Privacy Notice for Staff at Bolton Islamic Girls School

How we use workforce information

This Privacy Notice applies to Bolton Islamic Girls School. Bolton Islamic Girls School is the data controller for the personal information collected. Under data protection law, individuals have a right to be informed about how the school uses any personal data that we hold about them.

This Privacy Notice explains how Bolton Islamic Girls School collects, processes, holds and shares personal data about individuals we employ or otherwise engage to work in our school/organisation, in-line with our statutory responsibilities.

We take the security of your data seriously. We have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed and is not accessed except by its employees and service providers in the performance of their duties.

The categories of school information that we process

These include:

  • personal information (such as name, employee or teacher number, national insurance number)
  • characteristics information (such as gender, age, ethnic group)
  • contract information (such as start date, hours worked, post, roles and salary information) 
  • work absence information (such as number of absences and reasons)
  • qualifications (and, where relevant, subjects taught)
  • details of any disciplinary or grievance procedures in which you have been involved, including any warnings issued to you and related correspondence;
  • assessments of your performance, including performance improvement plans and related correspondence;
  • information about medical or health conditions, including disability for which the organisation needs to make reasonable adjustments;
  • details for payroll.
  • copy of driving licence and passport;
  • photographs (for example, ID cards, staff photo for the website and school notice board, recruitment packs etc);
  • data about your use of the schools’ information and communication system.

We collect this information in a variety of ways. For example, data is collected through application forms; obtained from your passport or other identity documents such as your driving licence; from forms completed by you at the start of or during employment; from correspondence with you; or through interviews, meetings or other assessments (for example, team development/appraisals).

In some cases, we collect personal data about you from third parties. For example, references supplied by former employers and/or information from criminal records checks (known as DBS checks) permitted by law.

Why we collect and use workforce information

Under the General Data Protection Regulation (GDPR), the legal basis / bases we rely on for processing personal information for general purposes are:

We use school workforce data to:

  • enable the development of a comprehensive picture of the workforce and how it is deployed;
  • improve the management of workforce data across the education sector;
  • to enable us to meet our contractual and legal obligations,
  • processing of teachers’ pension and run recruitment and promotion processes and provide references on request for current and former employees;
  • maintain accurate and up-to-date employment records;
  • facilitate safe recruitment, as part of our safeguarding obligations towards pupils;
  • support effective performance management in line with the schools’ statutory duty;
  • inform our recruitment and retention policies;
  • allow better financial modeling and planning;
  • enable equalities and equal opportunities monitoring;
  • support the work of the School Teachers’ Review Body (Regulatory Body).

The lawful basis on which we process this information

Personal information is collected from you in order to meet and discharge our contractual obligations and statutory duties as your employer.

If you fail to provide the personal information requested, amongst other things we may not be able to provide you with employment or a service for which you may be entitled/requested.

The legal basis for the use of your personal data will be one or more of the following:

  • to satisfy our legal obligations and statutory duties as your employer.
  • to carry out a task in the public interest or in the exercise of official authority in our capacity as a school.
  • to meet our contractual obligations in relation to your statement of employment contract with us.
….1                   Collecting this information

Whilst the majority of information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with data protection legislation, we will inform you whether you are required to provide certain school workforce information to us or if you have a choice in this

Storing workforce information

Data is stored in a range of different places, included in your school personnel file, on the single central record, the IT system of the schools HR and Payroll provider, and in other IT systems (including the schools email system). The information is kept secure and is only used for purposes directly relevant to your employment.

Once your employment with us has ended, we will retain this file and delete information in it in accordance with the School’s Records Management Policy / retention policy.

Who we share workforce information with:

We routinely share this information with:

Our Local Authority Bolton Council We are required to share information about our workforce members with our local authority (LA) pursuant to s 5 the Education (Supply of Information about the School Workforce) (England) Regulations 2007 and amendments
The Department for Education (DfE)   We share personal data with the Department for Education (DfE) on a statutory basis. This data sharing underpins workforce policy monitoring, evaluation, and links to school funding / expenditure and the assessment educational attainment.
The Department for Education (DfE)   We share personal data with the Department for Education (DfE) on a statutory basis. This data sharing underpins workforce policy monitoring, evaluation, and links to school funding / expenditure and the assessment educational attainment. The DfE collects and processes personal data relating to those employed by schools (including Multi Academy Trusts) and local authorities that work in state funded schools (including all maintained schools, all academies and free schools and all special schools including Pupil Referral Units and Alternative Provision). All state funded schools are required to make a census submission because it is a statutory return under sections 113 and 114 of the Education Act 2005 All data is transferred securely and held by DfE under a combination of software and hardware controls which meet the current government security policy framework. For more information about the DfE’s data sharing process, please visit:

We may also share your information, with the following:

  • Your family or representatives
  • Police forces, courts, tribunals
  • Financial Organisations – for example, completing mortgage reference forms
Function Contact details
Educators and examining bodies  
Regulatory Bodies (1)   Ofsted
Suppliers and services providers – to enable them to provide the service we have contracted them for, such as payroll, ICT Abbey and Co accountants, Training bookings Techienology ICT support and services Disclosure and Barring Service (DBS checks)
Central and local government  
Our auditors  
Trade unions and associations  
Health Authorities  
Security organisations  
Health and social welfare organisations Bolton council, children’s services department
Professional Advisors and consultants  
Charities and voluntary organisations Highbury Quadrant School Association
Professional bodies  
Employment and recruitment agencies  

Why we share school workforce information

We do not share information about our workforce members with anyone without consent unless the law and our policies allow us to do so.

Requesting access to your personal data

Under data protection legislation, you have the right to request access to information about you that we hold. To make a request for your personal information, contact Sophina Ishaq on

You also have the right to:

  • to ask us for access to information about you that we hold
  • to have your personal data rectified, if it is inaccurate or incomplete
  • to request the deletion or removal of personal data where there is no compelling reason for its continued processing
  • to restrict our processing of your personal data (i.e. permitting its storage but no further processing)
  • to object to direct marketing (including profiling) and processing for the purposes of scientific/historical research and statistics
  • not to be subject to decisions based purely on automated processing where it produces a legal or similarly significant effect on you

If you have a concern about the way we are collecting or using your personal data, we ask that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office at

For further information on how to request access to personal information held centrally by DfE, please see the ‘How Government uses your data’ section of this notice.

Withdrawal of consent and the right to lodge a complaint

Where we are processing your personal data with your consent, you have the right to withdraw that consent. If you change your mind, or you are unhappy with our use of your personal data, please let us know by contacting Sophina

Last updated

We may need to update this privacy notice periodically so we recommend that you revisit this information from time to time. This version was last updated on 20th May 2019.


If you would like to discuss anything in this privacy notice, please contact: Sophina Ishaq on

How Government uses your data

The workforce data that we lawfully share with the DfE through data collections:

  • informs departmental policy on pay and the monitoring of the effectiveness and diversity of the school workforce
  • links to school funding and expenditure
  • supports ‘longer term’ research and monitoring of educational policy

Data collection requirements

To find out more about the data collection requirements placed on us by the Department for Education including the data that we share with them, go to

Sharing by the Department

The Department may share information about school employees with third parties who promote the education or well-being of children or the effective deployment of school staff in England by:

  • conducting research or analysis
  • producing statistics
  • providing information, advice or guidance

The Department has robust processes in place to ensure that the confidentiality of personal data is maintained and there are stringent controls in place regarding access to it and its use. Decisions on whether DfE releases personal data to third parties are subject to a strict approval process and based on a detailed assessment of:

  • who is requesting the data
  • the purpose for which it is required
  • the level and sensitivity of data requested; and
  • the arrangements in place to securely store and handle the data

To be granted access to school workforce information, organisations must comply with its strict terms and conditions covering the confidentiality and handling of the data, security arrangements and retention and use of the data.

How to find out what personal information DfE hold about you

Under the terms of the Data Protection Act 2018, you’re entitled to ask the Department:

  • if they are processing your personal data
  • for a description of the data they hold about you
  • the reasons they’re holding it and any recipient it may be disclosed to
  • for a copy of your personal data and any details of its source

If you want to see the personal data held about you by the Department, you should make a ‘subject access request’.  Further information on how to do this can be found within the Department’s personal information charter that is published at the address below:

To contact the department: