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Privacy Notice - Learning and Early Help - Governor Support Service

1. Introduction

This Privacy Notice explains types of personal information we may collect about you when you interact with us. It also explains how we will store and handle that information, as well as keep it safe and secure. We will keep our privacy notice under regular review and will advise you of any updates on our website. This Notice was last reviewed in August 2018.

2. Who we are

For the purposes of Data Protection legislation, South Tyneside Council is the Data Controller.

3. What type of personal information do we collect?

We may collect the following types of personal information:

  • Name
  • Address
  • Date of birth
  • Contact details including e-mail address
  • Profession
  • Nationality
  • Place of birth
  • Bankruptcy declaration (academies)

4. How do we collect personal information?

We may collect your personal information in a number of ways, for example:

  • Completion of a nominated governor form
  • By post
  • By telephone
  • By e-mail
  • Business Interest Forms

5. Why do we collect your personal information?

To enable us to provide services to you it is necessary for us to use your personal information. To do so we will use the following legal basis for sharing your information:

  • Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller

6. What is your personal information used for?

Your records may be used to:

  • Create a record to maintain a Governor Database (Synergy)
  • Invite you to a meeting of the Governing Board / Committee
  • Send papers to you for any meeting that you have been invited to attend
  • Maintain your attendance record
  • Maintain your training record
  • Communicate with you in relation to the school(s) at which you are a governor
  • Communicate with you on governance matters including training
  • To facilitate consultation.

Your information will also be used to provide assurance to the Local Authority about the quality of services provided.

7. Who might we share your personal information with?

We may need to share information with other services / departments within the Local Authority.

When we respond to enquiries from organisations making enquiries we will share personal information we hold which is relevant of their enquiry. We will only share this information if we are legally required to do so.

We will not share your personal information with any other third parties unless you have specifically asked us to do so.

There are other times not linked to your support where we may need to share your information. These include:

  • Where there is a serious risk of harm to you or others
  • Where there are concerns for the welfare of a child
  • For the prevention or detection of crime
  • Where a court order or employment tribunal requires us to share information about you.

8. How do we keep your information secure?

The security of your personal information is important to us. The records that we keep about you are secure and confidential within the Local Authority. There are a range of procedures, policies and systems to ensure that access to your records are controlled appropriately.

Anyone who receives information from us is also under a legal duty to only use the information for the purposes agreed and must keep the information secure and confidential.

9. How long will we keep your personal information?

After we deliver a service to you, we have to keep your information as a business record of what we have delivered. The Governor Support Service will retain your personal data for the current academic year plus 10 previous academic years.

10. Is your personal information used overseas?

We will not process your personal information outside of the European Economic Area (EEA).

11. Contact us

If you would like to exercise your rights in relation to your personal information, or you feel that something has gone wrong with your personal information, you can contact us in either of the following ways:

By email: data.protection@southtyneside.gov.uk

By telephone: 0191 424 6539

In writing:

South Tyneside Council
Information Governance
Town Hall and Civic Offices
South Shields
NE33 2RL

If you feel that the Council has not handled your information correctly you can contact the Information Commissioner's Office (ICO). The ICO is the Government's Independent Body responsible for overseeing data protection. In most cases the ICO will only review cases that have exhausted the Council's internal procedures. The ICO's contact details are as follows: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF. More information can be found on the ICO's website at www.ico.org.uk.

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