Staff Data Privacy Notice

How we use workforce information

Introduction

This privacy notice explains how we collect, use, store and share personal information about individuals employed or otherwise engaged to work at The King’s School Grantham. We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This notice should be read alongside the School’s Data Protection Policy and is reviewed annually.

Categories of Workforce Information We Process

Personal identifiers – name, address, date of birth, employee/teacher number, national insurance number.

Contact details – phone numbers, emergency contacts.

Characteristics – sex, age, ethnic group.

Contract & employment details – start date, job role(s), hours worked, salary, grades, allowances.

Payroll & financial information – bank details, tax, National Insurance, pension membership.

Absence & leave records – sickness, parental leave, other statutory absences.

Qualifications & training – academic/professional qualifications, subjects taught.

Relevant medical information – fitness for work, reasonable adjustments, allergies or medication for emergencies.

Safeguarding & conduct – criminal record checks, safeguarding information where legally required.

Other information you choose to provide in the course of employment.

Why We Collect and Use Workforce Information

We use workforce data to:

• Pay staff and administer employment contracts.
• Meet statutory obligations (e.g. school workforce census to DfE).
• Manage recruitment, retention, training and appraisal.
• Safeguard pupils and staff.
• Contact staff or nominated persons in an emergency.
• Plan workforce deployment and school improvement.
• Comply with pension, tax, and audit requirements.

Our Lawful Bases

We rely on one or more of the following UK GDPR bases for each purpose:

Employment contract & pay – Article 6(1)(b) (contract) & Article 9(2)(b) (employment/social security law).

Statutory workforce census & other returns – Article 6(1)(c) (legal obligation).

Safeguarding & safer recruitment – Article 6(1)(e) (public task) & Article 9(2)(g) (substantial public interest).

Health & safety / occupational health – Article 6(1)(c) (legal obligation) & Article 9(2)(b), 9(2)(h).

Where processing is based on consent (e.g. photos for marketing), you may withdraw that consent at any time.

How We Collect Workforce Information

Primarily through recruitment and HR forms, contracts, staff self-service systems, statutory returns, and direct communication with you.

Storing Workforce Information

We keep data securely in electronic HR systems and restricted files. Retention follows our Data Retention Schedule (available on request or via our website).

Who We Share Information With

We may share workforce data with:

• Lincolnshire Local Authority (where required by law).
• Department for Education (DfE) – school workforce census.
• Payroll & HR service providers (for salary and pension administration).
• Safeguarding partners or regulators (e.g. DBS, Ofsted) where legally required.
• Auditors and insurers where necessary to meet legal or contractual obligations.

We do not share workforce data with others unless the law or our policies allow.

How the DfE Uses Workforce Data

The DfE uses workforce data to:

• Monitor pay, diversity and effectiveness of the school workforce.
• Support policy, funding and research.

Data is transferred securely and stored under strict government security standards. DfE only shares personal data where lawful, secure and ethical, subject to a strict approval and public benefit test.

More information: https://www.gov.uk/data-protection-how-we-collect-and-share-research-data

Your Data Protection Rights

You have the right to:

• Be informed about how we use your data.
• Request access to your data (Subject Access Request).
• Rectify inaccurate data.
• Request erasure where no legal reason to keep it.
• Restrict or object to processing in certain circumstances.
• Not be subject to solely automated decisions with legal effect.
• Withdraw consent where processing is based on consent.
• Complain to the Information Commissioner’s Office (ICO): https://ico.org.uk/make-a-complaint/.

(Some rights may not apply where we process data under legal obligation or public task.)

Contact

Mrs C. Hausermann, Data Protection Officer

Email: admin@kings.lincs.sch.uk