Our Policies

Keele and North Staffordshire Teacher Education (‘KNSTE’) collects a lot of data and information about our Trainee Teachers (‘Trainees’) so that we can run our teacher training programme effectively. This privacy notice explains how and why we collect Trainees’ data, what we do with it and what rights Trainees have.

KNSTE is a school centred initial teacher training provider (SCITT) within the Shaw Education Trust (“the Trust”), a multi academy trust with numerous academies. The Trust is a charitable company limited by guarantee (registration number 09067175) whose registered office is The Lodge Wolstanton High, Milehouse Lane, Newcastle Under Lyme, Staffordshire, England, ST5 9JU. The Trust is the Data Controller for all the academies within the Trust and the SCITT.

The Data Protection Officer for the Trust is Natalie Kennedy, Natalie.kennedy@shaw-education.org.uk

Why do we collect and use Trainee information?

We collect and use Trainee information under the following lawful bases:

a. where we have the consent of the data subject (Article 6 (a));
b. where it is necessary for compliance with a legal obligation (Article 6 (c));
c. where processing is necessary to protect the vital interests of the data subject or another person (Article 6(d));
d. where it 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 (Article 6(e)).

Where the personal data we collect about Trainees is sensitive personal data, we will only process it where:

a. we have explicit consent;
b. processing is necessary to protect the vital interests of the data subject or of another natural person where the data subject is physically or legally incapable of giving consent;
and / or
c. processing is necessary for reasons of substantial public interest, on the basis of Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject.

Please see our Data Protection Policy for a definition of sensitive personal data.

We use the Trainee data to fulfil our legal requirements and to support the application process and delivery and administration of the course, in part, but not limited to, the following:

a. to decide who to offer a place to on the course;
b. to support Trainee learning in connection with PGCE and QTS awards;
c. to monitor and report on Trainee progress;
d. to provide appropriate pastoral care;
e. to assess the quality of our services;
f. to comply with the law regarding data sharing;
g. for the protection and welfare of Trainees and others in our partnership schools;
h. for the safe and orderly running of the programme;
i. to promote the SCITT;
j. in order to respond to investigations from our regulators or to respond to complaints raised by our stakeholders;
k. in connection with any legal proceedings threatened or commenced against the SCITT

The categories of Trainee information that we collect, hold and share include:

a. Personal information (such as name, address, unique DfE and SLC reference);
b. Characteristics (such as ethnicity, medical conditions, nationality, country of birth )
c. Attendance information (such as sessions attended, number of absences and absence reasons)
d. Assignment and assessment point data
e. Safeguarding checks including those pertaining to childcare disqualification.
f. Referee statements
g. Photographs

This data may be obtained through requests for information including, but not limited to, the following:

Passport, National Insurance or driving licence
Recent utility bill/bank statement/council tax bill (proof of address)
Proof of your qualifications
Completed DBS declaration

From time to time and in certain circumstances, we might also process personal data about Trainees, some of which might be classed as “special categories” of more sensitive personal information.

For example, information about criminal proceedings/convictions is collected in respect of determining an individual’s suitability to teach. Child protection/safeguarding information is routinely collected about Trainees but is only likely to be processed by the SCITT in specific circumstances relating to particular Trainees, for example, if a protection issue arises or if an Trainee is involved in a criminal matter. Where appropriate, such information may be shared with external agencies such as the child protection team at the Local Authority, the Local Authority Designated Officer and/or the Police. Such information will only be processed to the extent that it is lawful to do so and appropriate measures will be taken to keep the data secure.

In order to fulfil statutory duties in respect of determining your fitness to teach, we also collect medical information through the form of an Occupational Health medical check. We also collect information about disabilities through completion of a disclosure.

We collect information about Trainees when they join the programme and update it during their time on the course as and when new information is acquired.

Collecting Trainee information

Whilst the majority of Trainee information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with the General Data Protection Regulation, we will inform you whether you are required to provide certain Trainee information to us or if you have a choice in this. Where appropriate, we will ask Trainees for consent to process personal data where there is no other lawful basis for processing it, for example where we wish to use photos or images of Trainees on our website or on social media to promote school activities, or if we want to ask your permission to use your information for marketing purposes. Trainees may withdraw consent at any time.

In addition, some of our partner schools use CCTV cameras around their school site for security purposes and for the protection of staff, associate teachers and pupils. CCTV footage may be referred to during the course of disciplinary procedures (for staff or associate teachers) or to investigate other issues. CCTV footage involving associate teachers will only be processed to the extent that it is lawful to do so. Please see the CCTV policy implemented at the site you are located at for more details.

Storing Trainee data

In most cases we hold Trainee data for six years after the completion of the programme. We may also keep it longer if this is necessary in order to comply with our legal obligations.

We have a data retention policy which sets out how long we must keep Trainee data for. Our retention policy is available on the KNSTE website.

A significant amount of personal data is stored electronically, for example, on our database. KNSTE uses a number of IT systems and servers, such as:

Office 365 is a cloud based system provided by Microsoft. They have many servers all over the world; however, Microsoft are fully compliant with data protection requirements.
Vantage, a fully managed and hosted cloud-based application providing a data management system, stored on servers run by Rackspace at one of their UK data centres. Data submitted to Vantage employs end-to-end encryption. Data is not transferred outside of Europe without the Users express permission.

Data stored electronically may be saved on a cloud based system which may be hosted in a different country. Personal data may be transferred to other countries if, for example, we are arranging a trip to a different country. Appropriate steps will be taken to keep the data secure.

Any information stored electronically or in hard copy will be done so in accordance with the Data Protection Policy.

Who do we share Trainee information with?

We routinely share associate teacher information with:

Where appropriate, we share Trainee information with the following lead schools and their partner schools:

Blackfriars Academy
Hempstalls Primary School
Seabridge Primary School
St Mary’s Catholic Academy Norton
Painsley Catholic College
Potteries Teaching School Alliance
Societas Multi Academy Trust
Parkside Primary School
City Learning Trust
St Mary’s C of E (A) Primary School, Tunstall
Thomas Alleyne’s Uttoxeter Learning Trust.

From time to time, we may also share Trainee information with other third parties including the following:

the Police and law enforcement agencies;
Occupational Health;
Courts, if ordered to do so;
the Department for Education (DfE);
Prevent teams in accordance with the Prevent Duty on schools;
our HR providers, for example, if we are seeking HR advice and a Trainee is involved in an issue;
UCAS;
I&I;
external providers and session teachers;
our legal advisors;
our insurance providers/the Risk Protection Arrangement.

Some of the above organisations may also be Data Controllers in their own right in which case we will be jointly controllers of your personal data and may be jointly liable in the event of any data breaches.

In the event that we share personal data about Trainees with third parties, we will provide the minimum amount of personal data necessary to fulfil the purpose for which we are required to share the data.

Why we share Trainee information

We do not share information about our Trainees with anyone without consent unless the law allows us to do so.

We share Trainee data with the Department for Education (DfE) on a statutory basis.

Data collection requirements:

To find out more about the data collection requirements placed on us by the Department for Education (for example; via the ITT census) go to https://www.gov.uk/government/collections/ initial-teacher-training

The DfE has robust processes in place to ensure the confidentiality of our data is maintained and there are stringent controls in place regarding access and use of the data. Decisions on whether DfE releases 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 store and handle the data.

To be granted access to Trainee information, organisations must comply with 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

To contact DfE: https://www.gov.uk/contact-dfe

Requesting access to your personal data

Under data protection legislation, Trainees have the right to request access to information about them that we hold (“Subject Access Request”).

Subject to the section below, the legal timescales for the SCITT to respond to a Subject Access Request is one calendar month. As the SCITT has limited staff resources outside of term time, we encourage Trainees to submit Subject Access Requests during term time and to avoid sending a request during periods when the SCITT is closed or is about to close for the holidays where possible. This will assist us in responding to your request as promptly as possible. For further information about how we handle Subject Access Requests, please see our Data Protection Policy.

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 our data protection responsibilities.

If you have a concern 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 at https://ico.org.uk/concerns/

Contact:

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

Natalie Kennedy, DPO, via Natalie.kennedy@shaw-education.org.uk

Employee Privacy Notice

What is the purpose of this document?

The Academy is committed to protecting the privacy and security of your personal information.

Keele and North Staffordshire Teacher Education (‘KNSTE’) is a School Centred Initial Teacher Training provider (‘SCITT’) within the Shaw Education Trust (“the Trust”), a multi academy trust with numerous academies. The Trust is a charitable company limited by guarantee (registration number 09067175) whose registered office is The Lodge Wolstanton High, Milehouse Lane, Newcastle under Lyme, Staffordshire, England, ST5 9JU. The Trust is the Data Controller for all the academies within the Trust.

This privacy notice describes how we collect and use personal information about you before, during and after your working relationship with us, in accordance with the General Data Protection Regulation (GDPR).

The Trust is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice.

This notice applies to current and former employees, seconded staff workers and contractors. This notice does not form part of any contract of employment or other type of contract to provide services. We may update this notice at any time.

It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information.

Data protection principles

We will comply with data protection law. This says that the personal information we hold about you must be:

(a) Used lawfully, fairly and in a transparent way.
(b) Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
(c) Relevant to the purposes we have told you about and limited only to those purposes.
(d) Accurate and kept up to date.
(e) Kept only as long as necessary for the purposes we have told you about.
(f) Kept securely.

The type of information we hold about you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

There are “special categories” of more sensitive personal data which require a higher level of protection.

We will collect, store, and use the following categories of personal information about you:

Personal contact details such as name, title, addresses, telephone numbers, and personal email addresses
Date of birth
Gender
Marital status and dependants
Next of kin and emergency contact information
National Insurance number
Bank account details, payroll records and tax status information
Salary, annual leave, pension and benefits information
Teacher Reference Number
Start date
Location of employment or workplace
Copy of driving licence
Recruitment information (including copies of pre-vetting recruitment and identity checks (including, where appropriate, information about your employment history, Standard or Enhanced Disclosure and Barring Service Checks, Barred Lists Checks, prohibition checks [/section 128 checks] and disqualification checks, for example under the Childcare (Disqualification) Regulations 2009 and any further checks that are required if you have lived or worked outside the UK), your nationality and right to work documentation, references and other information included in a CV, application form or cover letter or as part of the application process)
Employment records (including job titles, work history, working hours, training records and professional memberships)
Compensation history
Performance information
Disciplinary and grievance information, including warnings issued to you]
CCTV footage and other information obtained through electronic means such as swipecard records
Information about your use of our information and communications systems]
Photographs

We may also collect, store and use the following “special categories” of more sensitive personal information:

Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions
Trade union membership
Information about your health, including any medical condition, health and sickness records
Genetic information and biometric data
Information about your criminal record

How is your personal information collected?

We collect personal information about employees, workers and contactors through the application and recruitment process, either directly from candidates or sometimes from an employment agency or background check provider. We may sometimes collect additional information from third parties including former employers, the Local Authority or other background check agencies.

We will also collect additional personal information in the course of job-related activities throughout the period of you working for us.

How we will use information about you

We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:

(a) Where we need to perform the contract we have entered into with you.
(b) Where we need to comply with a legal obligation.
We may also use your personal information in the following situations:
(c) Where we need to protect your interests (or someone else’s interests).
(d) Where it is needed in the public interest or for official purposes.

Situations in which we will use your personal information

We need all the categories of information in the list above primarily to allow us to perform our contract with you, to enable us to comply with legal obligations and/or where it is needed in the public interest or for official purposes. The situations in which we will process your personal information are listed below.

Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal information.

In addition, some of our partner schools use CCTV cameras around their school site for security purposes and for the protection of staff and pupils. CCTV footage may be referred to during the course of disciplinary procedures (for staff, pupils or associate teachers) or to investigate other issues. CCTV footage involving staff will only be processed to the extent that it is lawful to do so. Please see the CCTV policy implemented at the site you are located at for more details.

If you fail to provide personal information

If you fail to provide certain information when requested, we may not be able to perform the contract we have entered into with you (such as paying you or providing a benefit), or we may be prevented from complying with our legal obligations (such as to ensure the health and safety of our workers) or we may be unable to discharge our obligations which may be in the public interest or for official purposes.

Change of purpose

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

How we use particularly sensitive personal information

“Special categories” of particularly sensitive personal information require us to ensure higher levels of data protection. We need to have further justification for collecting, storing and using this type of personal information. We may process special categories of personal information in the following circumstances:

In limited circumstances, with your explicit written consent.
Where we need to carry out our legal obligations and in line with our Data Protection Policy. Where it is needed in the public interest, such as for equal opportunities monitoring, or in relation to our occupational pension scheme, and in line with our Data Protection Policy.
Where it is needed to assess your working capacity on health grounds, subject to appropriate confidentiality safeguards.

Less commonly, we may process this type of information where it is needed in relation to legal claims or where it is needed to protect your interests (or someone else’s interests) and you are, or where you have already made the information public.

Our obligations as an employer

We will use your particularly sensitive personal information in the following ways:

We will use information relating to leaves of absence including the reasons for the leave, which may include sickness absence or family-related leave, sabbaticals, to comply with employment and other laws.
We will use information about your physical or mental health, or disability status, to ensure your health and safety in the workplace and to assess your fitness to work, to provide appropriate workplace adjustments, to comply with the Equality Act 2010, to monitor and manage sickness absence and to administer benefits.
We will use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting.
We will use trade union membership information to pay trade union subscriptions, register the status of a protected employee and to comply with employment law obligations.

Do we need your consent?

We do not need your consent if we use your particularly sensitive information in accordance with our written policy where processing is necessary:

to carry out our legal obligations or exercise specific rights in the field of employment law;
for the establishment, exercise or defence of legal claims or whenever courts are acting in their judicial capacity;
for reasons of substantial public interest, on the basis of Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and we provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject.

In other circumstances, we may approach you for your written consent to allow us to process certain particularly sensitive data. If we do so, we will provide you with full details of the information that we would like and the reason we need it, so that you can carefully consider whether you wish to consent. You should be aware that it is not a condition of your contract of employment with us that you agree to any request for consent from us.

Information about criminal convictions

We may only use information relating to criminal convictions where the law allows us to do so. This will usually be where such processing is necessary to carry out our obligations and provided we do so in line with our Data Protection Policy.

Less commonly, we may use information relating to criminal convictions where it is necessary in relation to legal claims, where it is necessary to protect your interests (or someone else’s interests) and you are not capable of giving your consent, or where you have already made the information public.

We envisage that we will hold information about criminal convictions, for example, if information about criminal convictions comes to light as a result of our recruitment and Disclosure and Barring Service checks, or if information about criminal convictions comes to light during your employment with us.

We will only collect information about criminal convictions if it is appropriate given the nature of the role and where we are legally able to do so. Where appropriate, we will collect information about criminal convictions as part of the recruitment process or we may be notified of such

information directly by you in the course of you working for us. We will use information about criminal convictions and offences in the following ways:

to meet safer recruitment requirements
to fulfil our duties as an employer
to fulfil safeguarding requirements

Automated decision-making

Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention. We are allowed to use automated decision-making in the following circumstances:

Where we have notified you of the decision and given you 21 days to request a reconsideration.
Where it is necessary to meet our obligations under your employment contract and ensure that appropriate measures are in place to safeguard your rights.
In limited circumstances, with your explicit written consent and where appropriate measures are in place to safeguard your rights.

If we make an automated decision on the basis of any particularly sensitive personal information, we must have either your explicit written consent or it must be justified in the public interest, and we must also put in place appropriate measures to safeguard your rights.

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making, unless we have a lawful basis for doing so and we have notified you.

We do not envisage that any decisions will be taken about you using automated means, however we will notify you in writing if this position changes.

Data sharing

We may have to share your data with third parties, including third-party service providers and other organisations.

In particular, we may share your data with organisations including, but not limited to, the following:

the Local Authority
the Department for Education
the Education & Skills Funding Agency
the Disclosure and Barring Service
the Teaching Regulation Agency
the Teachers’ Pension Service
the Local Government Pension Scheme which is administered by Staffordshire Pension Fund
our external HR provider
our external payroll provider
Our IT Provider
HMRC
the Police or other law enforcement agencies
our legal advisors
insurance providers / Risk Protection Arrangement

We require third parties to respect the security of your data and to treat it in accordance with the law. Some of the organisations referred to above are joint data controllers. This means we are all responsible to you for how we process your data.

We may transfer your personal information outside the EU. If we do, you can expect a similar degree of protection in respect of your personal information.

Why might we share your personal information with third parties?

We will share your personal information with third parties where required by law, where it is necessary to administer the working relationship with you, where it is needed in the public interest or for official purposes, or where we have your consent.

Which third-party service providers process your personal information?

“Third parties” includes third-party service providers (including contractors and designated agents). The following activities are carried out by third-party service providers: payroll, pension administration, HR, benefits provision and administration, IT services.

Department for Education

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.

We are required to share information about our pupils with the Department for Education (DfE) under regulation 7 of the Education (Supply of Information about the School Workforce) (England) Regulations 2007 as amended.

DfE data collection requirements

The following is information provided by the DfE concerning the reason it collects data about school employees:

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 DfE including the data that we share with them, go to https://www.gov.uk/education/data- collection-and-censuses-for-schools.

The DfE 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 by:

conducting research or analysis;
producing statistics; and / or
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 the DfE’s 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 DfE’s data sharing process, please visit: https://www.gov.uk/data-protection-how-we-collect-and-share-research-data To contact the department: https://www.gov.uk/contact-dfe

How secure is your information with third-party service providers?

All our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

What about other third parties?

We may share your personal information with other third parties, for example if there was a TUPE transfer of staff in future. We may also need to share your personal information with a regulator or to otherwise comply with the law.

From time to time, we may disclose your personal data in response to a request for information pursuant to the Freedom of Information Act 2000 or following a data subject access request. We may approach you for your consent but, in any event, we will only disclose your personal data if we are satisfied that it is reasonable to do so in all the circumstances. This means that we may refuse to disclose some or all of your personal data following receipt of such a request.

Transferring information outside the EU

Where necessary, we will transfer the personal information we collect about you outside the EU in order to perform our contract with you.

We may sometimes transfer your personal data outside of the EU if, for example, we are arranging a trip and we are booking transport, accommodation or activities. In these circumstances, we will obtain your consent for us to process your data in this way.

Data security

We have put in place measures to protect the security of your information. Details of these measures are available in our Data Security Policy.

Third parties who are processing personal data on our behalf will only process your personal information on our instructions and where they have agreed to treat the information confidentially and to keep it secure.

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality. Details of these measures may be obtained from the DPO.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

Data retention

How long will we use your information for?

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, insurance or reporting requirements. Details of retention periods for different aspects of your personal information are available in our Data Retention Policy which is available on the KNSTE website. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you. Once you are no longer an employee, worker or contractor of the company we will retain and securely destroy your personal information in accordance with our Data Retention Policy and applicable laws and regulations.

Rights of access, correction, erasure, and restriction

Your duty to inform us of changes

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us.

Your rights in connection with personal information

Under certain circumstances, by law you have the right to:

Request access to your personal information (data subject access request). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
Request the transfer of your personal information to another party.

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact the DPO in writing.

The legal timescales for the school / trust to respond to a Subject Access Request is one calendar month. As the school/trust has limited staff resources outside of term time, we encourage local governor / trustees to submit Subject Access Requests during term time and to avoid sending a request during periods when the School is closed or is about to close for the holidays where possible. This will assist us in responding to your request as promptly as possible. For further information about how we handle Subject Access Requests, please see our Data Protection Policy.

No fee usually required

You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is manifestly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

Right to withdraw consent

In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact the DPO. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.

Data protection officer

We have appointed a data protection officer (DPO) to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact the DPO. You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.

You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.

Changes to this privacy notice

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.

If you have any questions about this privacy notice, please contact the DPO, Natalie Kennedy, on natalie.kennedy@shaw-education.org.uk

External Sessional Provider/Supplier Privacy Notice

The Shaw Education Trust (“the Trust”) is committed to protecting the privacy and security of your personal information. The Trust is a charitable company limited by guarantee (registration number 09067175) whose registered office is The Lodge Wolstanton High, Milehouse Lane, Newcastle Under Lyme, Staffordshire, England, ST5 9JU. The Trust is the Data Controller for all the academies within the Trust.

Keele and North Staffordshire Teacher Education is a School Centred Initial Teacher Training Provider (SCITT). The Trust is the legal entity for the SCITT; therefore, for the purpose of this privacy notice, where there is a reference to the academies within the Trust the SCITT will also be included.

The Data Protection Officer for the Trust is Natalie Kennedy, who can be contacted at The Lodge, Wolstanton High, Milehouse Lane, Newcastle Under Lyme, Staffordshire, ST5 9JU or via email on: natalie.kennedy@shaw-education.org.uk

This privacy notice describes how we collect and use personal information about you before, during and after your relationship with us a supplier, in accordance with the General Data Protection Regulation (GDPR).

Data protection principles

We will comply with data protection law. This says that the personal information we hold about you must be:

Used lawfully, fairly and in a transparent way.
Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
Relevant to the purposes we have told you about and limited only to those purposes.
Accurate and kept up to date.
Kept only as long as necessary for the purposes we have told you about.
Kept securely.

The type of information we hold about you

There are “special categories” of more sensitive personal data which require a higher level of protection.

We will collect, store, and use the following categories of personal information about you:

Personal contact details such as name, addresses, telephone numbers, and personal email addresses
Bank account details provided by you in order to make payment for goods/services supplied

How is your personal information collected?

We collect personal information about suppliers at the point whereby you are requested by an Academy within The Shaw Education Trust to be set up as a supplier on our central Purchase Ledger. Contact is made with you by the Finance Team at The Shaw Education Trust to ensure that data stored about you is correct.

If by any means a request is made to The Shaw Education Trust to amend your data then you will be contacted again to ensure the data we have on your record is correct. If any of your personal data changes then it will be your responsibility to inform The Shaw Education Trust regarding these changes.

How we will use information about you

We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:

Where we need to perform the contract we have entered into with you
Where we need to comply with a legal obligation
Where we need to protect your interests (or someone else’s interests)
Where it is needed in the public interest or for official purposes

Situations in which we will use your personal information

The situations in which we will process your personal information are listed below.

Setting up an account on our central Purchase Ledger
Making payment for supply of goods/services
Dealing with any queries regarding Purchase Orders or payments due to you
Business management, administrative and planning purposes, including accounting and auditing
Responding to complaints or investigations from stakeholders or our regulators
Sending you communications connected with your role as a supplier
Complying with health and safety obligations
Complying with safeguarding obligations
To prevent fraud
In appropriate circumstances to liaise with regulatory bodies, the Department for Education, the DBS and the Local Authority about your suitability to be a supplier or in connection with other regulatory matters

Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal information.

If you fail to provide personal information

If you fail to provide certain information when requested, we may be prevented from complying with our legal obligations or we may be unable to discharge our obligations which may be in the public interest or for official purposes.

Change of purpose

Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Data sharing

We may have to share your data with third parties, including third-party service providers and other organisations.

In particular, we may share your data with organisations including, but not limited to, the following:

Finance system provider
Banking provider
HMRC
the Local Authority
the Department for Education
the Education & Skills Funding Agency
the Shaw Education Trust
the Disclosure and Barring Service
the Police or other law enforcement agencies
our legal advisors / other external consultants
insurance providers

Why might we share your personal information with third parties?

We will share your personal information with third parties where required by law, where it is needed in the public interest or for official purposes.

Which third-party service providers process your personal information?

“Third parties” includes third-party service providers (including contractors and designated agents). The following third-party service provider’s process personal information about you for the following purposes: finance system and banking provider to The Shaw Education Trust for the purposes of making BACS payments to you for goods/services supplied.

How secure is your information with third-party service providers?

What about other third parties?

We may share your personal information with other third parties, for example if there are changes to the Trust in future. We may also need to share your personal information with a regulator or to otherwise comply with the law.

Data security

We have put in place measures to protect the security of your information. Details of these measures are available upon request.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

DATA RETENTION:

How long will we use your information for?

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, insurance or reporting requirements. Details of retention periods for your personal information are available in our Data Retention Policy which is available on the KNSTE website. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you. Once you are no longer a supplier to the Trust we will retain and securely destroy your personal information in accordance with applicable laws and regulations.

RIGHTS OF ACCESS, CORRECTION, ERASURE, AND RESTRICTION:

Your duty to inform us of changes

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes whilst you are a supplier of goods/services to the trust.

Your rights in connection with personal information

Under certain circumstances, by law you have the right to:

Request access to your personal information (data subject access request). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
Request the transfer of your personal information to another party.

The legal timescales for the trust to respond to a Subject Access Request is one calendar month. As the trust has limited staff resources outside of term time, we encourage you to submit any Subject Access Requests during term time and to avoid sending a request during periods when the Trust is closed or is about to close for the holidays where possible. This will assist us in responding to your request as promptly as possible. For further information about how we handle Subject Access Requests, please see our Data Protection Policy.

No fee usually required

What we may need from you

Data protection officer

We have appointed a data protection officer (DPO) to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact the DPO Natalie Kennedy, The Lodge, Wolstanton High, Milehouse Lane, Newcastle Under Lyme, Staffordshire, ST5 9JU. Email: Natalie.kennedy@shaw-education.org.uk

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.

You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.

Changes to this privacy notice

If you have any questions about this privacy notice, please contact the Data Protection Officer.

Strategic Board Privacy Notice

The Data Protection Officer for the Trust is Natalie Kennedy, natalie.kennedy@shaw-education.org.uk.

This privacy notice describes how we collect and use personal information about you before, during and after your relationship with us as an Academy Councillor or Trustee, in accordance with the General Data Protection Regulation (GDPR).

For the purpose of this Privacy Notice, the terms ‘Academy Councillors’ and ‘Trustees’ is used in reference to the Keele and North Staffordshire Teacher Education’s (KNSTE) Strategic Board members.

Data protection principles

We will comply with data protection law. This says that the personal information we hold about you must be:

Used lawfully, fairly and in a transparent way.
Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
Relevant to the purposes we have told you about and limited only to those purposes.
Accurate and kept up to date.
Kept only as long as necessary for the purposes we have told you about.
Kept securely.

The type of information we hold about you

There are “special categories” of more sensitive personal data which require a higher level of protection.

We may collect, store, and use the following categories of personal information about you:

Personal contact details such as name, title, addresses, telephone numbers, and personal email addresses
Date of birth
Gender
Occupation
Start date
Skills and experience
Information acquired as part of your application to become a local governor or trustee (including copies of identity checks (including, where Standard or Enhanced Disclosure and Barring Service Checks, Barred Lists Checks, and disqualification checks, information about bankruptcy, references and other information included in a CV, application form or cover letter or as part of the application process)
Information about pecuniary or business held by you or your family members
Information about other posts held by yo
Information about your conduct
CCTV footage and other information obtained through electronic means such as swipecard records
Information about your use of our information and communications systems
Photographs

We may also collect, store and use the following “special categories” of more sensitive personal information:

Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions
Information about your health, including any medical condition
Information about your criminal records, fines and other similar judicial records

How is your personal information collected?

We collect personal information about Academy Councillors and Trustees through the application and recruitment process, either directly from individuals or sometimes from an external organisation such as SGOSS, Academy Ambassadors or the Local Authority.

We will also collect additional personal information in the course of local governor and trustee activities throughout the term of your appointment.

How we will use information about you

We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:

(a) Where we need to comply with a legal obligation

Where we need to protect your interests (or someone else’s interests)
Where it is needed in the public interest or for official purposes
Where we have your consent.

Situations in which we will use your personal information

The situations in which we will process your personal information are listed below.

Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal information.

If you fail to provide personal information

If you fail to provide certain information when requested, we may be prevented from complying with our legal obligations (such as to discharge our safeguarding obligations) or we may be unable to discharge our obligations which may be in the public interest or for official purposes.

Change of purpose

Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

How we use particularly sensitive personal information

In limited circumstances, with your explicit written consent.
Where we need to carry out our legal obligations and in line with our Data Protection Policy.
Where it is needed in the public interest and in line with our Data Protection Policy.

Less commonly, we may process this type of information where it is needed in relation to legal claims or where it is needed to protect your interests (or someone else’s interests) and you are not capable of giving your consent, or where you have already made the information public.

Our obligations

We will use your particularly sensitive personal information in the following ways:

We will hold information relating to sickness-related absence from your local governor or trustee commitments.
We will use information about your physical or mental health, or disability status, to ensure your health and safety and to provide appropriate adjustments to comply with the Equality Act 2010.

Do we need your consent?

We do not need your consent if we use your particularly sensitive information in accordance with our written policy where processing is necessary:

for the establishment, exercise or defence of legal claims or whenever courts are acting in their judicial capacity;
for reasons of substantial public interest, on the basis of Union or Member State law which shall be proportionate to the aim pursued, where we respect the essence of the right to data protection and where we provide for suitable and specific measures to safeguard your fundamental rights.

In limited circumstances, we may approach you for your written consent to allow us to process certain particularly sensitive data. If we do so, we will provide you with full details of the information that we would like and the reason we need it, so that you can carefully consider whether you wish to consent.

Information about criminal convictions

We envisage that we will hold information about criminal convictions, for example, if information about criminal convictions comes to light as a result of our appointment and Disclosure and Barring Service checks, or if information about criminal convictions comes to light during your time as a local governor or trustee.

Automated decision-making

(a) Where we have notified you of the decision and given you 21 days to request a reconsideration.
(b) In limited circumstances, with your explicit written consent and where appropriate measures are in place to safeguard your rights.

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making, unless we have a lawful basis for doing so and we have notified you.

We do not envisage that any decisions will be taken about you using automated means, however we will notify you in writing if this position changes.

Data sharing

We may have to share your data with third parties, including third-party service providers and other organisations.

In particular, we may share your data with organisations including, but not limited to, the following:

the Local Authority
the Department for Education
the Education & Skills Funding Agency
the Shaw Education Trust
the Disclosure and Barring Service
our external HR providers, for example, if you are involved in considering a disciplinary matter
the Police or other law enforcement agencies
our IT provider
our legal advisors / other external consultants
insurance providers

We may transfer your personal information outside the EU. If we do, you can expect a similar degree of protection in respect of your personal information.

Why might we share your personal information with third parties?

We will share your personal information with third parties where required by law, where it is needed in the public interest or for official purposes or where we have your consent.

Which third-party service providers process your personal information?

“Third parties” includes third-party service providers (including contractors and designated agents). The following activities are carried out by third-party service providers:

personal data will be stored on a restricted area on an administration server located at Seabridge Primary School, Roe Lane.

How secure is your information with third-party service providers?

What about other third parties?

Data security

We have put in place measures to protect the security of your information. Details of these measures are available within our Data Security Policy.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

Data retention

How long will we use your information for?

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, insurance or reporting requirements. Details of retention periods for different aspects of your personal information are available in our Data Retention Policy which is available from the KNSTE website. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you. Once you are no longer a local governor or trustee of the Trust we will retain and securely destroy your personal information in accordance with our Data Retention Policy and applicable laws and regulations.

Rights of access, correction, erasure, and restriction

Your duty to inform us of changes

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your appointment as a trustee or local governor.

Your rights in connection with personal information

Under certain circumstances, by law you have the right to:

Request access to your personal information (data subject access request). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
Request the transfer of your personal information to another party.

The legal timescales for the school / trust to respond to a Subject Access Request is one calendar month. As the school / trust has limited staff resources outside of term time, we encourage you to submit any Subject Access Requests during term time and to avoid sending a request during periods when the School is closed or is about to close for the holidays where possible. This will assist us in responding to your request as promptly as possible. [For further information about how we handle Subject Access Requests, please see our Data Protection Policy].

No fee usually required

What we may need from you

Right to withdraw consent

Data protection officer

We have appointed a data protection officer (DPO) to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact the DPO, Natalie Kennedy, via natalie.kennedy@shaw-education.org.uk. You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.

Changes to this privacy notice

If you have any questions about this privacy notice, please contact the DPO, Natalie Kennedy, on natalie.kennedy@shaw-education.org.uk

Accessibility Statement

KNSTE is committed to increasing the accessibility of information to all users and creating a unique online user experience that is accessible to all and compliant with the WAI's accessibility guidelines (WCAG 2.0)Web Content Accessibility Guidelines version 2.1 AA External link (Opens in a new tab or window). This statement outlines our activities and achievements so far in increasing accessibility and applies to the knste-shaw.org.uk and knste.set.org domain

On this website we try to use clear language and short sentences. Our links contain clear text and can be understood out of context for screen reader users.

Using This Website

We want as many people as possible to be able to use this website and are committed to ensuring digital accessibility for people with disabilities. For example, that means you should be able to:

Zoom in up to 400% without the text spilling off the screen
Navigate most of the website using just a keyboard
'Skip to main content' using tab on your keyboard
Listen to most of the website using a screen reader
We also aim to make the website text easy to understand.

AbilityNet has advice on making your device easier to use if you have a disability. AbilityNet is a UK charity that exists to change the lives of disabled people by helping them to use digital technology at work, at home or in education.

What To Do If You Can't Access Parts Of This Website

We’re always looking to improve the accessibility of this website. Please contact us if you:

Need information on this website in a different format such as accessible PDF, large print, easy read, audio recording or braille
Find any problems that are not listed on this page
Think we are not meeting the requirements of the accessibility regulations

We’ll consider your request and get back to you within five working days.

How You Can Contact Us

knste.office@knste.set.org
01782 948280
Keele and North Staffordshire Teacher Education, C/O Shaw Education Trust, Gloucester Road, Kidsgrove, ST7 4DL
via SignVideo, a British Sign Language (BSL) online interpreting service.

We try to answer enquiries within 2 working days.

Enforcement Procedure

If you are unhappy with the response you receive in relation to an accessibility-related issue, you can make a complaint to knste.office@knste.set.org.

The Equality and Human Rights Commission (EHRC) is responsible for enforcing the Public Sector Bodies (Websites and Mobile Applications) (No. 2) Accessibility Regulations 2018 (the ‘accessibility regulations’). If you’re not happy with how we respond to your complaint, contact the Equality Advisory and Support Service (EASS).

Accessibility Limitations

Some PDF documents may not be readily accessible to screen readers and some older documents published before 23 September 2018 may not be formatted for visually impaired users. We make every effort to make sure these documents are as accessible as possible. If you require any of our documents in a different format, please contact us.

Some functionality may be delivered by third parties such as YouTube video player and embedded survey forms. We have no control over the accessibility of these applications, however we will attempt to offer an accessible alternative.

What We’re Doing To Improve Accessibility

We have a rolling programme of updating content in accordance with the guidelines set out by the WCAG.

We continually monitor the accessibility compliance of our site and have made the fixing and improvement of the site part of our daily digital housekeeping activities.

Our Policies

Our Policies

Trainee Privacy Notice

Why do we collect and use Trainee information?

Collecting Trainee information

Storing Trainee data

Who do we share Trainee information with?

Why we share Trainee information

Data collection requirements:

Requesting access to your personal data

Contact:

Employee Privacy Notice

What is the purpose of this document?

Data protection principles

The type of information we hold about you

How is your personal information collected?

How we will use information about you

How we use particularly sensitive personal information

Information about criminal convictions

Automated decision-making

Data sharing

Data security

Data retention

Rights of access, correction, erasure, and restriction

Right to withdraw consent

Data protection officer

Changes to this privacy notice

External Sessional Provider/Supplier Privacy Notice

Strategic Board Privacy Notice

Data protection principles

The type of information we hold about you

How is your personal information collected?

How we will use information about you

How we use particularly sensitive personal information

Information about criminal convictions

Automated decision-making

Data sharing

Data security

Data retention

Rights of access, correction, erasure, and restriction

Right to withdraw consent

Data protection officer

Accessibility Statement

Using This Website

What To Do If You Can't Access Parts Of This Website

How You Can Contact Us

Enforcement Procedure

Accessibility Limitations

What We’re Doing To Improve Accessibility

About