Data Protection Officer: Mariana Pandi


Introduction

We are committed to ensuring that any personal data  is protected in accordance with the General Data Protection Regulations 2021 (GDPR) and is used in line with your expectations.

This privacy notice explains what personal data we collect, why we collect it, how we use it and how we protect it.

Why we collect this information and the legal basis for handling your data

Sudbrook School uses the above data to offer staff a position to work at this institute and to monitor their legal and physical wellbeing. A DBS is acquired for every member of staff upon starting at Sudbrook unless one is in place, the Declaration Form is then used every three months to ensure suitability.

Staff National Insurance Number and bank details are disclosed to the finance officer for salary payments.

Record of certificates, training, supervision and appraisal meetings are kept in the staff members file to monitor their professional development while at this nursery.

Who we share your data with

Other than the National Insurance Number and staff bank account details which are shared with the accountant and the relevant bank no other information will be disclosed to a third party other than Ofsted if need be and the authorities concerned in the event of a serious accident/incident or a safeguarding issue. Under such circumstances your consent will not be sought.

In some instances (child protection, serious accident/incident and special educational needs) we are obliged to keep your data for up to 25 years if it is necessary to comply with legal requirements .

Your rights with respect to your data

You have the right to:

  • request access, amend or correct your personal data
  • request that we delete or stop processing your personal data, for example where the data is no longer necessary for the purposes of processing;
  • You can request to see your file at any time.

If you wish to exercise any of these rights at any time or if you have any questions, comments or concerns about this privacy notice, or how we handle your data please contact Mariana Pandi. If you continue to have concerns about the way your data is handled and remain dissatisfied after raising your concern with Mariana Pandi, you have the right to complain to the Information Commissioner Office (ICO). The ICO can be contacted at Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF or ico.org.uk/

What personal data do we collect?

              Document               Location            Retention
Job Application Form: Name, address, date of birth, contact numbers, email, education history, employment history, name of references. Personal File in a locked cabinet in the office 6 years after departure
CV Personal File in a locked cabinet in the office 6 years after departure
References Personal File in a locked cabinet in the office 6 years after departure
Copies of education and training certificates Personal File in a locked cabinet in the office 6 years after departure
Absence form Personal File in a locked cabinet in the office 6 years after departure
Staff Suitability Declaration form Personal File in a locked cabinet in the office 2 years after departure
Medical Form Personal File in a locked cabinet in the office 5 years after departure
Code of conduct acceptance form Personal File in a locked cabinet in the office 5 years after departure
Supervision and appraisal forms Personal File in a locked cabinet in the office 5 years after departure
Records of complaints and disciplinary procedures. Personal File in a locked cabinet in the office 5 years after departure
DBS number and date of issue DBS File

Compliance Form

5 years after departure
Bank account details Finance Officer 5 years after departure
National insurance number Application Form 5 years after departure
Signing in and out forms

 

Signing in File 5 years after departure

Changes to this notice

We keep this notice under regular review. You will be notified of any changes where appropriate.

Date Adopted May 2018

Reviewed: January 2022

Download this document: Privacy Notice Staff 2024