Skip to content ↓


Privacy Notice

7. Privacy Notice (How we use school workforce information)

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)
  • Copies of proof of identity submitted for DBS clearance -Safer Recruitment requirement
  • For all other staff who have opportunity for regular contact with children who are not engaging in regulated activity, the school requires an enhanced DBS certificate, which does not include a barred list check.
  • For anyone appointed to carry out teaching work, an additional check will be undertaken to ensure they are not prohibited from teaching.
  • A European Economic Area (EEA) check will also be completed if required to check for information about any teacher sanction or restriction that an EEA professional regulating authority has imposed.
  • Our school keeps a Single Central Record that complies with Statutory Requirements. It is monitored by the Headteacher and/or Chair of Governors at regular intervals.

The Single Central Record covers the following people:

  • all staff (including supply staff, and teacher trainees on salaried routes) who work at the school: in colleges, this means those providing education to children;
  • Volunteers;
  • Governors; and
  • Agency and third-party staff

The following information will be recorded on the Single Central Record:

  • An identity check;
  • A barred list check;
  • An enhanced DBS check/certificate;
  • A prohibition from teaching check;
  • A section 128 check (for management positions in independent schools (including free schools and academies));
  • Further checks on people who have lived or worked outside the UK; this would include recording checks for those EEA teacher sanctions and restrictions;
  • A check of professional qualifications; and
  • A check to establish the person’s right to work in the United Kingdom.
  • Our school will obtain written confirmation that the employment business supplying staff has carried out the relevant checks and obtained the appropriate certificates.
  • All applicants MUST show their current original DBS certificate to the school as soon as they take up post.

Why we collect and use this information

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 safer recruitment and retention policies
  • enable individuals to be paid

The lawful basis on which we process this information

We process this Workforce Information to enable us to carry out specific functions for which we are responsible. We also use this personal data to derive statistics which inform decisions we make regarding the running of the school, the curriculum and Safeguarding. The lawful basis is as follows: (Article 6):

  • The data subject has given consent to the processing of his or her personal data for one or more specific purposes
  • Processing is 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
  • Processing is necessary for compliance with a legal obligation to which the Controller is subject.
  • Processing is necessary in order to protect the vital interests of the Data subject or of another natural person.
  • Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the Controller

And (Article 9)

  • Processing is necessary for the purpose of carrying out the obligations and exercising specific rights of the Controller or of the Data subject in the field of employment and social security and social protection law in so far as it is authorised by union or member state law or a collective agreement pursuant to member state law providing for appropriate safeguards for the fundamental rights and the interests of the Data subject

Collecting this information

Whilst the majority of information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with data protection legislation, we will inform you whether you are required to provide certain school workforce information to us or if you have a choice in this.

Storing this information

We hold school workforce data for the periods as governed by our Local Authority data retention Schedule (available upon request from the School)


8. Who we share this information with

We routinely share this information with:

  • our local authority
  • the Department for Education (DfE)
  • HR Services


9. Why we share school workforce information

We do not share information about 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)

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.

HR Services (Shireland Collegiate Academy)

For Employment contracts

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

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:


10. Requesting access to your personal data

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

Office Manager – 0121 569 7040

SIPS acting as Data Protection Officer -Laura Hadley/Sue Courtney-Donovan – 0121 296 3000

You also have the right to:

  • object to processing of personal data that is likely to cause, or is causing, damage or distress
  • prevent processing for the purpose of direct marketing
  • object to decisions being taken by automated means
  • in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
  • claim compensation for damages caused by a breach of the Data Protection regulations

If you have a concern about the way we are collecting or using your personal data, we ask that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office at


11. Further information

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

Office Manager – 0121 569 7040

Data Protection Officer -Laura Hadley – 0121 296 3000

Contact Us

The Orchard School
Causeway Green Road
B68 8LD

0121 569 7040