The Schools’ Personnel Service (SPS) is part of Cantium Business Solutions, a company owned by Kent County Council. SPS offers a number of HR and additional 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.
SPS 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.
SPS understand that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all our customers and their employees and other people with whom we interact in the course of undertaking our services. 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.
Who are we?
SPS offers a number of HR services:
In providing a service to our Customers, it will be necessary for SPS to gather, obtain, record and hold your personal information.
The personal information we collect and use
In the course of providing HR services to our Customers 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 our Customers (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).
How we use your personal information
We use your personal information:
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
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:
How long your personal data will be kept
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.
Who we share your personal information with
Personal information may be shared between SPS colleagues who legitimately need the information to carry out their duties in providing a service/services to our Customers. All our staff are appropriately trained and understand their obligations with regards to the personal data they have access to.
Other than our Customer 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.
Keeping your personal information secure
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
Who to Contact
You can contact our Data Protection Officer, iSystems at email@example.com
Please contact 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 August 2019.
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