Privacy Notice (How we use trainee information)

Data protection principles:

The Shire Foundation is the data controller and we will collect and use your data.  This notice explains what we collect, why and how we use it. This notice relates to: prospective Shire Foundation trainees, i.e. those attending marketing events; those enquiring about our courses in person or electronically; candidates applying for our courses and those attending Shire Foundation interviews.  Shire Foundation trainees are also covered by this notice, both during the training year and thereafter.

We will comply with data protection law, which states that data we hold about you must be:

  • Processed lawfully, fairly and in a transparent manner relating to individuals

  • Collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purpose

  • Adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed

  • Accurate and, where necessary, kept up-to-date

  • Kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed

  • Processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.

The categories of trainee information that we collect, hold and share include:

  • Personal information (such as name, address, email and phone contact, next of kin emergency contact details, record of proof of identity, such as passport, birth certificate or driving licence, national insurance number)

  • Characteristics (such as country of birth, nationality, residential category, disability/special needs)

  • Academic qualifications, including copies of degree certificates, GCSE certificates (English, mathematics and science) and skills test records.

  • Record of previous employment, including your UCAS application form and references.

  • Attendance information (such as centre-based training sessions attended, number of absences from school training, formal requests made related to absences)

  • Assessment and attainment information, including Continuous Assessment Profile, CAP tracker, VT visit reports, final assessment documentation, records of cross moderation and records of marked tasks and/or assignments.

  • Safeguarding information including DBS number and date completed

  • Medical and additional needs information, where necessary.  To include Disabled Students’ Allowances Needs Assessment Reports (DSA)

  • Photographs

  • Video recordings (if undertaken)

  • CCTV from on-site school cameras.

Why we collect and use this information:

  • We use trainee data to:

  • Support trainee learning

  • Monitor and report on trainee progress and attainment

  • Provide appropriate pastoral support

  • Assess the quality of The Shire Foundation’s training provision

  • Comply with safeguarding obligations

  • Demonstrate compliance with the DfE initial teacher training criteria

The lawful basis on which we use this information:

  • We collect and use trainee information under the lawful basis of public interest and for special category data (such as ethnicity, DBS and medical information), because it is necessary for a reason of substantial public interest.

  • Some of the information we collect and use is provided with your consent and this is the lawful basis for us processing it.  We will make it clear where we are asking for your consent and why, and provide you with the opportunity to refuse to provide us with that information, explaining what the consequence of that will be.

  • It is important that the personal information we hold about you is accurate and current, so please keep us informed of any changes to your personal information during your working relationship with us.

Storing trainee data:

  • We hold trainee data for as long as we need to in order to train you, and as part of our duty of care to all trainees, staff and children.  We will only retain information for as long as necessary to fulfil the purposes we collected it for and for the purpose of fulfilling any legal, accounting or reporting requirements. We will keep some information after you have completed the training period.  This will be for legal reasons, but also in order to provide references or academic transcripts.

  • All staff are responsible for ensuring that any personal data that we hold is kept securely. Data relating to trainees, which is kept on memory stick or on a computer/laptop will be password protected.  Hard copy data will be kept in a locked filing cabinet, drawer or cupboard.

Data sharing:

  • We will routinely share trainee information with:

  • The Visiting Tutor allocated to you for the duration of the training year

  • The schools in which you will complete your training

  • The overall progress and attainment of the trainee cohort as a whole will be discussed as part of termly Management Team meetings, for quality assurance purposes.  For this process the names of individuals and their schools will be anonymised.

  • Where there is a specific cause for concern regarding the progress and/or conduct of a trainee, or the support provided by a partnership school, more specific data will be shared.  However, all data will remain confidential to the meeting, and will be anonymised within the meeting minutes.

  • We may have to share your data with third parties, including where required by law. We will require third parties to respect the security of your data and to only process your data for specified purposes and in accordance with our instructions.  We do not share information about our trainees without consent unless the law and our policies allow us to do so.

  • These parties include:

  • The Department for Education

  • Ofsted

  • Student Loans Company

  • The PGCE validating university

  • Auditors

  • External Examiners

Requesting access to your personal data:

  • Under data protection legislation, you have the right to request access to information that we hold.  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 or erased or destroyed

  • Claim compensation for damages caused by a breach of the Data Protection regulations

  • To make a request for your personal information, or to request any of the rights associated with this data please contact Dr. Julie Darmody.  Please note that we cannot always agree to the request.  We will consider all requests and explain the reason for the decision.

  • If you have any concerns about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance.  Alternatively, you can contact the Information Commissioner’s Office at


  • If you would like to discuss anything in this privacy notice, please contact:

  • Mrs. Tracey Murphy, Finance Officer

  • The Shire Foundation’s Data Protection Officer is Yvonne Salvin who can be contacted at