Privacy Notice for Governors

The personal data we hold

Personal data that we may collect, use, store and share (when appropriate) about governors includes, but is not restricted to:

• Contact details, contact preferences, date of birth, identification documents;
• Governing body details;
• Governor type and term of office;
• Photographs;
• CCTV images captured in school.

Why we use this data

We use this data to:

• Maintain a governor database;
• Contact governor regarding statutory information;
• Deliver governor services to the academy.

Our legal basis for using this data

We only collect and use governors’ personal data when the law allows us to. Most commonly, we process it where:

• We need to comply with a legal obligation;
• We need it to perform an official task in the public interest.

Less commonly, we may also process governors’ personal data in situations where:

• We have obtained consent to use it in a certain way;
• We need to protect the individual’s vital interests (or someone else’s interests).

Where we have obtained consent to use governors’ personal data, this consent can be withdrawn at any time. We will make this clear when we ask for consent, and explain how consent can be withdrawn.

Some of the reasons listed above for collecting and using governors’ personal data overlap, and there may be several grounds which justify our use of this data.

Collecting this information

While the majority of information we collect about governors is mandatory, there is some information that can be provided voluntarily.

Whenever we seek to collect information from you, we make it clear whether providing it is mandatory or optional. If it is mandatory, we will explain the possible consequences of not complying.

How we store this data

We keep personal information about governors while they are performing the role for an academy or the Trust. We may also keep it beyond the point they cease to perform their role at our academy or the Trust if this is necessary in order to comply with our legal obligations. Our Data Retention Policy sets out how long we keep information about governors. You can request a copy of this policy by email from datacontroller@latrust.org.uk.

Data sharing

We do not share information about governors with any third party without 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 governors with:

• The relevant local authority – to meet our legal obligations to share certain information with it, such as safeguarding concerns and exclusions;
• The academy where you are governor or the Trust – to meet our legal obligations to share certain information with it;
• The Company House – to meet our legal obligations to share certain information with it;
• The Department for Education – to meet our legal obligations and acting in the public interest regarding the education of young people;
• Our regulator – Ofsted, under whom we have a legal obligation and a public interest to provide a quality education for governors;
• Our auditors – to meet our legal obligations of having an internal and external audit;
• Police forces, courts, tribunals – fulfilling our legal obligations to prevent crime and comply with court orders etc.

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.

Governors’ rights regarding personal data

Individuals have a right to make a ‘subject access request’ to gain access to personal information that the Trust 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 or your child;
• 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.

Individuals also have the right for their 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

Other rights

Under data protection law, individuals have certain rights regarding how their personal data is used and kept safe, including the right to:

• Object to the use of personal data if it would cause, or is causing, damage or distress;
• Prevent it being used to send direct marketing;
• Object to 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.

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 at datacontroller@latrust.org.uk. 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.

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:

• Stephane Vernoux, Group Data Protection Officer, datacontroller@latrust.org.uk.