ECT Privacy Policy

Privacy Notice – Teaching School Hub: Appropriate Body Services (ECTs)

Coventry and Central Warwickshire Teaching School Hub are committed to keeping your information secure and managing it in accordance with our legal responsibilities under data protection law. Under data protection law, individuals have a right to be informed about how organisations use any personal data that they hold about them. We comply with this right by providing privacy notices to individuals where we are processing their personal data. This privacy notice explains how we collect, store and use personal data about individuals who have booked Courses and Events through the CCWTSH web site and online booking routes. Who are we?

Coventry and Central Warwickshire Teaching School Hub c/o Lawrence Sheriff School Clifton Road Rugby Warwickshire CV21 3AH

Lawrence Sheriff School is registered as the Data Controller with the Information Commissioners Office (ICO); Registration Number: Z6157589

You can contact CCWTSH at

What is a Privacy Notice?

This notice is to help you understand how and why we collect personal information about you and what we do with that information. It also explains the decisions that you can make about your own information.
In registering with CCWTSH as your appropriate body, you are agreeing to the collection and sharing of personal data in accordance with this privacy notice.

The following is applicable to Early Career Teachers registered with Coventry and Central Warwickshire Teaching School Hub for Induction: What is Personal Information? Personal information relates to a living individual who can be identified from that information. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession.

‘Special category’ personal information reveals racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person's sex life or sexual orientation.

The personal data we collect, hold and share:

• Title • Name • Address • Email address • Telephone Number(s) • Role • Teacher training provider/qualifications • QTS award • Employing School • Contract details • Previous schools (if applicable) • Induction assessment data • TRN (Teacher Reference Number)

How will the data be stored? ECT Manager, owned by Evolution Internet Ltd is a UK hosted web based system used by Appropriate Bodies for the management of ECT Induction. The database is backed up to two sites every six hours and on a rolling 14 day basis. Data is encrypted and stored securely. What is the legal basis for the collection, use and storage of the data? Coventry and Central Warwickshire Teaching School Hub, acting in its role as the Appropriate Body for ECT Induction uses data to check induction eligibility, accurately record updates on the Teaching Regulation Agency website and to support/advise the teacher during their induction. Data will also be used in rare cases where an ECT lodges an Appeal with the Teaching Regulation Agency against a decision made by the Appropriate Body. Data gathered during the ECTs induction will be used in response to the Appeal and at the Appeal Hearing, as defined in the relevant Induction Appeals Procedure. How long the data will be stored and criteria used to determine this? Personal data will be used for the duration of the teacher’s ECT induction programme. Thereafter, data pertaining to induction, irrespective of whether you complete the full induction programme with us, will be archived on the ECT Manager system for 6 years; as defined in the Statutory Guidance, Induction for Early Career Teachers (England). After 6 years, all data will be permanently deleted from ECT Manager and will be fully deleted from all database backups after 14 days. Who will it be shared with and for what purpose? The Teaching Regulation Agency for the purpose of registering you on an Induction programme, terms completed, for the recommendation of completion and if necessary in response to and at an induction appeal hearing. Other ECT appropriate Bodies for Induction, if you change Appropriate Body during your induction period. School Team colleagues, as applicable, for the purpose of personalised support, planning training and other statutory functions, such as statutory moderation. Evidence files may be reviewed by the Appropriate Body on an Induction Quality Assurance visit. Is processing based on consent? Your employing School will have agreed prior consent with you to use and share data with the Appropriate Body (Coventry and Central Warwickshire Teaching School Hub). The data supplied to the Appropriate Body is necessary for compliance with a clear and precise legal obligation to enable you to serve your statutory ECT Induction. Choosing not to share this data with the Appropriate Body will result in you being unable to serve your statutory induction period.

The lawful basis on which we use this information We only collect and use personal data when the law allows us to. Most commonly, we process it where: • We need to complete our contractual obligations • To meet our public duty interests and submit information to government departments Less commonly, we may also process your 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 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 personal data overlap, and there may be several grounds which justify our use of this data.

Requesting access to your personal data Under data protection legislation, you have the right to request access to information about them that we hold. ECT Manager users can access the website via their personal login at any time and see/download and amend personal data held on them.

For further requests for your personal information, contact Mrs Caroline Horne in the first instance.

You also have the right to: • object to processing of personal data that is likely to cause, or is causing, damage or distress • prevent processing for the purpose of direct marketing • object to decisions being taken by automated means • in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed • claim compensation for damages by a breach of the Data Protection regulations

If you have a concern or complaint about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or our Data protection Officer at Warwickshire County Council (details below) or directly to the Information Commissioner’s Office at

Contact: If you would like to discuss anything in this privacy notice, please contact:

Mrs Caroline Horne Email:

Mrs Teresa Mpofu, Deputy Head and DPLead. Email:

The school subscribes to the Data Protection Service at Warwickshire County Council (School DPO Service)

Alternatively, you can make a complaint to the Information Commissioner’s Office:

• Report a concern online at • Call 0303 123 1113 • Or write to: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF