This privacy notice tells you how we use your information, the reasons for doing so, and also what rights you have in connection with the information we hold about you.
We may hold information about you because you are involved in ensuring the effective governance of a school and/or your Governing Board subscribes to an East Sussex Governor and Clerking Service Annual Support Package.
We take data protection seriously. Please be assured that your information will be used appropriately in line with data protection legislation; will be stored securely and will not be processed unless the requirements for fair and lawful processing can be met.
The information we hold about you will depend on the services we provide. In all cases, we hold your name and contact details and which school you are a governor at.
Depending on the services we provide you with, we might also have other information about you in our databases, such as:
We hold your information so that we can provide school improvement and support services to school governors. This includes ensuring governing boards are operating within a legal framework and providing continuous school improvement by keeping governors updated with changes in legislation, best practice and offering support, guidance and training opportunities. We will also use your information to share performance data about your school with you. We need to do this either because we have statutory duties to fulfil, or because we are required to undertake certain tasks for reasons of public interest.
We aim to maintain high standards, adopt best practice for our record keeping and regularly check and report on how we are doing. Your information is never sold for direct marketing purposes.
We have strict controls on who can see your paper or electronic records. Nobody is allowed to see your information unless they have a valid reason and appropriate authorisation.
Our staff are trained to handle your information correctly and protect your confidentiality and privacy.
Your information is not processed outside of the European Economic Area.
Data is stored on a 3rd party database. This is administered via an internet based learning management system (LMS) which is hosted by an external supplier, WebBased Ltd
We collect and hold your data as you are a school governor and/or your governing board subscribes to the East Sussex Governor Support Package. We also hold some data that is in the public domain, such as school contact details.
We collect and hold your information to enable us to comply with a legal obligation or because we are acting in the public interest or exercising our official authority. The local authority has statutory responsibility to promote high standards and ensure that appropriate strategies are in place to secure school improvement. We also have a duty to monitor performance and take prompt and effective action when schools are not performing, using the full range of its intervention powers. We hold information about governors to enable us to, share school information, guidance, offer support and training and to fulfill our statutory obligation to secure school improvement.
We have to collect and process personal data to enable us to comply with this obligation. If we decide we need your consent to process your data we will contact you separately about this.
If we believe there is another legal basis for processing your personal data we will advise you of this at the time we collect the data from you.
All information processed by Children’s Services is subject to a retention policy which details how long we will retain the information. This is governed by the category of data and the requirement to hold it in our records in line with statutory provisions or other operational requirements. Governor information will be kept from 6 years when the governorship ceases and then will be destroyed.
Any sharing of personal data is always made:
We may share your information with the following categories of organisation:
We only pass on information about you to other people if they:
Have been instructed by the Local Authority to provide school improvement services under our statutory obligations Provide services that your school has purchased via the East Sussex Governor and Clerking Service.
We always do this in line with the law. This is usually to assist them in providing the right service for you and your school, or, to help us to plan and improve our services and to look into any concerns you may have about the services you receive.
We may also share your information if it is needed to protect you or someone else from harm.
Under data protection legislation, you have the right:
You can ask to see your information using your rights under data protection legislation. This is known as a Subject Access Request. Please visit data subject rights for further details.
Should you have any further queries on the uses of your information, please speak to the manager of the service you have been dealing with.
Should you wish to lodge a complaint about the use of your information, please contact:
Children’s Services Customer Relations Team
PO Box 4
St Anne’s Crescent
Lewes BN7 1SG
Phone: 01273 482304
Or you can contact our Data Protection Officer.
Further information on making a complaint about Children‘s Services.
If you have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance. Alternatively, you can contact the ICO:
Information Commissioner’s Office
Cheshire SK9 5AF
Phone: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number
Report a concern on the ICO website