Privacy Notice: Staff
Under data protection law, individuals have a right to be informed about how Peter Symonds College uses any personal data that we hold about them. We comply with this right by providing ‘privacy notices’ (sometimes called ‘fair processing notices’) to individuals where we are processing their personal data.
This privacy notice explains how we collect, store and use personal data about individuals we employ, or otherwise engage, to work at the College.
We, Peter Symonds College, are the ‘data controller’ for the purposes of data protection law.
Our Data Protection Officer is Nicholas Allen (see ‘Contact us’ below).
The personal data we hold:
We process data relating to those we employ, or otherwise engage, to work at the College. Personal data that we may collect, use, store and share (when appropriate) about you includes, but is not restricted to:
- Contact details
- Name, date of birth, title, marital status, gender and previous names
- Next of kin and emergency contact numbers
- Contract, hours, salary, annual leave, pension and benefits information (current and past)
- Bank account details, payroll records, National Insurance number and tax status information
- Recruitment information, including copies of right to work documentation, Disclosure & Barring Service (DBS) check information, barred list check information, prohibited list check information, references and other information included in an application form, CV or covering letter or otherwise as part of the application process
- Qualifications and employment records, including work history, job titles, working hours, training records and professional memberships
- Recruitment assessment information
- Information on any relationship to a governor or existing member of staff at time of application
- Information about any relevant offences disclosed by the individual at time of application or subsequently
- Identification to facilitate the DBS identity check which varies but may include copy of passport, driving licence, birth certificate, utility bill and bank statement
- Records of statutory deductions and payments e.g. attachment of earnings orders, maternity pay
- Performance information
- Documentation relating to any disciplinary and/or grievance procedures, formal and informal according to the individual’s wish or appropriate College policies
- Absence data
- DVLA licence summary and declaration form if driving for work
- College loan information e.g. bikes, computers
- DBS recheck information for relevant posts
- Vehicle details for those who park on site
- CCTV footage
- Data about your use of the College’s information and communications system
We may also collect, store and use information about you that falls into "special categories" of more sensitive personal data. This includes information about (where applicable):
- Race, ethnicity, religious beliefs, sexual orientation, nationality, age, marital status, disability, gender reassignment, maternity status
- Health, including any medical conditions, and sickness records
Why we use this data:
The purpose of processing this data is to help us run the College, including to:
- Enable you to be paid
- Enable an effective staff recruitment process
- Facilitate safe recruitment, as part of our safeguarding obligations towards students
- Support effective performance management
- Fulfil our legal obligations in respect of statutory and pension deductions etc.
- Enable us to support you in an emergency at work
- Assist us in making adjustments for disability
- Inform our recruitment and retention policies
- Allow better financial modelling and planning
- Enable equal opportunities monitoring
Our lawful basis for using this data:
We only collect and use personal information about you when the law allows us to. Most commonly, we use it where we need to:
- Fulfil a contract we have entered into with you
- Comply with a legal obligation
- Carry out a task in the public interest
Less commonly, we may also use personal information about you where:
- You have given us consent to use it in a certain way
- We need to protect your vital interests (or someone else’s interests)
Where you have provided us with consent to use your data, you may withdraw this consent at any time. We will make this clear when requesting your consent, and explain how you go about withdrawing consent if you wish to do so.
Some of the reasons listed above for collecting and using personal information about you overlap, and there may be several grounds which justify the College’s use of your data.
Collecting this information:
While the majority of information we collect from you is mandatory, there is some information that you can choose whether or not to provide to us.
Whenever we seek to collect information from you, we make it clear whether you must provide this information (and if so, what the possible consequences are of not complying), or whether you have a choice.
How we store this data:
We create and maintain an employment file for each staff member. The information contained in this file is kept secure and is only used for purposes directly relevant to your employment.
Once your employment with us has ended, we will retain this file and delete the information in it in accordance with our retention schedule, published as part of the College’s Data Protection Policy.
Some of your information is also stored in a secure electronic Personnel database and in other College IT systems. That personal information can be accessed through the ‘self service’ system.
We do not share information about you with any third party without your consent unless the law and our policies allow us to do so.
Where it is legally required, or necessary (and it complies with data protection law) we may share personal information about you with:
- Local authorities – to meet our legal obligations to share certain information with it, such as safeguarding concerns and for some other purposes e.g. NQT training
- The Department for Education
- The Education and Skills Funding Agency
- Pension providers
- HM Courts and Tribunals Service
- The DBS disclosure application processor
- Rental agencies and mortgage providers
- Your family or representatives – to protect your vital interests
- Educators and examining bodies
- Suppliers and service providers – to enable them to provide the service we have contracted them for, such as the Personnel/payroll software company
- Our auditors
- Trade unions and associations
- Occupational health advisers
- Security organisations
- Charities and voluntary organisations
- Professional advisers and consultants
- Police forces, courts, tribunals
- Professional bodies
- Potential future employers for reference purposes
- Previous employers/individuals for reference purposes
- The Health & Safety Executive
- British Council (for Foreign Language Assistants)
- Our online training providers
Transferring data internationally:
Where we transfer personal data to a country or territory outside the European Economic Area, we will do so in accordance with data protection law.
How to access personal information we hold about you:
You may view much of the information we hold about you on our database by the self-service system. This allows you to change some data and view the remainder.
Additionally, individuals have a right to make a ‘subject access request’ to gain access to personal information that the College holds about them.
If you make a subject access request, and if we do hold information about you, we will:
- Give you a description of it
- Tell you why we are holding and processing it, and how long we will keep it for
- Explain where we got it from, if not from you
- Tell you who it has been, or will be, shared with
- Let you know whether any automated decision-making is being applied to the data, and any consequences of this
- Give you a copy of the information in an intelligible form
You may also have the right for your personal information to be transmitted electronically to another organisation in certain circumstances.
If you would like to make a request, please contact our Data Protection Officer.
Your other rights regarding your data:
Under data protection law, individuals have certain rights regarding how their personal data is used and kept safe. You have the right to:
- Object to the use of your personal data if it would cause, or is causing, damage or distress
- Prevent your data being used to send direct marketing
- Object to the use of your personal data for decisions being taken by automated means (by a computer or machine, rather than by a person)
- In certain circumstances, have inaccurate personal data corrected, deleted or destroyed, or restrict processing
- Claim compensation for damages caused by a breach of the data protection regulations
To exercise any of these rights, please contact our Data Protection Officer.
We take any complaints about our collection and use of personal information very seriously.
If you think that our collection or use of personal information is unfair, misleading or inappropriate, or have any other concern about our data processing, please raise this with us in the first instance.
To make a complaint, please contact our Data Protection Officer.
Alternatively, you can make a complaint to the Information Commissioner’s Office:
- Report a concern online at https://ico.org.uk/concerns/
- Call 0303 123 1113
- Or write to: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please contact our Data Protection Officer:
- Nicholas Allen, contactable on email@example.com
About this privacy notice:
Does this notice impact on equal opportunities within the College? No
If so, give details and, if appropriate, indicate how these will be ameliorated.
About this privacy notice:
- Does this notice impact on equal opportunities within the College? No
- Created: 30 March 2018
- For review by the Data Protection Officer and the Director of Personnel
- Last reviewed: September 2022