use and are responsible for certain personal information about you as part of your employment. When we do so, we are regulated under the United Kingdom General Data Protection Regulation (UK GDPR) and act as the ‘controller’ of that data.

Our Data Protection Officer (DPO) is:

Satswana LTD

info@satswana.com

01252 516898

The Personal Information We Collect

In the course of employing staff, we collect and process the following types of information:

  • Personal details (name, address, contact details, date of birth, NI number, teacher/employee number)

  • Characteristics (gender, age, ethnicity, disability information)

  • Contract information (role, post, salary, working hours, start and end dates, training records)

  • Absence information (sickness records, reasons for absence, maternity/paternity/adoption leave)

  • Qualifications and professional records (teaching qualifications, subjects taught, professional development)

  • Payroll and financial information (bank details, HMRC data, pension contributions)

  • Relevant medical information (e.g. adjustments under the Equality Act, fitness to work)

  • Next of kin and emergency contacts

Why We Use Your Information

We use workforce information to:

  • Enable salary and pension payments

  • Manage HR processes (recruitment, contracts, performance management)

  • Monitor sickness absence and support staff welfare

  • Administer leave entitlements (maternity, paternity, adoption, parental leave)

  • Ensure compliance with safeguarding requirements (e.g. DBS checks, vetting)

  • Develop a full picture of staffing and deployment across the Federation

  • Support professional development, training, and appraisal processes

  • Fulfil statutory reporting obligations to the Department for Education (DfE), Local Authority (KCC), and other regulatory bodies

  • Inform recruitment and retention strategies

  • Contribute to workforce research and national policy development

How Long We Keep Your Data

We hold workforce information securely in line with statutory requirements. In most cases, staff records are retained for 6 years after employment ends, following Kent County Council’s record-keeping guidelines. Some records (e.g. pension or safeguarding information) may be retained longer if required by law.

Legal Basis for Processing

We collect and process workforce information in order to:

  • Comply with our legal obligations as an employer

  • Fulfil employment contracts

  • Carry out tasks in the public interest, such as safeguarding pupils and ensuring effective education

  • Meet statutory reporting requirements (Education Act 2005, Employment law, HMRC and DfE requirements)

If we need to process special category data (e.g. health information), we do so on the basis of substantial public interest, including promoting equality of opportunity or treatment.

Who We Share Workforce Data With

We may share your data with:

  • Department for Education (DfE) – statutory workforce census returns

  • Kent County Council (KCC) – for HR, financial, and workforce monitoring [maintained school requirement]

  • The Education People (TEP) – commissioned by KCC to provide education services

  • Payroll and HR service providers – to administer pay and pensions

  • Teachers’ Pensions and Local Government Pension Scheme – for pension contributions and entitlements

  • DBS service providers – for safeguarding and employment vetting

  • Auditors and regulators – for financial compliance and accountability

  • Cabinet Office – National Fraud Initiative [maintained schools only]

  • Federation leadership and governing body – for oversight of staffing and resources

We may also share your data with law enforcement or other authorities where required by law.

The DfE may share workforce information with third parties who:

  • Conduct research or analysis

  • Produce statistics

  • Provide guidance, advice or workforce planning

All requests are subject to strict approval processes and confidentiality controls.

Your Rights Under UK GDPR

You have the right to:

  • Know how we use your information and why

  • Request access to the information we hold (Subject Access Request)

  • Ask us to correct errors in your information

  • Object to certain processing (where applicable)

  • Request deletion of your data (in limited circumstances)

  • Request your information be transferred electronically

  • Withdraw consent where consent has been given

We will always consider your request, but please note that in some cases, we are required by law to keep or use your information.

For more information on your rights, visit the ICO (Information Commissioner’s Office) website: https://ico.org.uk.

Keeping Your Information Secure

We take data protection seriously. Information is held securely and only accessible to staff who need it. We have policies and procedures to deal with any data breaches and will notify you and the ICO if legally required.

Contact Us

If you have questions about this notice, would like to exercise your rights, or have a complaint about how your data is used, please contact:

Flourish Together Federation (High Halden CE Primary & Woodchurch CE Primary

If you are unhappy with our response, you also have the right to complain to the Information Commissioner’s Office (ICO) at https://ico.org.uk/concerns or by calling 0303 123 1113.

For more information on how Kent County Council handles staff data, visit: KCC Privacy Statement.

For more on how the Department for Education uses workforce data, visit: