School User Privacy Policy

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

Privacy Notice: Teaching School Hub

Coventry and Central Warwickshire Teaching School Hub (CCWTSH) 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 are using our appropriate body services.

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 and what we do with that information. It also explains the decisions that you can make about your own information.

In registering /applying for a place on an event or programme with CCWTSH, you are agreeing to the collection and sharing of personal data in accordance with this privacy notice.

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.

Why do we collect information? Personal data will be processed to allow CCWTSH to:

• Register an ECT with the Teaching Regulation Agency • Register the outcome of induction with the Teaching Regulation Agency • Correspond with individuals about induction procedures and processes • Correspond with individuals about professional development events • Review completed formal assessments and communicate with ECTs and schools about these assessments • Produce anonymised reports of ECT numbers, phase, subjects and training providers for CCWTSH and Local Authorities • Contact an individual or school • Ensure that all ECTs registered have Qualified Teacher Status • Ensure that the timescales for assessment due dates are recorded correctly • Ensure that any induction completed previously is taken into account • Ensure that all ECTs, Induction Tutors and Induction Co-ordinators have completed the relevant ECT Induction training • Review ECT Induction forms and support plans to ensure adequate support is being provided to the ECT in cases where concerns have been raised • Provide previous assessment forms to schools where an ECT moves schools during the induction period • Ensure that where support meetings have taken place the relevant records are available for future reference • To monitor when an extension to an ECT Induction period may be required due to the maximum number of days absence being exceeded • Enable equalities monitoring

The personal data we collect, hold and share:

Personal data that we may collect, use, store and share (when appropriate) about individuals will depend on their role in the process, and may include, but is not restricted to:

• Account username • Name (& any previous names) • Telephone numbers • Address • Email address • Date of birth • Teacher Reference Number • Qualified Teacher Status information • Name of employing organisation • Nature of contract with employing organisation • Name of previous schools at which ECT induction was served • Start date of induction • Qualifications (training information) • Record of completing ECT induction training • Lesson observation forms • Meeting notes and actions forms • Teacher standards evidence forms • Professional review forms • Assessment forms • Personal support plans • Records of emails and telephone communications • Records of meetings and quality assurance visits

We may also collect, store and use information about ECTs that falls into "special categories" of more sensitive personal data. This includes information about: • Ethnicity • Trade union membership • Health, including any medical conditions and number of days absence during ECT induction

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.

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 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.

The lawful basis on which we use this information

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. 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. To make a request 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