Privacy Notice - For Governors

Under data protection law, individuals have a right to be informed about how the school 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 Governors.

We, Mill Water School, are the ‘data controller’ for the purposes of data protection law.

Our data protection officer is Ian Arkell (see ‘Contact us’ below).

How we use governor, associate member and clerk information.

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

  • Personal information (such as name, address, email address and telephone number, date of birth)
  • Qualifications, skills, previous and current employment

Why we collect and use this information

We use your data to:

  • Enable the development of a comprehensive picture of governance and how it is deployed
  • To enable appropriate checks to be completed
  • Enable individuals to be kept informed of governance training, book training and relevant information
  • To inform relevant authorities/organisations of a member/trustee/governor/clerk appointment

The lawful basis on which we process this information

We process this information under Legal Obligation; further to section 538 of the Education Act 1996, governing boards must provide information they hold about their governors and governance arrangements to the Secretary of State for Education through Get Information About Schools, (GIAS). Under The School Governance (Constitution and Federations) (England) (Amendment) Regulations 2016 it is a requirement for all governors to have an enhanced DBS check. The Constitution of Governing Bodies of Maintained Schools Statutory Guidance, August 2017, stipulates that governor and associate member information is published on the school website; (name, category of governor, term of office, appointed by, any office held [such as chair, vice-chair, safeguarding lead], summary of relevant business interests, and attendance at meetings).

Collecting this information 

The information will be collected by the clerk to governors using a variety of forms and on-line applications. 

Storing this information

We hold governor, associate member and clerk data for the length of time that the individual serves or until they resign plus 12 months. The school website must include stipulated information governors and associate members who have served in the last 12 months; (name, category of governor, term of office, appointed by, any office held (such as chair, vice-chair, safeguarding lead), summary of relevant business interests, attendance at meetings).

Who we share this information with

We routinely share this information with:

  • Devon Local Authority – through the Babcock ldp Governance Consultancy Team
  • The Department for Education (DfE) through Get Information about Schools (GIAS)
  • National Governance Association / The Key etc
  • School Office
  • Other governors on the same governing board
  • Disclosure and Barring Service
  • The clerk to the board

Why we share governor, associate member and clerk information

We do not share information about governors, associate members or clerks with anyone without consent unless the law and our policies allow us to do so.

Local Authority and Babcock ldp 

We are required to share appointment and resignation information about board members with Devon Local Authority (LA) for inclusion on the ONE database.  

As a school which subscribes to The Governance Consultancy Team we share information for booking training and accessing support services. 

Department for Education (DfE)

We share personal data with the Department for Education (DfE), through Get Information About Schools (GIAS).

National Governance Association (NGA) 

In order to access the NGA website and receive weekly email updates it is necessary for the NGA to have names and email addresses for all members of the board. Home addresses for those trustees/governors receiving the hard copy of the NGA magazine will also be supplied. In order for the clerk to pass on email details to the NGA a member, trustee or governor will be required to give complicit consent. An individual can unsubscribe at any time.

The Key 

In order to access The Key website and receive email updates it is necessary for The Key to have names and email addresses for all members of the board. In order for the clerk to pass on email details to the Key a member, trustee or governor will be required to give complicit consent. An individual can unsubscribe at any time.

School Office

In case of emergency or an Ofsted inspection it is necessary for the school office to hold details of any individuals involved in the governance of the school. The school Single Central Record will record that appropriate checks have been carried out for everyone involved in the governance of the school.

Other members/trustees/governors on the same Governing Board or in the same MAT

For ease of communication and with your consent contact details may be shared with other governors on the board.

Disclosure and Barring Service

All maintained school governors are required to have an enhanced criminal records certificate from the DBS. Further details on DBS checks and Section 128 checks in schools are within the statutory guidance Keeping Children Safe in Education (KCSIE).

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 Clerk to Governors.

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
  • Claim compensation for damages caused by a breach of the Data Protection regulations

Complaints

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 ICO Concerns
  • Call 0303 123 1113
  • Or write to: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Contact us

If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please contact our data protection officer:

  • Ian Arkell
  • DPO@millwater.devon.sch.uk
  • 07786 077514

This notice is based on the Department for Education’s model privacy notice for Governors, amended to reflect the way we use data in this school.

Updated 28.06.2019