Privacy Notice for Governors

Governor Privacy Notice

This Privacy Notice is to help you understand how and why we collect your personal information and what we do with that information. It also explains the decisions you can make about your own information. 

Who We Are

Under Data Protection legislation, the school is a data controller.

The contact details for the school are as follows:

Mrs Claire Flatman

Great Whelnetham Church of England Primary School

Stanningfield Road

Bury St Edmunds

IP30 0UA

Tel: 01284 386203                                                                                       

Email: c.flatman@asst.org.uk

Our Data Protection Officer

The school’s data protection officer is:

Ms Tracey Riches

Clear7 Consultancy Limited

71a Henley Road




Tel: 07961 856 389

Email: tracey.riches@clear7.co.uk

Website: https://clear7.co.uk/

The categories of governor information that we process include:

  • personal identifiers, contacts and characteristics (such as name, date of birth, contact details, address and postcode)
  • governance details (such as role, start and end dates, governor ID, DBS data and pecuniary interests)

Why we collect and use governor information

The personal data collected is essential, in order for the School to fulfil their official functions and meet legal requirements.

We collect and use governor information, for the following purposes:

a)            to meet the statutory duties placed upon us

Under the General Data Protection Regulation (GDPR), the legal basis we rely on for processing personal information for general purposes is:

  • for the purpose a) named above in accordance with the legal basis of Legal Obligation

All maintained school governing bodies, under section 538 of the Education Act 1996 and academy trusts, under the Academies Financial Handbook have a legal duty to provide the governance information as detailed above.

Collecting governor information

We collect personal information via governor contact forms, GIAS, training records and the pecuniary interests form.

Governor data is essential for the School’s operational use. Whilst the majority of personal information you provide to us is mandatory, some of it may be requested on a voluntary basis. In order to comply with GDPR, we will inform you at the point of collection, whether you are required to provide certain information to us or if you have a choice in this.

Who we share governor information with

We routinely share this information with:

  • our local authority
  • the Department for Education (DfE)
  • Schools’ Choice

Why we share governor information

We do not share information about our governors with anyone without consent unless the law and our policies allow us to do so.

  • All Saints Schools Trust: We are required to share information about our governors with the trust due to being an academy and therefore subject to scrutiny by the Trust.
  • Department for Education: The Department for Education (DfE) collects personal data from educational settings and local authorities. We are required to share information about our governors with the Department for Education (DfE), under: section 538 of the Education Act 1996
  • Schools’ Choice for training records and GovernorHub

All data is entered manually on the GIAS system and held by DfE under a combination of software and hardware controls which meet the current government security policy framework. For more information, please see ‘How Government uses your data’ section.

Requesting access to your personal data

Under data protection legislation, you have the right to request access to information about you that we hold.

Under certain circumstances you also have the right to:

  • object to processing of personal data that is likely to cause, or is causing, damage or distress
  • prevent processing for the purpose of direct marketing
  • object to decisions being taken by automated means
  • in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
  • a right to seek redress, either through the ICO, or through the courts

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. Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/

How Government uses your data

The governor data that we lawfully share with the DfE via GIAS:

will increase the transparency of governance arrangements

  • will enable schools and the department to identify more quickly and accurately individuals who are involved in governance and who govern in more than one context
  • allows the department to be able to uniquely identify an individual and in a small number of cases conduct checks to confirm their suitability for this important and influential role

Data collection requirements

To find out more about the requirements placed on us by the Department for Education including the data that we share with them, go to https://www.gov.uk/government/news/national-database-of-governors

Note: Some of these personal data items are not publically available and are encrypted within the GIAS system. Access is restricted to a small number of DfE staff who need to see it in order to fulfil their official duties. The information is for internal purposes only and not shared beyond the department, unless the law allows it.

How long do we keep your personal data for?

The School will keep your data for as long as you are on the Governing Body. In some circumstances, such as for safeguarding, we will keep the information indefinitely.

Regarding he period for which your data is held after the end of employment, our school follows the guidance set out in the IRMS Handbook for Schools.


If you have any questions or concerns about the information in this Notice or your rights, you can contact the School using the details above. Alternatively, if you are still not satisfied with the way the School has handled your personal data, you can contact the Information Commissioner’s Office on 0303 123 1113. For more information, please see https://ico.org.uk/concerns/.