The categories of school workforce information that we collect, process, hold and share include:

  • personal information (such as name, payroll number, teacher number, national insurance number, relevant medical information, next of kin details)
  • 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)
  • payroll records
  • safeguarding/child protection records, including Disclosure and Barring Service checks

Why we collect and use this information

We use your data to:

  • enable the development of a comprehensive picture of the workforce and how it is deployed
  • inform the development of recruitment and retention policies
  • enable individuals to be paid
  • safeguard children and young people
  • help support the wellbeing of individuals
  • monitor compliance with equal opportunities policies and legislation

The lawful basis on which we process this information

We process this information under Article 6 (1) (e) of the General Data Protection Regulation: “Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority invested in the controller”.

Special category data is processed under Article 9 (2) (b) of the General Data Protection Regulation: “Processing is necessary for the purposes 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 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 may be 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 information to us or if you have a choice in this.

Storing this information

We hold your data for the period of time detailed in our “Data Retention Schedule”, which can be found on the school website, or on request from the school office.

Who we share your information with

We routinely share your information with:

  • our local authority
  • the Department for Education (DfE)
  • Arbor (the school’s cloud-based Management Information System)
  • Microsoft Office 365 (email communication/correspondence storage)
  • Disclosure and Barring Service

Your name and school email address may, depending upon your role in school, also be shared with the following external organisations:

  • Doodle Maths
  • White Rose Maths
  • Numbots
  • Prowise
  • Tapestry (Early Years Forum)
  • TT RockStars

Why we share your information

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

Local authority

We are required to share your information 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 your 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.

Data collection requirements

The department may share information about you 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 your personal data is maintained and there are stringent controls in place regarding access to it and its use. Decisions on whether DfE releases your 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 your 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:

Your name and school email address may be shared with external organisations (listed above, “Who we share this information with”) to enable them to carry out their duties effectively and to facilitate the management of the school.


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, please contact the School Business Manager.

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


Further information

If you would like to discuss anything in this privacy notice, please contact the School Business Manager, via the school office.