Policies

Privacy notice for prospective employees

Queen Elizabeth’s Global Schools is a ‘data controller’. This means that we are responsible for deciding how we hold and use personal information about you. You are being given this privacy notice because you are applying for employment with us (whether as an employee, worker or contractor). It makes you aware of how and why your personal data will be used, namely for the purposes of the recruitment exercise, and for how long it will usually be retained for. It provides you with certain information that must be provided under the General Data Protection Regulation (GDPR) and local data protection laws.

Data protection principles

We will comply with data protection laws and principles, which means your data will 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 that 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

Information we hold about you

In connection with your application to work with us, we will collect, store and use the following categories of personal information about you (where applicable):

• The information you provided us in your curriculum vitae and cover letter

• The information you have provided on our application form, including name, title, address, telephone number, personal email address, date of birth, gender, nationality, passport, visa, employment history, qualifications, hobbies and interests, personal statement

• Any information you provide us during an interview

• The results of any tests or exercises

We may also collect, store and use the following types of more sensitive personal information:

• Information about your race or ethnicity, religious beliefs and political opinions

• Information about your health, including any medical conditions, health and sickness records

• Information about criminal convictions and offences

Why we process this data

Under the GDPR, a data controller should only collect your personal data if it has a valid purpose for doing so that falls into one of the prescribed categories set out in the GDPR. Our purposes for processing your data are outlined below.

• The school has a legitimate interest in processing data for the purpose of managing the recruitment process, such as assessing your suitability for a role and making a decision about who to hire. We may also need to process data from job applicants to respond to and defend against legal claims

• If successful in your application, we will also need this data to be able to enter into a contract with you and fulfil that contract

• We need to process data to meet our legal obligations, such as conducting checks to confirm your right to work in the UK, or for the completion of criminal record checks, prior to employment commencing

• Information about any disabilities you may have is needed to ensure that reasonable adjustments can be made to the recruitment process, as required

• Where we need to process other special categories of data, such as information about ethnic origin, or disability, this is for equal opportunities monitoring purposes as permitted by Data Protection laws. This information will be kept separate from your application

How is your personal information collected?

We collect personal information about applicants from a range of sources, including but not limited to the following:

• You, the applicant

• Recruitment agencies

• Disclosure and Barring Service and other police clearance and criminal background check authorities in countries you have worked to gather information on criminal convictions

• Your named referees

• Data from third parties from a publicly accessible source

Sharing your data

We may share your data where reasonable with third parties, including third-party service providers such as recruitment consultants or advisors working with Queen Elizabeth’s Global Schools.

We require third parties to respect the security of your data and to treat it in accordance with the law.

Your data rights

As a data subject, you have a number of rights under data protection laws. Subject to the statutory limitations, you can:

• Access and obtain a copy of your data on request
• Require us to change incorrect or incomplete data
• Require us to delete or stop processing your data
• Object to the processing of your data where we rely on its legitimate interests
• Ask us to transfer your data to another organisation
• Raise a complaint with a supervising authority

What if you do not supply personal data

You are under no statutory or contractual obligation to provide data during the recruitment process. However, if you do not provide the information, we may not be able to process your application.

Any queries about this privacy notice or complaints about the processing of your personal data can be sent to our Data Protection Officer at: dpo@qeglobal.com.

Privacy notice for staff

Under the data protection law, individuals have a right to be informed about how we use any personal data that we hold about them. We comply with this right by providing ‘privacy notices’ (sometimes called ‘fair processing notices’) to individuals where we process their personal data.

This privacy notice explains how we collect, store, and use personal data about you.

We, Queen Elizabeth’s Global Schools, are the ‘data controller’ for the purposes of data protection law.

You can contact our Data Protection Officer at dpo@qeglobal.com.

Personal data we hold

We process data related to those we employ, or otherwise engage, to work at our school. Personal data that we may collect, use, store, and share (when appropriate) about you includes, but is not restricted to:

• Contact details, passport and visa information

• Date of birth, marital status, gender and family details

• Next of kin and emergency contact numbers

• Salary, bonuses, expense claims, annual leave and benefits information

• Bank account details and payroll record, National and Residence identifications

• Recruitment information, including copies of Disclosure and Barring Service (DBS)/police/ International Child Protection Certificate (ICPC) certificates, references and other information included in a curriculum vitae (CV) or cover letter or as part of the application process

• Criminal history or convictions for safeguarding purposes, in compliance with local laws and international child protection standards

• Qualifications and employment records, including work history, job titles, working hours, training records, and professional memberships

• Performance information

• Outcomes of any disciplinary and/or grievance procedures

• Absence data

• Copy of driving license

• Photographs

• CCTV footage

• Data about your use of the school’s information and communications system

We may also collect, store and use information about you that falls into ‘special categories’ of more sensitive personal data. This includes information about (where applicable):

• Race, ethnicity, and religious beliefs, health, including any medical conditions and disabilities, and sickness records

• We collect technical details about the devices used to access our platform, such as internet connection details (including internet protocol (IP) addresses), device specifications, browser types, and operating systems. This information helps us understand user behaviour patterns and enhance digital experiences

Why we use this data

The purpose of processing this data is assist us in managing our schools, including:

• Recruiting, onboarding, and contract administration

• Processing salaries, and benefits

• Contacting you or your next of kin in an emergency

• Facilitating safe recruitment, as part of our safeguarding obligations

• Enabling ongoing safeguarding measures

• Supporting effective performance management

• Ensuring your health, safety, and wellbeing, including making reasonable adjustments to your role or working environment

• Informing our recruitment and retention policies

• Allowing better financial modelling and planning

• Enabling equalities monitoring

• Improving the management of workforce data across the sector

• Ensuring compliance with licensing, visas and local regulations

• Celebrating your contribution to the school’s work

• Managing internal communication and information technology (IT)

Our legal basis for using this data

We only collect and use personal information about you when the law allows us to. Most commonly, we use it where we need to:

• Fulfil a contract we have entered into with you

• Comply with a legal obligation

• Comply with safeguarding policies and procedures

• Carry out a task in the public interest

Less commonly, we may also use personal information about you where:

• You have given us consent to use it in a certain way

• We need to protect your vital interests (or someone else’s interests)

Where we have your permission to use your data, you may withdraw this at any time. We will make this clear when we ask for permission, and explain how to withdraw consent.

In some cases, the reasons listed above for collecting and using your information overlap and there may be multiple grounds for using your information.

Collecting this information

While the majority of the information we collect from you is mandatory, there is some information you can choose whether or not to provide to us.

Whenever we seek to collect information from you, we make it clear whether you must provide this information (and if so, what the possible consequences are of not complying), or whether you have a choice.

How we store this data

We create and maintain an employment file for each staff member. The information contained in this file is kept secure and is only used for purposes directly related to your employment.

The period of time that information will be kept for will be determined in relation to the law and with reference to the Information and Records Management Society guidelines, where there is no time period set in the law.

Data sharing

We do not share information about you with third parties without your consent unless the law and our policies allow us to do so.

Where it is legally required, or necessary (and complies with data protection laws), we may share personal information about you with:

• Local authorities to meet our legal obligations to share certain information with then, such as safeguarding concerns

• Your family or representatives in the event of an emergency or an urgent concern regarding your wellbeing

• Educators and examining bodies to support the formal assessment system for students

• Local regulators to ensure the school is compliant with regulatory requirements and to ensure that the quality of education can be independently assessed and validated

• Suppliers and service providers to enable them to provide the services we have contracted them for, such as payroll

• Financial organisations so we can fulfil contracts for services provided to you; receive the funding and financial support you are entitled to; and allow you to participate in activities such as trips

• Central and local government to meet our legal reporting requirements

• Our auditors so school finances can be verified

• Associations where you are a member and are engaged in negotiations or are involved in disciplinary proceedings against you or into your conduct or if you have raised a complaint about the school

• Health and welfare authorities to support your wellbeing, to assess your fitness for work, and to ensure that the necessary support is in place to help you in case of illness or disability

• Security organisations to protect your health and safety and that of students, colleagues and visitors

• Professional advisers and consultants to support effective performance management and your professional development

• Charities and voluntary organisations where they are providing a service, such as counselling, which is in your interest

• Police forces, courts, tribunals to meet our legal duties and to safeguard students

• Professional bodies to verify your qualifications and right to work and to support your professional development

• Employment and recruitment agencies to enable the recruitment of the highest quality staff, or to support you in moving to a new job if you choose to leave

Transferring data internationally

Where we share data with an organisation outside the country, we will protect your data by following the data protection laws.

Your rights

Here are the steps you can take to access personal information we hold about you. You can find out if we hold any personal information about you, and how we use it, by making a ‘subject access request’.

If we do hold information about you, we will:

• Provide you its description

• Tell you why we are holding and using it, and how long we will keep it for

• Explain where we got it from, if not from you

• Tell you who it has been, or will be, shared with

• Let you know if we are using your data to make any automated decisions (decisions being taken by a computer or machine, rather than by a person)

• Give you a copy of the information

You may also ask us to send your personal information to another organisation electronically under certain circumstances.

If you want to make a request please contact our data protection officer.

Your other rights over your data

You have other rights over how your personal data is used and kept safe, including the right to:

• Say that you do not want it to be used if it would cause, or is causing, harm or distress

• Stop it being used to send you marketing materials

• Say that you do not want it used to make automated decisions (decisions made by a computer or machine, rather than by a person)

• Have it corrected, deleted or destroyed if it is wrong, or restrict our use of it

Complaints

We take any complaints about how we collect and use your personal data very seriously, so please let us know if you think we have done something wrong.

You can make a complaint at any time by contacting our data protection officer.

Contact us

If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please contact our data protection officer: dpo@qeglobal.com

Privacy notice for students

You have a legal right to be informed about how we use any personal information that we hold about you. To comply with this, we provide a ‘privacy notice’ to you where we are processing your personal data.

This privacy notice explains how we collect, store, and use personal data about you.

We, Queen Elizabeth’s Global Schools, are the ‘data controller’ for the purposes of data protection law.

You can contact our Data Protection Officer at dpo@qeglobal.com

The personal data we hold

We hold some personal information about you to ensure we can help you learn and look after you at our schools.

We also obtain information about you from other sources, such as other schools, local authorities, and government agencies. This information includes:

• Personal information such as your name, date of birth, passport information, visa information, and unique student number

• Your contact details, including your home address

• Your test and assessment results

• Your attendance records

• Your characteristics, like your ethnic background, nationality, and school meal specifications

• Details of any special educational needs

• Any medical conditions you may have

• Details of any behaviour issues or exclusions

• Records of your usage of information technology (IT) when using a school device or network

• Photographs

• CCTV images

We may also collect, store and use information about you that falls into ‘special categories’ of more sensitive personal data. This includes information about (where applicable):

• Characteristics, such as ethnicity, languages spoken, and eligibility for certain benefits

• Family details

• Physical and mental health, including medical conditions

• Support received, including care packages, plans, and support providers.

We may also hold data about you that we have received from other organisations, such as other schools and government agencies.

Why we use this data

We use this data to manage the school, including to:

• Fulfil our legal responsibilities

• Get in touch with you and your parents when we need to

• Support your transition to senior school and then university, further study and training, or employment when you leave

• Find out how you are doing on internal and external exams and if you or your teachers need any extra help

• Support your entry to public examinations

• Track how well the school as a whole is performing

• Keep you and your fellow students safe, including online

• Take care of your wellbeing and ensure you are provided with the support you require if you have any particular needs

• Make sure you are treated fairly

• Celebrate your achievements

Our legal basis for using this data

We will only collect and use your information when the law allows us to. Typically, we will use your information where:

• We need to comply with the law

• We need to use it to carry out a task in the public interest (in order to provide you with an education)

Occasionally, we may also use your personal information where:

• You, or your parents have given us permission to use it in a certain way

• We need to protect your interests (or someone else’s interests)

Where we have permission to use your data, you or your parents may withdraw this at any time. We will make this clear when we ask for permission, and explain how to withdraw consent.

It is possible that some of the reasons listed above for collecting and using your information overlap, and that there may be multiple reasons for us to collect and use it.

Collecting this information

While in most cases you, or your parents, must provide the personal information we need to collect, there are some occasions when you can choose whether or not to provide the data.

We will always notify you if it is optional. If you must provide the data, we will explain what might happen if you do not do so.

How we store this data

We will keep personal information about you while you are a student at our school. We may also keep it after you leave the school, where we are required to by law.

Data retention periods will be determined in accordance with the law, General Data Protection Regulation (GDPR) and local Data Protection laws.

Data sharing

We do not share personal information about you with anyone outside Queen Elizabeth’s Schools without permission from you or your parents, unless the law and our policies allow us to do so.

Where it is legally required, or necessary for another reason allowed under local data protection law, we may share personal information about you with:

• Local authorities to comply with our legal obligations to share certain information with them, such as concerns about students’ safety and exclusions

• Your parents and representatives so they can exercise their rights to be involved in decisions about your education and to facilitate Queen Elizabeth’s Global Schools collaboration with them in your interests

• Visiting teachers and coaches so you can access additional opportunities in specialist areas of education such as music, languages or physical education

• Examining bodies to meet our responsibilities to awarding bodies to allow you to participate in public exams

• Local school regulators so they can hold us to account for the quality of education we provide to you

• Suppliers and service providers so that they can provide the services we have contracted them for

• Financial organisations so we can fulfill contracts for services to be provided to you; receive the funding and financial support you are entitled to; and allow you to participate in paid for activities, such as trips

• Our auditors so the school’s finances can be verified in your interest

• Health authorities to protect your vital interests, so that medical professionals and the school can best look after your health and wellbeing

• Security organisations to keep you, your peers, and staff safe

• Professional advisers and consultants to help us provide you with the best education possible, in your and the public interest

• Charities and voluntary organisations where they provide a service, such as counselling, which is in your interest

• Police forces, courts and tribunals to meet our legal duties and to keep you safe

• Professional bodies to support your teachers and support staff to provide the best education

Transferring data internationally

Where we share data with an organisation that is based outside the country, we will protect your data by following the data protection law.

Your rights

How to access personal information we hold about you

You can find out if we hold any personal information about you, and how we use it, by making a ‘subject access request’, as long as we judge that you can properly understand your rights and what they mean.

If we do hold information about you, we will:

• Provide you its description

• Tell you why we are holding and using it, and how long we will keep it for

• Explain where we got it from, if not from you or your parents

• Tell you who it has been, or will be, shared with

• Let you know if we are using your data to make any automated decisions (decisions being taken by a computer or machine, rather than by a person)

• Give you a copy of the information

You may also ask us to send your personal information to another organisation electronically under certain circumstances.

If you want to make a request, please contact our data protection officer.

Your other rights over your data

You have other rights over how your personal data is used and kept safe, including the right to:

• Say that you do not want it to be used if it would cause, or is causing, harm or distress

• Stop it being used to send you marketing materials

• Say that you do not want it used to make automated decisions (decisions made by a computer or machine, rather than by a person)

• Have it corrected, deleted or destroyed if it is wrong, or restrict our use of it

Complaints

We take any complaints about how we collect and use your personal data very seriously, so please let us know if you think we have done something wrong.

You can make a complaint at any time by contacting our data protection officer.

Contact us

If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please contact our data protection officer:

dpo@qeglobal.com