We, the Board of Governors of St Patrick’s Grammar School, Armagh are a data controller of the personal information you provide to us as an individual employed at the school. This means that we will determine the purposes for which and the manner in which any personal information relating to school employees is to be processed.
We are required under the General Data Protection Regulation (GDPR) to notify you of the information contained in this privacy notice.
This privacy notice describes how we collect and use personal information about you during and after your working relationship with us, in accordance with the GDPR. It applies to all employees. This notice does not form part of any contract of employment or other contract to provide services. We may update this notice at any time but if we do so, we will provide you with an updated copy of this notice as soon as reasonably practicable.
It is important that you read and retain this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information and what your rights are under the GDPR.
If you have any questions about this privacy notice or how we handle personal information, please contact the Principal who will deal with your query. The Principal can be contacted on or at:
St Patrick’s Grammar School
Tel: 028 37522018
Our Data Protection Officer is Mr Dominic Clarke, the Principal, who monitors the school’s data protection procedures to ensure they meet the standards and requirements of the GDPR.
You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues. The ICO’s details are as follows:
HOW IS YOUR PERSONAL INFORMATION COLLECTED?
We collect personal information about employees through the application and recruitment process, either directly from candidates or sometimes from an employment agency or background check provider. We may sometimes collect additional information from third parties including former employers or background check agencies.
We will collect additional personal information in the course of job-related activities throughout the period of you working with us.
If you fail to provide certain information when requested, we may not be able to comply with our legal obligations (such as to ensure the health and safety of our employees).
WHAT PERSONAL INFORMATION DO WE COLLECT, STORE AND USE ABOUT INDIVIDUALS EMPLOYED IN THE SCHOOL?
We will collect, store and use various categories of personal information about school employees, for example:
We use CCTV for primary purpose of reducing the threat of crime generally, protecting the School’s premises and helping to ensure the safety of all staff, students and visitors consistent with respect for the individuals' privacy. These purposes will be achieved by monitoring the system to:
The system will not be used:
WHY DO WE COLLECT AND USE THIS INFORMATION?
The School collects and uses your personal information primarily to allow us to perform our contract with you. For example:
Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal information.
We have a legal right to collect and use personal information relating to our staff, for example:
We may also collect and use your personal information in order to meet legal requirements set out in the General Data Protection Regulation and UK law, including:
Whilst the majority of the personal information you provide to the school is required for us to comply with our legal obligations, some of that information is provided on a voluntary basis. When collecting data, the school will inform you whether you are required to provide this data or if your consent is needed. Where consent is required, the school will provide you with specific and explicit information with regards to the reasons the data is being collected and how the data will be used.
You have the right to withdraw your consent for that specific processing at any time.
To withdraw your consent, please contact the Ms L Vaughan on or at:
St Patrick’s Grammar School
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.
HOW LONG IS YOUR DATA STORED FOR?
Personal information relating to the school workforce at St Patrick’s Grammar School, Armagh is stored in line with the Department of Education Document Retention and Disposal Policy. This is a link to the Department of Education Document Retention and Disposal Policy which can be found at https://www.education-ni.gov.uk/publications/disposal-records-schedule. This will give you more information about how long we keep personal information.
In accordance with the General Data Protection Regulations, the school does not store personal information indefinitely; data is only stored for as long as is necessary to complete the task for which it was originally collected including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal information, we consider the amount, nature, and sensitivity of the personal information, the potential risk of harm from unauthorised use or disclosure of your personal information, the purposes for which we process your personal information and whether we can achieve those purposes through other means, and the applicable legal requirements.
In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you. Once you are no longer an employee at the School, we will retain and securely destroy your personal information in accordance with the Department of Education Document Retention and Disposal Policy.
WHO WE SHARE SCHOOL WORKFORCE INFORMATION WITH
We may have to share your data with third parties, including third-party service providers and other bodies such as:
We have put in place appropriate security measures to prevent personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a need to know. They will only process personal information on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator (currently the Information Commissioner’s Office) of a suspected breach where we are legally required to do so.
WHY WE SHARE SCHOOL WORKFORCE INFORMATION?
We will share your personal information with third parties where required by law or where it is necessary to administer the working relationship with you or where we have another legitimate interest in doing so.
To be granted access to school workforce information, organisations must comply with its strict terms and conditions covering the confidentiality and handling of the data, security arrangements and retention and use of the data.
TRANSFERRING INFORMATION OUTSIDE THE EU
We will not transfer the personal information we collect about you to any country outside the EU without telling you in advance that we intend to do so and what steps we have taken to ensure adequate protection for your personal information in those circumstances.
YOUR DUTY TO INFORM US OF CHANGES
It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us.
WHAT ARE YOUR RIGHTS?
Under GDPR, members of the school workforce have the right to request access to information about them that we hold. To make a request for your personal information, contact the Principal Mr D. Clarke on or at:
St Patrick’s Grammar School
Cathedral Road, Armagh, County Armagh, BT61 7QZ.
Tel: 028 37522018
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
You also have the right to: