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Our Lady of Lourdes
RC Primary School

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Privacy Notice – School Workforce

Privacy Notice (How we use workforce information)

Although we have tried to make this Privacy Notice as straightforward as possible, some may find it difficult to understand. Please contact the school Data Protection Lead, details at the end of this notice, for further help if needed.

This notice explains how we use information about you and what we do with it. We call this information about you ‘personal data’ or personal 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, sex, 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)
  • HR and payroll, including Occupational Health provider

This list is not exhaustive. To access the current list of categories of information we process, please contact us.

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

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

Delivery of contract, GDPR Article 6 (b) contract and (e) public task and Article 9 (b) Employment and (g) substantial public task

For the Department for Education (DfE) data collections, see relevant legislation for each specific data collection.

  • for the purposes of providing the DfE with requested information in accordance with the legal basis of providing education services and Article 6 (e) public task

In addition, concerning any special category data:

 

Collecting workforce information

We collect personal information via the application process and continual professional development.

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 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.

 

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, please contact our designated data protection lead. For information on how we keep your data safe, please visit the policies section of our website and view our Data Protection Policy.

Who we share workforce information with

We routinely share this information with:

  • our local authority (where applicable)
  • the Department for Education (DfE)
  • when the school is legally required to do so (by court order, government body, law enforcement agency or other authority of competent jurisdiction), for example, Local Authority, the DfE, Ofsted, HMRC, DBS, the police
  • we may share personal data with future employers as part of a confidential reference

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

School Business Services

Official – Sensitive

CPOMS

Personal/Sensitive

IRIS (ParentMail)

Personal/Sensitive

Mathletics

Personal information

Google Classroom

Personal information

Discovery Education

Personal information

Times Tables Rockstars

Personal information

National College

Personal information
Everwell Personal information

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 (DfE)

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 those data collections, under:

For school workforce census:

We are required to share information about our school employees with the Department for Education (DfE) under section 5 of the Education (Supply of Information about the School Workforce) (England) Regulations 2007 and amendments.

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

For privacy information on the data the Department for Education (DfE) collects and uses, please see: https://www.gov.uk/government/publications/privacy-information-education-providers-workforce-including-teachers.

Requesting access to your personal data

The UK GDPR gives you certain rights about how your information is collected and used. To make a request for your personal information, contact our Data Protection Officer (DPO), which is the DPO at the London Borough of Redbridge, and they can be contacted at dataprotection.schools@redbridge.gov.uk

You also have the following rights:

  • the right to be informed about the collection and use of your personal data – this is called ’right to be informed’.
  • the right to ask us for copies of personal information we have about you – this is called ’right of access’. This is also known as a subject access request, data subject access request or right of access request.
  • the right to ask us to change any information you think is not accurate or complete – this is called ‘right to rectification’.
  • the right to ask us to delete your personal information – this is called ‘right to erasure’
  • the right to ask us to stop using your information – this is called ‘right to restriction of processing’.
  • the ‘right to object to processing’ of your information, in certain circumstances
  • rights in relation to automated decision-making and profiling.
  • the right to withdraw consent at any time (where relevant).
  • the right to complain to the Information Commissioner if you feel we have not used your information in the right way.

 

There are legitimate reasons why we may refuse your information rights request, which depends on why we are processing it. For example, some rights will not apply:

  • right to erasure does not apply when the lawful basis for processing is legal obligation or public task.
  • right to portability does not apply when the lawful basis for processing is legal obligation, vital interests, public task or legitimate interests.
  • right to object does not apply when the lawful basis for processing is contract, legal obligation or vital interests. And if the lawful basis is consent, you don’t have the right to object, but you have the right to withdraw consent.

 

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 or directly to the Information Commissioner’s Office at raise a concern with ICO


For further information on how to request access to personal information held centrally by the Department for Education (DfE), please see the ‘How Government uses your data’ section of this notice.

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.

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 1st May 2026.

Contact

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

How Government uses your data

The workforce data that we lawfully share with the Department for Education (DfE) through data collections:

  • informs the Department for Education (DfE) 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 Department for Education (DfE) including the data that we share with them, go to https://www.gov.uk/education/data-collection-and-censuses-for-schools.

Sharing by the Department for Education (DfE)

The Department for Education (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 Department for Education (DfE) will only share your personal data where it is lawful, secure and ethical to do so and 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 Department for Education (DfE) releases personal data to third parties are subject to a strict approval process and based on a detailed assessment of public benefit, proportionality, legal underpinning and strict information security standards. 

For more information about the Department for Education’s (DfE) data sharing process, please visit: https://www.gov.uk/data-protection-how-we-collect-and-share-research-data

For information about which organisations the Department for Education (DfE) has provided information, (and for which project) please visit the following website: https://www.gov.uk/government/publications/dfe-external-data-shares

How to find out what personal information the Department for Education (DfE) hold about you

Under the terms of UK GDPR, you’re entitled to ask the Department for Education (DfE):

  • if they are processing your personal data
  • for a description of the data they hold about you
  • the reasons they’re holding it and any recipient it may be disclosed to
  • for a copy of your personal data and any details of its source

If you want to see the personal data held about you by the Department for Education (DfE), you should make a ‘subject access request’. See the guide for details:

https://www.gov.uk/government/publications/requesting-your-personal-information/requesting-your-personal-information#your-rights 

Further information on what personal information the Department for Education (DfE) holds about you is published in the privacy notice for education providers’ workforce, including teachers. This is available below:

https://www.gov.uk/government/publications/privacy-information-education-providers-workforce-including-teachers

To contact the Department for Education (DfE): https://www.gov.uk/contact-dfe

 

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