Privacy notice

For EducationHR (Norfolk County Council)

What this document is for

This privacy notice provides details on how we, EducationHR (a traded service of Norfolk County Council), use your personal information for the purposes of providing a recruitment service or supply booking service to the organisation you are applying to and providing a talent pool service to you to maximise your chance of gaining a role.

The County Council is committed to protecting the privacy and security of your personal information. By personal information, we mean information which, by itself or with other data available to the County Council, can be used to identify you. By ‘use’ we mean the various ways your personal information may be processed including storing and sharing the information.

Norfolk County Council (The County Council) are the ‘Data Controller’ for personal information held in relation to Talent Pools and the Norfolk Supply Register.

The County Council are the ‘Data Processor’ in relation to our customers (Educational establishments) who use the system for recruitment purposes.

This privacy notice:

  • Sets out how we look after your personal information
  • Describes how we collect, use, and share your personal information
  • Tells you about your privacy rights and how the law protects you

Further details

We also provide the following details in our general privacy notice on our website:

  • Who we are
  • How long we use your information for
  • Your rights under the UK General Data Protection Regulation (the UK GDPR) and
  • How to exercise them

You can also ask us for a copy of this information.

What personal data we the County Council collect and use about you

We will collect and use:

  • Personal details (e.g., name, title)
  • Contact details (e.g., email, telephone number, address)
  • Other identifiers (e.g., National insurance number, teacher reference number for teaching posts only)
  • Education (e.g., full education history)
  • Employment (e.g., full employment history, including details of current employment)
  • Preferences (e.g., if reasonable adjustments are required, preferred contact method)
  • Financial information (e.g., salary information as part of your employment history)
  • Social relationships (e.g., marital status)
  • Documentary data (e.g., passport, driver's license, DBS, identity documents for Norfolk Supply Register only)
  • Personal history (e.g., immigration status)

Special category data

The following Special Category data helps us identify the groups the County Council (in relation to Supply Teachers and Talent Pools) or the recruiting school that are attracting applications from, and assists schools/trusts in workforce planning, including recruiting and training future workforce entrants:

  • Racial or ethnic origin
  • Religious or philosophical beliefs
  • Sexual orientation

If the data is required, the monitoring form is attached with the application form. The information supplied in this section is strictly confidential and does not form part of your application and will be accessed by authorised persons only.

Health Data

Information about your physical or mental health, or disability status, to ensure your health and safety in the workplace, to assess your fitness to work, and to provide appropriate workplace adjustments.

The UK GDPR includes safeguards to protect the use of your special category data and criminal conviction data. Further details can be found on our website in the document named ‘Special category data and criminal offences data policy’ which sets out our procedures for compliance with the principles of the UK GDPR and the retention and erasure of this information.

What We Use Your Personal Information For

  • Enable you to set up a profile on Education Job Finder (provided by Teacher Booker) to easily apply for jobs/talent pools/Norfolk Supply Register if you wish
  • Provide customers with your application to jobs you apply for on Education Job Finder - Please see the privacy notice of the organisation you are applying to for how they use your personal data for their recruitment and appointment procedures
  • Enable customers (or us on their behalf) to follow an end-to-end recruitment process to assess your suitability for the role(s) you apply for, including reference collection
  • Communicate with you regarding the application process, including information regarding applying for and being a member of a talent pool(s) or the Norfolk Supply Register. This could include alerting you to courses or events that may be relevant to your membership of the talent pool(s) you are in and/or the Norfolk Supply Register
  • If you sign up to the Talent pool: Applicant data (e.g., Name and contact details, employment history, and qualifications)
  • If you sign up for Norfolk Supply Register: Applicant data (e.g., Name and contact details, employment history, qualifications, referee details, pre-employment checks e.g., DBS disclosure number and date of check, right to work documentation (e.g., passport), online check, teacher reference number, availability for work, and DBS charging)
  • Send job alerts reflective of the preferences you choose to set up
  • Monitor equality, diversity, and inclusion in our talent pools and Norfolk Supply Register and provide our customers (schools) with this information as part of the application process

We also use this information to assess the quality of our services and evaluate and improve our policies and procedures.

We may also use information in other ways compatible with the above.

Who Provides This Information

We receive most of this information from you, but we may also obtain some of this data from:

  • Disclosure Barring Service
  • Referees
  • Teacher Regulation Agency
  • Norfolk County Council’s occupational health provider (where applicable)

Who We Share Your Information With

We may need to share your information with:

  • Customers you are applying to jobs with (including supply jobs) e.g. schools/academy trusts
  • Teacher Booker Ltd for system maintenance and development reasons only
  • Authorised persons - those with delegated authority on behalf of the County Council or the recruiting school to collect recruitment monitoring data for the purposes of equality, diversity, and inclusion reporting and associated work

Any information which is shared will only be shared on a need-to-know basis, with appropriate individuals. Only the minimum information for the purpose will be shared.

Your personal information will also be given to third parties contracted by the County Council to provide a service to the County Council. These service providers are known as data processors and have a legal obligation under UK GDPR and to the County Council to look after your personal information and only use it for providing that service. In particular, the County Council has entered into a contract with:

  • Teacher Booker Ltd

Teacher Booker system uses cookies. Please see Teacher Booker's Cookie Policy for further information.

How the Law Protects You and the Legal Basis for Processing Your Information

We have a lawful basis under the UK GDPR to process this information because it is necessary:

  • For the performance of a contract with the customer
  • For reasons of consent freely given by you
  • Compliance with a legal obligation (e.g., Immigration, Asylum and Nationality Act and Safeguarding Vulnerable Groups Act, Keeping Children Safe in Education)

We have a lawful basis to process (including share) special category data [and criminal convictions data – Supply Teachers only] because it is necessary:

  • For reasons of explicit consent which you choose to give explicitly
  • For reasons of substantial public interest with the following basis in law:
    • Equalities Act 2010 (Specific Duties) Regulations for public sector employers to demonstrate compliance with the duty to eliminate discrimination and advance equality of opportunity and comply
    • For reasons of substantial public interest in employment, social security, and social protection
  • Under Data Protection Act 2018 - Schedule 1 (1), the processing for staff criminal convictions: is necessary for the purposes of performing or exercising obligations or rights which are imposed or conferred by law on the controller or the data subject in connection with employment, social security, or social protection

How Long Will We Keep Your Personal Information For

When the information is no longer needed for the above purposes, it will be securely deleted in line with the following:

  • Teacher Booker will store your profile data until instructed by you.
  • For the purposes of the Talent Pool applications, these are downloaded by EducationHR and kept for 1 year unless otherwise instructed by you.
  • For the retention period set by the organization you have applied to.
  • Applications submitted to schools online (process) are kept for 1 year unless otherwise instructed by you.

You can choose to delete your Teacher Booker Ltd account or remove yourself from our talent pool(s) or the Norfolk Supply Register at any time. Please contact us at if you would like to do this.

How We Keep Your Information

The information is stored within the Teacher Booker Ltd cloud-based system and electronically, on the County Council’s network including records management systems.

We do not process your information outside of the UK and European Economic Area.

Complaints or Queries

EducationHR aims to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading, or inappropriate. We would also welcome any suggestions for improving our procedures.

If any additional information or explanation is needed regarding the collection and processing of personal data for Education Job Finder or the Norfolk Supply Register purposes, please contact or call 01603 307760. For more information on your rights and how to make a complaint about the processing of your data, please see our General Privacy Notice.

Changes to this notice: We may amend this privacy notice at any time, so please review it frequently. The date below will be amended each time this notice is updated.

This notice was last updated on 10th May 2024.