What is the purpose of this notice?

Educator Solutions HR Services is committed to protecting the privacy and security of your personal information.

This privacy notice describes how we collect and use personal information about you, in accordance with the General Data Protection Regulation (GDPR). We are required under data protection legislation to notify you of the information contained in this privacy notice.

It is important that you read this notice so that you are aware of how and why we are using such information.

Processing of data

Educator Solutions HR Services provides a recruitment service to the organisation you are applying to. In turn, Educator Solutions HR Services have Vacancy Filler Ltd as a third-party supplier of recruitment software. Educator Solutions HR Services and Vacancy Filler both act as a data processor by providing an online recruitment service which organisations (who will be data controllers) can use for their recruitment campaigns and application processes.

If the vacancy you are applying for is linked to our on-line application form, once you click “Apply for job” you will be taken to the on-line application form to complete.  That data will be held by our software provider, Vacancy Filler, and support staff at both Vacancy Filler and Educator Solutions HR will have access as data processors. We need this access to help resolve any queries relating to the application process and to ensure the organisation you are applying to receives your application. As you would expect, the organisation to which you are applying will therefore also have access to your data.

If the vacancy you are applying for is not linked to our online application form, the data you enter into our system will be limited to your name and e-mail address.

Data protection principles

We will comply with data protection law. This says that the personal information we hold about you must be:

  • Used lawfully, fairly and in a transparent way
  • Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes
  • Relevant to the purposes we have told you about and limited only to those purposes
  • Accurate and kept up to date
  • Kept only as long as necessary for the purposes we have told you about
  • Kept securely

The kind of information we may hold about you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

Change of purpose

We will only use your personal information for the purposes for which we collect it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Educator Solutions HR Services and Vacancy Filler will not do anything with your information which we are not instructed to do by the organisation you are applying to, i.e. the data controller. We will not share your information with any third parties outside of their agreements. Both Educator Solutions HR Services and Vacancy Filler have access to the information you input into Education Job Finder but will only process it in the ways outlined in this privacy notice.

By entering your details you are allowing the organisation to which you are applying to access and use the information you provide for recruitment purposes or as they state. Should this organisation be part of a larger group, the other organisations within this group may have access to your application  (for example where staff in a multi academy trust support a number of academies within their wider Trust organisation).

Your data will be saved periodically before you reach the end of the application form. This is to help you if you want to complete the form over a number of visits and to limit data loss as a result of a technical issue such as an accidental browser closure or a loss of internet connection.

What personal data is processed and what is it used for?

Job application process
Data Reason for processing Legal basis for processing
Applicant data e.g. Name and contact details, employment history, qualifications Processed on behalf of the organisation you are applying to. Please see the organisation’s privacy notice for further information on how your personal data is processed during the recruitment stage. Legitimate interest – Educator Solutions HR Services have a contract with the organisation you are applying to, to provide a recruitment service.
NQT applicant data Processed to enable the applicant to appear on the NQT register. See NQT information below. Legitimate interest of enhancing NQT’s employability and providing the customer with resource.
Equal opportunity monitoring data

 

Processing to enable the organisation you are applying to keep separate records for equal opportunities monitoring purposes. This information will not be reviewed with your application form. It does not form part of the shortlisting, interviewing or appointment process. Legal obligation under the 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.

Special Category of data
Processing is necessary for reasons of substantial public interest.

Referee details Processed for reference purposes to enable the organisation you are applying to, to take up references where and when required. Legitimate interest – Educator Solutions HR Services have a contract with the organisation you are applying to, to provide a recruitment service.
Criminal conviction details (where applicable)

 

Processed by the organisation you are applying to, to enable them to determine your suitability for employment. Any conviction details provided by you in a sealed envelope will only be opened and considered at offer stage. Compliance with a legal obligation – DBS.
Disability details Processed by the organisation you are applying to, to determine if reasonable adjustments will be required for interview Compliance with a legal obligation – Equality Act 2010.
Right to work in the UK Processed by the organisation you are applying to, to enable them to determine your right to work in the UK. This will be used at interview and offer stage. Compliance with a legal obligation – Immigration, Asylum and Nationality Act – To not employ anyone who does not have the right to work in the UK.
User log-ons – applicants

 

Log on data is processed by Educator Solutions HR Service to:
-Resolve any access issues
– Inform reporting as described below.
Legitimate interest to provide a job application service to applicants to customers.
User log-ons – customers Log on data is processed by Educator Solutions HR Service to:
-Resolve any access issues
– Inform reporting as described below.
Legitimate interest to provide an HR service to the customer. Customers need log-ons to access application data.

 

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.

NQT Talent Pool
Data Reason for processing Legal basis for processing
Applicant data e.g. Name and contact details, employment history, qualifications To ensure NQT’s can be matched to appropriate job vacancies. Legitimate interest of enhancing NQT’s employability and providing resourcing opportunities to the customer.
Preference for place of work To ensure NQT’s can be matched to appropriate job vacancies. Legitimate interest of enhancing NQT’s employability and providing resourcing opportunities to the customer.
 
Supply register
Data Reason for processing Legal basis for processing
Applicant data e.g. Name and contact details, employment history, qualifications, referee details To ensure supply teachers can be contacted and are matched to suitable work. Where the supply teacher is engaged to work the legal basis is for the performance of a contract. Where the supply teacher is just kept on the holding register the legal basis is legitimate interest – to ensure supply teachers undergo the appropriate pre-employment checks before working in a school.
Personal data for pre-employment checks e.g. DBS disclosure number and date of check right to work documentation (e.g. passport), teacher reference number To ensure the supply teacher is suitable to work with children. Data is stored to demonstrate the checks have been undertaken. Compliance with a legal obligation – Safeguarding Vulnerable Groups Act, Keeping Children Safe in Education.
Claim forms e.g. Name and contact details, bank details, payroll number, NI number, DOB To ensure supply teachers are paid on time. Compliance with a legal obligation – Employment Rights Act.
Availability for work To ensure supply teachers are matched to suitable work. Legitimate interests – to provide a supply teachers service to our customers.
Booking information e.g. Name and contact details of customer contact. To provide confirmation to the customer of their booking, including who their supply teacher is. Legitimate interests – to provide a supply teachers service to our customers.
Reports Termination of unused assignments.

 

 

 

Supply on call – searching for matches when receive requests for supply cover from customers.

 

Claims checking.

 

Invoicing report – record of customers who are invoiced separately because they do not buy Service A.

Compliance with a legal obligation – GDPR to ensure we are not holding data when we have no legal basis for doing so.

 

Legitimate interest to provide a service to our customers.

 

Legitimate interest to ensure supply teachers are paid correctly based on claim forms submitted.

 

Legitimate interest – to ensure we are paid for services provided.

Feedback log  e.g. name, contact information of customer and supply teacher – employee number, salary details Feedback is provided from customers on quality of supply teaching to inform pay increment decisions Legitimate interest – to help inform pay increment decisions so that supply teachers receive pay awards where required.
Employee number, salary details To undertake an exercise to determine if supply teachers are given an increment Compliance with a legal obligation – STPCD
DBS charging e.g. name and cheque number To keep a record of the supply teachers who have paid for the DBS cheques Compliance with a legal obligation – Safeguarding Vulnerable Groups Act, Keeping Children Safe in Education

 

If we change, or add to, the ways in which we process your personal data we will inform you via this privacy notice.

Use of cookies by Vacancy Filler

You can read Vacancy Filler’s cookies policy at www.vacancy-filler.co.uk/privacy-policy/.

Search engine

Our website search is integral to the site.  Search queries and results are not stored or reported against. Job searches are logged anonymously to help us improve our website and search functionality. No user-specific data is collected by either Educator Solutions HR Services or Vacancy Filler.

Reporting

When someone visits  . If we do want to collect personally identifiable information through our website, we will inform you separately to this notice. We will make it clear when we collect personal information and will explain what we intend to do with it.

Supply

The Supply team undertake reports from the supply database . For a list of reports please see the ‘Supply Register’ table above

Security and performance

Educator Solutions HR Services uses a third party service to help maintain the security and performance of the Education Job Finder website and Applicant Tracking System. To deliver this service it processes the IP addresses of visitors to Education Jobs Finder. The Vacancy Filler privacy notice is available at www.vacancy-filler.co.uk/privacy-policy/.

Supply database

The supply database is hosted internally to Norfolk County Council on an internally developed web app. Customers are provided with log in details to enable them to view information. Educator Solutions HR Services staff access is restricted to only those who require access to provide the supply service and Norfolk County Council technical web staff for when they need to address technical issues.

Because the Supply Register is hosted by NCC servers it benefits from the security measures that Norfolk County Council puts into place. The NCC server infrastructure has many layers of security in line with the best practice provided by CESG and ISO27001.  NCC also test and secure their systems in line with the requirements for the annual PSN and IG Toolkit accreditations.

Retention

Vacancy Filler will store your details for the retention period set by the organisation you have applied for and your personal details will be deleted automatically once the data retention limit is reached.

Supply teachers

Supply teachers will be contacted each year (having given their consent to be contacted) to see if they wish to re-register. If they withdraw their consent to be on the register then their details will be removed. If no response is received their details will be removed in 12 months .

NQTs

Once an NQT has secured a job their details will be removed from the recruitment system. Name and where recruited to will be kept on a spreadsheet as a record for 6 months. Any NQT’s who do not secure a job prior to September of the year will be contacted and with agreement will be held in the talent pool for an extended period or otherwise deleted from the system.

Rectification and removal of data

Should you wish to remove your details prior to automatic deletion or for any other queries about your information is handled, please contact the organisation you are applying to directly.

Your rights in connection with personal information

Under certain circumstances, by law you have the right to:

  • Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it. To make a subject access request (SAR) please email [email protected] You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
  • Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
  • Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
  • Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
  • Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
  • Request the transfer of your personal information to another party.
  • Right to withdraw consent: In the limited circumstances where you may have provided your consent to the processing of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact mailto:[email protected] Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact [email protected] in writing.

Complaints or queries

Educator Solutions HR Services tries 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 in regard to the collection and processing of personal data for Education Job Finder or Supply Register purposes please contact [email protected] or 01603 307760.

If you want to make a complaint about the way we have processed your personal information, you can contact us directly using the contact details above or contact the Vacancy Filler support team on 01509 236 434 or email [email protected] contact the ICO, which oversees data protection law – www.ico.org.uk/concerns.

Data Protection policy

Norfolk County Council’s Data Protection Policy please go to www.norfolk.gov.uk and search for “data protection”.

Data Protection Officer

Norfolk County Council appoints a Data Protection Officer who coordinates data protection across the Council and can be contacted by writing to:

The Data Protection Officer, Norfolk County Council, Norfolk Record Office, The Archive Centre, Martineau Lane, Norwich, NR1 2DQ

or by email to [email protected]