Berkswich CE Privacy notice
for governors
Under data protection law, individuals have a right to be informed about how the school uses any personal data that we hold about them. We comply with this right by providing 'privacy notices' (sometimes called 'fair processing notices') to individuals where we are processing their personal data.
Privacy notice – how the school uses governors’ information
What categories of information are processed?
The categories of personal information that we process include the following:
This list is not exhaustive – to access the current list of information the school or trust processes, please see the Data Asset Register which can be found in the school office.
Why do we collect and use your information?
The personal data we collect about you is essential, in order for the school to fulfil its official functions and meet legal requirements.
We collect and use your information for the following reasons:
For consent, legal obligation, vital interests, public task and legitimate interests, we use basis from Article 6 of the UK GDPR. For special category data, we also rely on the following conditions under Article 9 of the UK GDPR. Under the GDPR, the legal basis/bases we rely on for processing personal information for general purposes are:
How do we collect your information?
We collect your personal information via the following methods that you will be asked to complete or will be completed on your behalf:
Governance roles data is essential for the school’s operational use. Whilst the majority of information you provide to us is mandatory, some of it is requested on a voluntary basis. To comply with the UK GDPR, we will inform you at the point of collection whether you are required to provide certain information to us or if you have a choice.
How do we store your information?
Your personal information is retained in line with the school’s Records Management Policy, which can be found on the school’s website at: www.berkswichceprimary.co.uk.
For more information about how we securely store your information, please see the school’s Data and Cyber-security Breach Prevention and Management Plan (available on the school’s website).
Who do we share your information with and why?
We do not share information about you with anyone without your consent, unless the law and our policies allow us to do so.
The DfE collects personal data from schools and LAs. We are required to share information about individuals in governance roles with the DfE under Section 538 of the Education Act 1996.
Any information we share with other parties is transferred securely and held by the other organisation in line with their data security policies. All governor data required by the DfE is entered manually on the GIAS system and held by the DfE under a combination of software and hardware controls which meet the current government security policy framework.
The governance data that we lawfully share with the DfE via GIAS will:
You can find out more about the requirements placed on the school by the DfE, including the data we share with them, via this website:
https://www.gov.uk/government/news/national-database-of-governors.
Some of this personal data is not publicly available and is encrypted within the GIAS system. Access is restricted to authorised DfE and education establishment users with a DfE Sign-in account who need to see it to fulfil their official duties. The information is for internal purposes only and is not shared beyond the DfE, unless the law allows it to be.
Under the Data Protection Act 2018, you are entitled to ask the DfE what personal information it holds about you. You have the right to ask the DfE:
To exercise these rights, you should make a subject access request. Information on how to do this can be found by following this link: https://www.gov.uk/government/organisations/department-for-education/about/personal-information-charter.
You can also contact the DfE directly using its online contact form by following this link: https://www.gov.uk/contact-dfe.
What are your rights?
You have specific rights to the processing of your data, these are the right to:
If you want to request access to the personal information we hold about you, please contact the school’s Data Protection Officer (DPO). See contact details below.
How to withdraw consent and lodge complaints
Where the school processes data on the basis of consent, you have the right to withdraw your consent at any time. To withdraw your consent, you can contact school’s Data Protection Officer (DPO). You are not required to provide a reason for withdrawing consent.
If you are concerned or unhappy about the way we are collecting or using your information, please raise your concern or lodge a complaint with the school’s DPO in the first instance. You can also contact the ICO at https://ico.org.uk/concerns/.
Updating this privacy notice
We made need to update this privacy notice periodically if we change how we collect and process data. The school will inform you when this privacy notice has changed; however, we also recommend that you revisit this privacy notice periodically.
This privacy notice was last updated February 2025.
How can you find out more information?
If you require further information about how we and/or the DfE store and use your personal data, please visit our website to view our Data Protection Policy and Record Management Policy via www.berkswichceprimary.co.uk or contact the DfE directly via their website (https://form.education.gov.uk).
If you would like to discuss anything in this privacy notice, please contact Ms Jackson (headteacher) or the school’s DPO:
Natalie Morrissey
Information Governance Manager
Staffordshire County Council
Information Governance Unit – Directorate of Strategy, Governance and Change
IGU | Staffordshire County Council
4th Floor, Staffordshire Place 1,
Tipping Street, Stafford, ST16 2DH (01785) 278109
Berkswich CE Primary Governor Declaration
Please use the Schoolbus link to agree to the declaration below. Logging in to your profile and ‘Reading’ on Schoolbus will count as your dated signature. You may collect a paper copy from the office if preferred.
I declare that I understand: