Q. Who receives them?
A. A Privacy Notice must be sent to anyone whose data is being included on the SWC for your school as a named record. Privacy Notices must also be issued to any other staff for whom the school has collected, processed, or stored data, in accordance with GDPR. Further information is available from the Information Commissioner’s Office here: Overview of GDPR, Right to be informed and Privacy Notice.
Q. Where do I find it?
A. The Department for Education Privacy Notice template for school employed staff is available from the following webpages.
Q. When are they issued and how often?
A. You need to issue them to all new members of staff. It is recommended that the privacy notice is included as part of an induction pack for pupils and staff, is made available on the school website for parents, and features on the staff notice board / intranet. Privacy notices do not need to be issued on an annual basis, where:
• new pupils and staff are made aware of the notices
• the notices have not been amended
• they are readily available in electronic or paper format
You will need to reissue them to staff if there are changes to the data collected, the uses to which the data will be put and/or the organisations it will be shared with. The DfE advise that it is important that any changes made to the way schools processes personal data are highlighted to data subjects.
Q. Who issues them to central staff?
A. These will be issued centrally
Q. Do Agency Teachers need a Privacy Notice?
A. If they have an SLA with the school their details will be included in the SWC and so they need to receive a Privacy Notice. Schools are required to ensure that they are issued to Agency Teachers.