Privacy notice
What is the purpose of this notice?
The EducationHR team (as part of Norfolk County Council) 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
EducationHR provides a recruitment service to the organisation you are applying to. In turn, EducationHR has Hire Road as a third-party supplier of recruitment software and Teacher Booker as a third-party supplier of supply booking software.
EducationHR and Hire Road act as data processors by providing an online recruitment service (Hire Road), which organisations (who will be data controllers) can use for their recruitment campaigns and application processes.
EducationHR and Teacher Booker act as data processors for the Norfolk Supply Register by providing supply booking software and service, which organisations (who will be data controllers) can use for making arrangements for staff cover.
If the vacancy you are applying for is linked to our Education Job Finder 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, Hire Road, and support staff at both Hire Road and EducationHR 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.
If you are a candidate in of one of our talent pools, we hold your application on the Hire Road system and provide it to organisations to review for shortlisting for vacancies they have. We will notify you of each organisation we put your application forward to. If you join the Norfolk Supply Register your application form will be received via Hire Road and then added to our supply booking system, Teacher Booker to ensure you can be offered work as a supply teacher.
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.
EducationHR and Hire Road 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 EducationHR and Hire Road 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. | Performance of a contract – engaged by the potential employer to carry out support with some of their employer responsibilities. EducationHR have a contract with the organisation you are applying to, to provide a recruitment service. |
| Talent pool applicant data | Processed to enable the applicant to appear on the talent pools. See Talent pool information below. | Performance of a contract – engaged by the potential employer to carry out support with some of their employer responsibilities. EducationHR have a contract with the organisation you are applying to, to provide a recruitment service. |
| 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. EducationHR will use your referee details to request references for ECT talent pool applications and Headteacher applications. |
Performance of a contract – engaged by the potential employer to carry out support with some of their employer responsibilities. EducationHR have a contract with the organisation you are applying to, to provide a recruitment service. |
| 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 EducationHR to: -Resolve any access issues – Inform reporting as described below. |
Performance of a contract – engaged by the potential employer to carry out support with some of their employer responsibilities. EducationHR have a contract with the organisation you are applying to, to provide a recruitment service. |
| User log-ons – customers | Log on data is processed by EducationHR to: -Resolve any access issues – Inform reporting as described below. |
Performance of a contract – engaged by the potential employer to carry out support with some of their employer responsibilities. EducationHR have a contract with the organisation you are applying to, to provide a recruitment service. |
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.
Talent Pools
| Data | Reason for processing | Legal basis for processing |
| Applicant data e.g., Name and contact details, employment history, qualifications | To ensure candidates can be matched to appropriate job vacancies. | Performance of a contract – engaged by the potential employer to carry out support with some of their employer responsibilities. EducationHR have a contract with the organisation you are applying to, to provide a recruitment service. |
| Preference for place of work | To ensure candidates can be matched to appropriate job vacancies. | Performance of a contract – engaged by the potential employer to carry out support with some of their employer responsibilities. EducationHR have a contract with the organisation you are applying to, to provide a recruitment service. |
Norfolk 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. | Performance of a contract – engaged by the potential employer to carry out support with some of their employer responsibilities. EducationHR have a contract with the organisation you are applying to, to provide a recruitment service. |
| Personal data for pre-employment checks e.g., DBS disclosure number and date of check right to work documentation, (e.g., passport), online check, 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. |
| Availability for work | To ensure supply teachers are matched to suitable work. | Performance of a contract – engaged by the potential employer to carry out support with some of their employer responsibilities. EducationHR have a contract with the organisation you are applying to, to provide a recruitment service. |
| 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. | Performance of a contract – engaged by the potential employer to carry out support with some of their employer responsibilities. EducationHR have a contract with the organisation you are applying to, to provide a recruitment service. |
| Reports | Termination of unused assignments.
Searching for matches when receive requests for supply cover from customers. 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.
Performance of a contract – engaged by the potential employer to carry out support with some of their employer responsibilities. EducationHR have a contract with the organisation you are applying to, to provide a recruitment service. Performance of a contract – engaged by the potential employer to carry out support with some of their employer responsibilities. EducationHR have a contract with the organisation you are applying to, to provide a recruitment. |
|
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 ensure quality assurance. | Performance of a contract – engaged by the potential employer to carry out support with some of their employer responsibilities. EducationHR have a contract with the organisation you are applying to, to provide a recruitment |
| DBS charging e.g., name and cheque number | To keep a record of the supply teachers who have paid for their DBS | 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 Hire Road
You can read Hire Road’s privacy policy, including cookie use at https://hireroad.com/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 EducationHR or Hire Road.
Reporting
When someone visits Education Job Finder, 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 Teacher Booker supply system . For a list of reports please see the ‘Supply Register’ table above
Security and performance
EducationHR use 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 Job Finder. The Hire Road privacy notice is available at https://hireroad.com/privacy-policy
Supply
EducationHR use a third party service (Teacher Booker) to help maintain the security and performance of the Norfolk Supply Register. Teacher Booker’s privacy policy can be viewed here https://app.teacherbooker.com
Customers and supply teachers are provided with log in details to enable them to view information. EducationHR staff access is restricted to only those who require access to provide the supply service and Teacher Booker staff for when they need to address technical issues or system development work.
Retention
Hire Road and Teacher Booker 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 check they still want to be on the register. If they withdraw their consent to be on the register then their details will be removed.
Talent Pools
Once a talent pool candidate has secured a job their details will be removed from Teacher Booker and/or the recruitment system. Name and where recruited to will be kept on a spreadsheet as a record for 6 months. Any ECT talent pool candidates 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 [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
EducationHR aim 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 the Norfolk 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 Hire Road support team on 01509 236 434 or email [email protected] or 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]