Privacy Notice for School Governors and Volunteers
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 individuals working with the school in a voluntary capacity, including School Governors.
We, Forest Fields Primary School, are the ‘data controller’ for the purposes of data protection law.
The personal data we hold
The personal data that we may collect, use, store and share (where appropriate) about you includes, but is not restricted to:
Contact details and contact preferences
Date of birth, marital status and gender
Documents to support an Enhanced Disclosure and Barring Service application, such as copies of Passports, Bank statements, Birth and Marriage Certificates
Evidence of qualifications
CCTV images captured in school
We may also collect, store and use information about you that falls into "special categories" of more sensitive personal data. This includes information about (where applicable):
Race, ethnicity, religious beliefs, sexual orientation and political opinions
Disability, health and access requirements
Why we use this data
The purpose of processing this data is to help us run the school, including to:
Establish and maintain effective governance
Meet statutory obligations for publishing and sharing Governor details
Facilitate safe recruitment, as part of our safeguarding obligations towards pupils
Identify you and safely evacuate the school in the event of an emergency
Enable equalities monitoring
Ensure that appropriate access arrangements can be provided for volunteers who require them
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 where we need to:
Comply with a legal obligation
Carry out a task in the public interest
Where we have legitimate interests in processing the data – for example, the use of photographs to enable us to clearly identify you in the event of an emergency evacuation
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)
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.
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 Records Management Policy. This is based on the Information and Records Management Society’s toolkit for schools.
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 work with the school.
When this information is no longer required, we will delete your information in accordance with our Records Management Policy. A copy of this is available on the Schools Website www.forestfieldsprimary.co.uk.
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 school Governors
Our local authority – to meet our legal obligations to share certain information with it, such as Governor details
Suppliers and service providers – to enable them to provide the service we have contracted them for, such as Governor/Volunteer 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.
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 school 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 the 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 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.
If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please ask a member of our office team, or email our Data Protection Officer at DPO@forestfiels.nottingham.sch.uk.
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: