Privacy notice (how we use personal information on Get Information about Schools (GIAS))
The categories of governance information that we process include:
- personal identifiers, contacts and characteristics (such as name, date of birth, contact details and postcode)
- governance details (such as role, start and end dates and governor ID)
Why we collect and use governance information
The personal data collected is essential, in order for the school to fulfil their official functions and meet legal requirements.
We collect and use governance information, for the following purposes:
- to meet the statutory duties placed upon us
Under the UK General Data Protection Regulation (GDPR) 2018, the legal bases we rely on for processing personal information for general purposes are:
- for the purpose a) named above in accordance with the legal basis of Legal Obligation
All maintained school governing bodies, under section 538 of the Education Act 1996 and academy trusts, under the Academies Financial Handbook have a legal duty to provide the governance information as detailed above.
Collecting governance information
We collect personal information via governor contact forms.
Governance roles data is essential for the school’s operational use. Whilst the majority of personal information you provide to us is mandatory, some of it may be requested on a voluntary basis. In order to comply with 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 governance 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 and how we keep your data safe, please visit school policies page.
Who we share governance information with
We routinely share this information with:
- our local authority (where applicable)
- the Department for Education (DfE)
Why we share governance information
We do not share information about individuals in governance roles with anyone without consent unless the law and our policies allow us to do so.
We are required to share information about our governance roles with our local authority (LA).
Department for Education
The Department for Education (DfE) collects personal data from educational settings and local authorities. We are required to share information about individuals in governance roles with the Department for Education (DfE), under:
We are required to share information about our governance roles with the Department for Education (DfE) under section 538 of the Education Act 1996
All data is entered manually on the GIAS system and held by DfE under a combination of software and hardware controls which meet the current government security policy framework.
For more information, please see ‘How Government uses your data’ section.
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 our DPO.
You also have the right to:
- ask us for access to information about you that we hold
- have your personal data rectified, if it is inaccurate or incomplete
- request the deletion or removal of personal data where there is no compelling reason for its continued processing
- restrict our processing of your personal data (i.e. permitting its storage but no further processing)
- object to direct marketing (including profiling) and processing for the purposes of scientific/historical research and statistics
- not be subject to decisions based purely on automated processing where it produces a legal or similarly significant effect on you
If you have a concern or complaint 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 (ICO) at https://ico.org.uk/concerns/.
For further information on how to request access to personal information held centrally by the 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, please let us know by contacting our DPO.
How government uses your data
The governance data that we lawfully share with the DfE via GIAS will:
- increase the transparency of governance arrangements
- enable maintained schools, academies, academy trusts and the DfE to identify more quickly and accurately individuals who are involved in governance and who govern in more than one context
- allow the department to be able to uniquely identify an individual and in a small number of cases conduct checks to confirm their suitability for this important and influential role
Data collection requirements
To find out more about the requirements placed on us by the DfE including the data that we share with them, go to https://www.gov.uk/government/news/national-database-of-governors
Some of these personal data items are not publicly available and are encrypted within the GIAS system. Access is restricted to authorised DfE and education establishment users with a DfE Sign-in account who need to see it in order to fulfil their official duties. The information is for internal purposes only and not shared beyond the department, unless the law allows it.
How to find out what personal information DfE hold about you
Under the terms of the Data Protection Act 2018, you’re entitled to ask the department:
- 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, you should make a subject access request (SAR). Further information on how to do this can be found within the department’s personal information charter that is published at the address below:
To contact DfE: https://www.gov.uk/contact-dfe.
