Governor Support Privacy Notice
Who are we and what do we do
Governor Support is part of Gateshead Council. We are based at the Civic Centre, Gateshead and provide the following services:
- clerking
- training
- advice
This privacy notice provides specific information about how we process your personal data. It is an addition to the information contained in our Corporate Privacy notice.
What type of information is collected about you
We collect personal information to understand your needs and provide services. Information may include:
- name
- title
- address
- telephone number
- email address
- date of birth
We collect the following special category data:
- racial or ethnic origin
- disability
How we collect information about you
We collect information about you from various sources to ensure that we meet your needs, including:
- from schools and other organisations, such as the Diocese, to allow us to know who has been appointed
- direct from you when you contact us
- direct from you when requesting voluntary personal information during your induction
Why we need your information
Our purpose for collecting your personal data is to enable us to:
provide clerking, training and advice services on behalf of a school's governing body
Where we are acting as a data processor, the lawful basis for this is determined by the data controller. This is the school or academy you are appointed by or are seeking to be appointed by. When acting as a processor, our purpose for collecting your personal data is to enable us to:
- maintain a register of members of the governing body and of associate members
- collate and publish governor information
- send out meeting agendas and related papers for panel meetings (complaints, exclusions etc)
- provide a bulletin and training programme each term
When acting as a data controller, our purpose for collecting your personal data is to enable us to:
- identify nearby governors to sit on panels
- investigate complaints
- fill governor vacancies for other schools where required
We collect disability data so that we can make any reasonable adjustments for governors. This ensures we are inclusive and there are no barriers to being a governor.
We use titles (which may indicate gender), date of birth and ethnicity data for benchmarking purposes. This allows us to track representation in governing bodies.
Our lawful basis where we are acting as a Data Controller is:
legitimate interests
Our lawful basis for processing of sensitive personal data where we are acting as a Data Controller is:
explicit consent
The legislation the service is obliged to comply with includes:
- School Governance (Roles, Procedures and Allowances) (England) Regulations, 2013
- Constitution of Governing Bodies Statutory Guidance - August 2017
Who your information can be shared with
Our Corporate Privacy notice explains information sharing the Council carries out. This sharing fulfils statutory obligations, legal requirements and service delivery.
When acting as a processor on behalf of a school, we can share your information with:
- other relevant services in the Council such as Education and Human Resources
- the Chair, Headteacher or school office or amongst governors on the same governing body or Trust Board
When acting as a data processor, the lawful basis for sharing information is determined by the data controller (the Academy or school).
How long we will keep your information
We keep your information for as long as we need to provide services to you. We may also need to keep your information in accordance with legal or other obligations. Where we have no need to keep your data it will be securely destroyed. We keep a Record of Processing Activity (a requirement under the GDPR). This sets out the specific retention periods applicable in different circumstances. For more information please contact the Governor Support Manager: Johnfinch@gateshead.gov.uk
Where your information is held
We hold personal information in secure electronic systems on Gateshead council servers. Data is also stored by Hepwood Digital Limited, a data processor on behalf of the council.
How you can update your information
Our delivery of efficient services depends on the accuracy of your information.
Please inform us of any changes to the following:
- email address
- personal circumstances
- postal address
- any of the other information we hold
Please contact: Johnfinch@gateshead.gov.uk
Your information rights
Please see the relevant section of our Corporate Privacy notice.
Marketing and e-newsletters
Please see our email marketing privacy notice.
Business intelligence, profiling and automated-decision making
Please see the relevant section of our Corporate Privacy notice.
Protecting your information
Please see the relevant section of our Corporate Privacy notice.
Data Protection Officer
Data Protection Officer
Civic Centre
Regent Street
Gateshead
NE8 1HH
0191 433 3000
Information Commissioner's Office
The Information Commissioner is the UK's independent body for upholding information rights. Visit their website to find out more about your rights under Data Protection law, and what to expect from us.
For privacy practices or data protection rights concerns, contact the Information Commissioner's Office:
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
0303 123 1113 or 01625 545 745