Privacy Notice for Governors
Under data protection law, individuals have a right to be informed about how our school uses any personal data that we hold about them.
School governors provide a vital role within our setting. Governors provide us with personal data and on occasion we share personal data with governors/trustees so that they can fulfil their obligations.
This privacy notice explains how we collect, store and use personal data about individuals who are governors.
The personal data we hold
We process data relating to those we appoint, or otherwise engage as governors, this may include processing data about current office holders, or retaining data about those individuals who are no longer in role. Personal data that we may collect, use, store and share (when appropriate) about you may include, but is not restricted to:
Special Category data
Some of the information we hold is what is classed as special category data. Special category data includes any information concerning racial or ethnic origin, political opinions, religious or philosophical beliefs, health, genetic or biometric data, and trade union membership. Where we need to process special category data we must fulfil an additional lawfully process, which is detailed below.
Why we use this data
The purpose of processing this data is to help us run the School, including to:
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:
Less commonly, we may also use personal information about you where:
To process special category data we need an additional lawful basis. We will process special category data most commonly where:
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 school’s use of your data.
Where we are processing data on a legal or contractual basis, if you choose not to share this data with us, we may not be able to carry out our obligations under our contractual relationship with you, or engage you as a governor.
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.
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 a personnel file for each governor in paper copy and/or electronic form on the Schools’ computer system. The information contained in this file is kept secure and is only used for purposes directly relevant to you holding the position of governor.
Once your appointment as a governor of the School has ended, we will retain this file and delete the information in it in accordance with our Retention of Records Policy.
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 a number of organisations and agencies that may include (but is not limited to):
There is more information about how we manage, store and protect data in the Data Protection Policy on the website. This also includes details about how to access your data, how to contact the Information Commissioner or our Data Protection Officer if you have a query or concern about how data is being used or retained.
This notice is based on the Department for Education’s model privacy notice , amended to reflect the way we use data in this school.
The Schools will update this Privacy Notice from time to time. Any substantial changes that affect your rights will be provided to you directly as far as is reasonably practicable.