This Privacy Notice seeks to ensure that Paradigm Trust is compliant with the General Data Protection Regulation (GDPR) and communicates with staff, both those employed by the Trust and those engaged to work with the Trust, how we process personal data.
Who processes your information?
Paradigm Trust is the data controller of the personal information you provide to us. This means we determine the purposes for which, and the manner in which, any personal data relating to staff is to be processed.
The data protection officer for the Trust can be contacted on 020 7364 1010 or email@example.com. The data protection officer’s role is to oversee and monitor the Trust’s data protection procedures and to ensure the Trust is compliant with GDPR.
Where necessary, third parties may be responsible for processing staff members’ personal information. Where the Trust outsources data to a third party processor, the same data protection standards that Paradigm Trust upholds are imposed on the processor.
Why do we need your information?
Paradigm Trust has the legal right and a legitimate interest to collect and process personal data relating to those who are employed to work for the Trust and those engaged to work with the Trust. The Trust processes personal data in order to meet the safeguarding requirements set out in UK employment and childcare law.
Staff members’ personal data is also processed to assist in the running of the Trust, and to enable individuals to be paid.
If staff members fail to provide their personal data, there may be significant consequences.
This includes the following:
- Failure to provide the Trust with ample proof of a right to work in the UK will prevent employment with the Trust.
- Employees found to be working illegally could face prosecution by law enforcement officers.
- Failure to provide accurate tax codes and/or national insurance numbers could lead to issues of delayed payments or an employee paying too much tax.
For which purposes are your personal data processed?
In accordance with the above, staff members’ personal data is used for the following reasons:
- Contractual requirements
- Employment checks, e.g. right to work in the UK
- Salary requirements
Which data is collected?
The personal data the Trust will collect, includes the following:
- 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)
- medical information (such as food allergies or medication needed in an emergency)
- contact information (such as telephone numbers of contacts that an employee would want the Trust to contact in an emergency)
- address information (such as the known contact address to direct correspondence to)
- payroll information (such as bank account numbers for payment transfers)
We also process special categories of personal data that may include:
- physical or mental health needs
- racial or ethnic origin
- trade union membership
- political affiliation and political opinions
- criminal convictions data
- civil and criminal proceedings, outcomes and sentences.
- religious or other beliefs of a similar nature
The collection of personal information will benefit both the Department for Education, Local Authority and Trust by:
- improving the management of workforce data across the sector
- enabling the development of a comprehensive picture of the workforce and how it is deployed
- informing the development of recruitment and retention policies
- allowing better financial modelling and planning
- enabling ethnicity and disability monitoring
Data collection requirements and sharing with third parties
Staff members’ personal data is only sought from the member of staff (the data subject). No third parties will be contacted to obtain staff members’ personal data without the data subject’s consent.
The DfE collects and processes personal data relating to those employed by state funded schools (including all maintained schools, all academies and free schools and all special schools including Pupil Referral Units and Alternative Provision). All of the above settings are required to make a census submission that 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 DfE including the data that we share with them, go to:
The DfE may share information about Trust 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 DfE 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: https://www.gov.uk/data-protection-how-we-collect-and-share-research-data
Paradigm Trust will not share your personal information with any third parties without your consent, unless the law allows us to do so.
We are required, by law, to pass on some personal information to the Local Authority and the Department for Education.
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: We share personal data with the Department for Education (DfE) on a statutory basis. This data sharing evaluation, and links to school funding / expenditure and the assessment educational attainment. We are required to share information about our learners with the (DfE) under section 5 of the Education (Supply of Information about the School Workforce) (England) Regulations 2007 and amendments.
How long is your data retained for?
Staff members’ personal data is retained in line with the Trust IT systems policy/procedures (including e-safety; data security and retention of documents; acceptable use). Data will only be retained for as long as is necessary to fulfil the purposes for which it was processed, and will not be retained indefinitely.
What are your rights?
As the data subject, you have specific rights to the processing of your data. You have a legal right to:
- request access to the personal data that the Trust holds
- request that your personal data is amended
- request that your personal data is erased
- request that the processing of your data is restricted.
Where the processing of your data is based on your explicit consent, you have the right to withdraw this consent at any time. This will not affect any personal data that has been processed prior to withdrawing consent.
If you have a concern about the way Paradigm Trust and/or the DfE is collecting or using your personal data, you can raise a concern with the Information Commissioner’s Office (ICO). The ICO can be contacted on 0303 123 1113, Monday-Friday 9am-5pm.
How can you find out more information?
If you would like to discuss anything in this privacy notice, please contact the Trust’s data protection officer on 020 7364 1010 or firstname.lastname@example.org.