The School is committed to safeguarding staff privacy by processing personal data in compliance with the Data Protection Act 2018. We ensure fairness, transparency, and security in handling staff information, adhering to legal, contractual, and statutory obligations. The School’s data protection measures minimise risks, protect confidentiality, and promote responsible data management aligned with the Information Commissioner’s Office (ICO) guidelines.
This Policy has been developed in line with the applicable laws, regulations, regulatory advice, and sector best practices, including the following:
During employment, the School will collect, store, and process your personal data, including ‘special categories’ like racial or ethnic origin, religious beliefs, health information, sexual orientation, and criminal convictions. Additional data may be collected when employment begins. Specific information collected includes contact details, education and employment history, emergency contacts, email usage, identification photos, CCTV recordings, health details, and criminal conviction data.
The School collects personal data to comply with legal obligations, ensure staff and student safety, and provide necessary support and services. Special categories of data are collected for equal opportunities monitoring and fulfilling statutory requirements. Criminal conviction information is used to ensure a safe environment by restricting access to services where necessary.
We collect your personal information to support our operations and enhance services and facilities. This data may be collected in various ways:
Collecting personal information enables us to perform our duties effectively, respond to enquiries or concerns, and continually improve our services and facilities. Third-party data helps ensure we have accurate and relevant information for these purposes.
The School may share your personal information with external organisations to fulfil legal duties, manage operations, or upon your request. These organisations may include:
We will not disclose other personal information without your consent unless necessary for your vital interests (e.g., in an emergency). Anonymised or aggregated data may be shared for purposes like equality benchmarking.
Sharing personal information with external organisations ensures the School meets legal obligations, supports its operations, and provides requested services. Sharing data with agencies like police or health authorities may be required for safety, crime prevention, or compliance. Anonymised data helps improve equality and diversity initiatives through benchmarking.
The School securely collects, stores, and processes your personal information in both paper and electronic formats, including databases accessible to academic and professional departments. Access is restricted to authorised staff, contractors, or agents with a legitimate business need within their contractual duties. Personal information is used for:
Some data may be ‘special categories’ (e.g., race, ethnicity, medical information) for specific purposes like equality monitoring or providing necessary support. Access to such data is strictly controlled under the School's data protection policy managed by the Data Protection Officer.
Secure handling of personal data ensures the School meets its academic, legal, and operational responsibilities while safeguarding individual privacy. Controlling access to sensitive information through a robust data protection policy protects against misuse and supports compliance with legal requirements.
Your personal data is stored in our administrative systems and is accessible to authorised staff across the School as needed.
Authorised staff access your personal data to manage academic, administrative, and operational activities effectively, ensuring the smooth functioning of School services.
We may retain your personal data for up to six years after your association with us ends. A core record will be kept indefinitely to provide references and verify your studies. We do not use your personal data for automated decision-making or profiling.
Retaining data allows us to confirm your association with the School and provide references when needed. Avoiding automated decision-making ensures decisions about you are made fairly and accurately, without reliance on algorithms that could impact you without human oversight.
We regularly review our privacy notices to ensure they remain accurate and up to date.
Regular reviews of privacy notices ensure compliance with legal requirements and reflect any changes in how we manage personal data.
We prioritise protecting your privacy. Please note that other privacy notices cover data related to staff, enquiries, applications, current students, alumni, and website use. These notices are available on our website.
Different activities within the School require specific privacy notices to ensure all personal data is managed appropriately and transparently. Providing access to these notices ensures you are informed about how your data is handled across different contexts.
The following metrics will be measured and regularly reviewed as performance indicators for the School to ensure the effectiveness of this policy and associated operations.