The Schools’ Personnel Service (SPS) is part of the Business Services Centre within Kent County Council. SPS offers a number of HR services to Schools, Academies and other educational settings. We aim to maintain the highest possible standards and seek to adopt best practice with regards to the way in which we manage and process data in the course of our business.
Kent County Council collects, uses and is responsible for certain personal information about you. When we do we are regulated under the General Data Protection Regulation (GDPR) which applies across the European Union (including the United Kingdom) and we are responsible as a ‘controller’ of that personal information for the purposes of those laws. There are occasions where SPS may be a data controller or joint data controller with your Employer.
This Privacy Notice offers both our customers (schools, academies and other educational settings) and you, their employees, with meaningful and accessible guidance on our approach to handling personal data.
Should you have any questions about this privacy notice please contact our Data Protection Officer, Benjamin Watts – see Who to contact below.
SPS offers a number of HR services:
In providing a service to your Employer, it will be necessary for SPS to gather, obtain, record and hold employee [your] personal information.
In the course of providing HR services to your Employer we collect personal information about our customers’ employees. This information may be provided directly by you, as the employee or by your Employer on your behalf. This includes but is not limited to:
We may also obtain personal data from third parties with whom we liaise in providing a service to your Employer (i.e. HMRC / LGPS / Teachers’ Pension Scheme / Disclosure and Barring Service / Legal Advisors), or by a representative acting on your behalf (trade union representative / solicitor).
We use your personal information to:
We do not undertake automated decision making or profiling using the information we process.
The lawful basis for which we collect and use your personal data are as follows:
The lawful basis on which we collect and use special categories/sensitive personal data is as follows:
We will not keep your information during or after your employment for longer than is necessary, for either:
following which your personal data will be securely destroyed.
Personal information may be shared between SPS colleagues who legitimately need the information to carry out their duties in providing a service/services to your Employer. All our staff are appropriately trained and understand their obligations with regards to the personal data they have access to.
Other than your Employer we may share your personal or sensitive personal data with the following:
Providers of management information systems and platforms used by SPS may also have access to personal and sensitive personal data to enable them to provide the service for which they have been contracted. We require any providers to respect the confidentiality and security of your personal data and treat it in accordance with the law.
We may transfer your personal information outside the EU, but if we do, you can expect a similar degree of protection in respect of your personal information.
We have appropriate security measures in place to prevent personal information from being accidentally lost, used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and the ICO as regulator of any suspected data security breach where we are legally required to do so.
Under the GDPR you have a number of rights which you can access free of charge. You have the right to request access to information about you that we hold [please see Who to contact below]. You also have the right to:
For further information about your rights, including the circumstances in which they apply, see the guidance from the UK Information Commissioners Office (ICO) on individuals’ rights under the General Data Protection Regulation.
We will always seek to comply with your request however we may be required to hold or use your information to comply with legal duties. Please note: your request may delay or prevent us delivering a service to 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 [see Who to contact below]. Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/
If you would like to exercise a right, please contact [the Information Resilience and Transparency Team at firstname.lastname@example.org
You can contact our Data Protection Officer, Benjamin Watts, at email@example.com .
Please contact the Information Resilience and Transparency Team at firstname.lastname@example.org to exercise any of your rights, or if you have a complaint about why your information has been collected, how it has been used or how long we have kept it for.
The General Data Protection Regulation also gives you right to lodge a complaint with the Information Commissioner’s Office (ICO) – the UK supervisory authority. The ICO may be contacted at https://ico.org.uk/concerns or telephone 03031 231113.
For further information visit https://www.kent.gov.uk/about-the-council/about-the-website/privacy-statement
We keep our Privacy Notice under regular review. This document was last reviewed May 2018.
Ben Cooper, Swalecliffe Community Primary School
I am writing regarding the outstanding work of our SPS Consultant in regard to her support for Swalecliffe School. In the short time I have been Headteacher at Swalecliffe, I have had to deal with some complex personnel issues and have relied on their expertise to support me in doing so. They have been calm and professional in dealing with some very difficult matters and the results of their actions have always ended in a manner which has enabled the school to move forward and for me to get on with my day job. This is because the long term aim, and big picture has always been taken account of, in all their advice and guidance. I am extremely lucky to have them and am grateful for the time they have spent supporting the school, which has been considerable, and often outside the usual work hours, where the need has been pressing. They have also supported me, during some of these difficult times, and made a tremendous difference. I cannot commend their work highly enough.
, Canterbury Inclusion Service
Upon being appointed as Acting Head Teacher for the Canterbury Inclusion Service I made it an absolute priority to ensure there was a robust performance appraisal cycle in place for my team. To be able to facilitate this I attended the ‘Appraisal for Appraisers’ course as I had not previously carried out appraisals for multiple members of staff. The course, led by Summer Macer, was highly engaging and gave me an in-depth understanding of performance appraisal. Course materials were detailed and abundant, and there were a variety of methods used to tease out answers from the attendees. We were also challenged to consider action points for the following day, following week and the following three months. Summer’s delivery of the course was outstanding. Following the course I organised a staff INSET day dedicated to performance appraisal and I am pleased to say that we now have a robust cycle in place. All staff have targets which link to the Development Plan and it is clear that people feel more empowered, and more valued, knowing that they’re working towards shared and personal goals throughout the year.
SPS Investigation Service, Mayfield Grammar School
"SPS stepped in to handle a very tricky issue. The support we received throughout the process was exemplary and we cannot fault their customer service”
Preventing and Managing Conflict Training Course, Secondary School
A gem of a course! Fast-paced and thorough advice and information on how to manage staff behaviour particularly regarding conflicts of opinion. The tutor was knowledgeable and the sessions were interactive with all attendees engaged and contributing. Recommended for anyone who manages staff.
Power Hour Series - Session 1: Introduction to HR Administration, Independent School
I have recently made a career change and although I used to be very familiar with HR procedures as it is a while since I worked in this area I felt I needed a refresher course and the Power Hour Series has proved to be the perfect answer. The Introduction to HR Administration was an excellent 1-day course covering the main Terms & Conditions of Employment in a succinct way which was easy to understand and remember. The course was delivered by a very competent trainer who took time to make sure everyone was involved could ask questions at any time. The course notes have also proved to be excellent reference points – easy to understand and to the point. I know I benefitted greatly from the day and at lunch (which was an excellent networking opportunity) everyone said the same. This is the first of the Power Hour Series and I will certainly make sure I attend the rest of the courses. This was a day very well spent with excellent learning and networking opportunities and great value for money. I would highly recommend the Power Hour Series.
Driving High Performance through Appraisal Training Session, Independent School
I attended this course because I was so impressed with the delivery and content of the Power Hour Series and once again I was not disappointed. A very competent and enthusiastic trainer took us through a well thought out day providing excellent course notes and thought-provoking exercises making us focus on the fundamental elements of an effective appraisal system. I came away with a very clear understanding of how an appraisal system can work for the support teams in my organisation and the benefits that can be gained for both the people and the organisation – a win/win situation. A very well constructed day with well thought out ‘audience’ participation and definitely great value for money. There were excellent networking opportunities throughout the day and I have no hesitation in recommending this course.
, St Simon of England School
"I am very impressed with the efficient, effective and very professional services that are provided by Schools' Personnel Services. From initial query being raised to solution and outcome the response time is excellent. I would have no hesitation in recommending Schools Personnel Services to any colleagues."
Michaela Lewis, Viking Academy Trust
I wanted to write to express how impressed I have been with the level of service and professionalism shown by Sarah across the 6 months; particularly in our most recent dealings regarding a restructure. Sarah responded to my emails and telephone calls almost immediately and has been on hand to discuss issues outside of her working hours. This is, in my opinion, above and beyond expected service and for this I am extremely grateful. In my experience, people can be only too quick to complain and not so forthcoming in giving credit where it is due. With this in mind, I wanted to share my appreciation with you as Sarah's line manager.
Tim Woffenden, Four Elms School
Jane Hall has been an utterly brilliant support to me. She knows her stuff (she has given me detailed and invaluable advice), and has spent a huge amount of time on the telephone giving further wise counsel and a great deal of reassurance. No one could have been more patient and sympathetic. She has been a great advert for your service.
, The Orchard School
I would like to say how much I have valued the support that Lucy has given to The Orchard School especially since I have been in post from 1st January 2015. We have had one or two quite difficult situations to address and Lucy has provided advice and led us through some potentially difficult professional dialogues
Jeannette Read, St Mildreds's Primary Infant School
We took the decision, several years ago, to move to a 'one stop' payroll and HR provider and haven't looked back since. The transition was seamless. The SPS Team are highly professional, knowledgeable and have empathy for the busy Office Manager! I would like to take this opportunity to say a huge thank you to all the SPS Team for all their support and I would unreservedly recommend SPS to any organisation.
Sandra Morgan, Archbishop Courtenay Primary School
I would like to commend Natalie and Liam for the professional manner in which they handled my recent calls to the SPS Helpdesk. Natalie was calm, friendly and polite and dealt with my query in a very professional manner ensuring that her feedback was correct by liaising with a senior member of her team. Liam was extremely knowledgeable about the query I raised during my conversation with him and provided excellent and clear advice.
Doug Lawson, Aylesford Sports College
As a Headteacher I am faced with resolving many personnel issues, some more complex than others and from my very early days in the ‘hot seat’ realised the need to seek professional advice for some of these issues we faced. Furthermore, I am increasingly aware that the decisions and actions taken by any school may be open to misinterpretation and in this litigious world we now live in I do not want to expose my school to anything that would encourage people to pursue this path. I have worked closely with School Personnel Services for over 10 years seeking advice over a wide range of personnel topics from managing attendance through to taking the school through the unfortunate process of redundancies and re-organisation . I have found them to be extremely professional in every respect, helpful with their advice and guidance and speedy when needed. School Personnel Services understand the complexities of schools. I cannot talk highly enough about the staff and the service I have experienced throughout my time of working with them and would recommend them, without reservation, to any other organisation.
Nigel Utton, Bromstone Primary School
Kent-Teach is the platform of choice for Bromstone Primary School recruitment. The whole process from advertisement to appointment are handled by this easy-to-use and highly efficient system. No more posting letters, searching for addresses: the system allows for everything to take place from the comfort of your computer. Candidates are selected through a simple email system and equally rejected if they are unsuccessful at any stage. These emails can be personalised to give that little added touch. We use no other system and highly recommend Kent-Teach.
Norman Dodd, Pembury School
SPS were very forthcoming with good advice and help. We cannot fault them in any way and we would have found the whole experience daunting if they had not been there for us.
Carl Roberts, The Malling School
Despite the many years spent in senior leaderships roles in schools, I could not have successfully managed a complex grievance situation without the support of somebody as experienced and professional as Jane. I found her an easy person to work with and a very useful sounding board when trying to make sense of a very complicated case. The discussions we had, often outside of normal working hours, were essential in helping me to come to a conclusion in the grievance. I believe that the work Jane did with me led to a much more positive outcome for the school than may have otherwise been achieved. The next time I have discussions with governors about which personnel service to use I know I will be able to speak positively about my experience of Schools' Personnel Service.
Colin Simpson, The Churchill School
I would like to offer a massive thank you personally on behalf of all of our staff for your hard work and perseverance which has produced a seamless switch over from our previous providers. Your sense of humour and great communication skills has kept me going through the switchover with a smile on my face whilst I was dealing with closing down an old financial year and budgeting for a new one. Nothing was too much trouble for you. Thanks again, we really appreciate everything that you have done for us, I am so glad that we have switched to IntePay.
Belinda Woodward, St. Stephen's (Tonbridge) Primary School
The transition from our old payroll provider to IntePay was achieved smoothly and successfully. I have found the staff on the IntePay team to be easy to contact and very helpful. The staff here have made no complaints following the change.
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