DOWNLOAD: Privacy notice for governors and volunteers (PDF)
DOWNLOAD: Privacy notice for governors and volunteers (WORD)
Under data protection law, individuals have a right to be informed about how the trust/academy 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 working with the trust/academy in a voluntary capacity, including governors/trustees.
We, Tudor Grange Academies Trust (Tudor Grange Academy Solihull, Tudor Grange Academy Worcester, Tudor Grange Primary Academy St James, Tudor Grange Primary Academy Haselor, Tudor Grange Academy Redditch, Tudor Grange Samworth Academy, Robert Smyth Academy, Tudor Grange Academy Kingshurst), are the ‘data controller’ for the purposes of data protection law.
Our data protection officer is Steven Groutage. He can be contacted at email@example.com.
The personal data we hold
We process data relating to those volunteering at our trust/academy. Personal data that we may collect, use, store and share (when appropriate) about you includes, but is not restricted to:
- Contact details
- Evidence of qualifications
- Employment details
- Information about business and pecuniary interests
We may also collect, store and use information about you that falls into “special categories” of more sensitive personal data. This may include information about (where applicable):
- Race, ethnicity, religious beliefs, sexual orientation and political opinions
- Disability and access requirements
Why we use this data
The purpose of processing this data is to help us run the trust/academy to:
- Establish and maintain effective governance
- Meet statutory obligations for publishing and sharing governors’/trustees’ details
- Facilitate safe recruitment, as part of our safeguarding obligations towards pupils
- Undertake equalities monitoring
- Ensure that appropriate access arrangements can be provided for volunteers who require them
Our legal 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:
- 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)
- We have legitimate interests in processing the data
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 our 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
Personal data is stored in line with our data protection policy.
We maintain a file to store personal information about all volunteers. The information contained in this file is kept secure and is only used for purposes directly relevant to your work with the trust/academy.
When your relationship with the trust/academy has ended, we will retain and dispose of your personal information in accordance with our data protection 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:
- Government departments or agencies – to meet our legal obligations to share information about governors/trustees
- Our local authority – to meet our legal obligations to share certain information with it, such as details of governors
- Suppliers and service providers – to enable them to provide the service we have contracted them for, such as governor/trustee support
- Professional advisers and consultants
- Employment and recruitment agencies
- Police forces, courts
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.
Use of your personal information for marketing purposes
Where you have given us consent to do so, the trust/academy may send you marketing information by e-mail or text promoting trust/academy events, campaigns, charitable causes or services that may be of interest to you. You can “opt out” of receiving these texts and/or e-mails at any time by clicking on the “Unsubscribe” link at the bottom of any such communication, or by contacting our data protection officer.
How to access personal information we hold about you
Individuals have a right to make a ‘subject access request’ to gain access to personal information that the trust/academy 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 a 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 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:
Steven Groutage – firstname.lastname@example.org