Privacy notice for United Teaching

This notice is intended to provide information about how United Teaching will use or “process” personal data about individuals including current, past and prospective candidates (referred to in this notice as “candidates”).

Responsibility for Data Protection

The Data Controllers for personal information held by United Teaching are United Learning Trust (ULT) and United Church Schools Trust (UCST). ULT and UCST are registered with the Information Commissioner’s Office (ICO). The registration numbers are: ULT Z7415170, UCST Z533407X.

The Company Secretary is the Data Protection Officer (DPO) and is responsible for ensuring that United Teaching complies with the Data Protection Law. They can be contacted on company.secretary@unitedlearning.org.uk or 01832 864538.

Jackie Hayes is responsible for ensuring that the United Teaching complies with ULT and UCST policies and procedures in relation to Data Protection. They can be contacted on jackie.hayes@paddington-academy.org.

Why we collect and use Personal Data about candidates

United Teaching collect and hold personal information and use this personal data to enable us to:

respond to your query
process your application
communicate with you about your application
share relevant information about United Teaching and United Learning
seek references from your referees
let you know if there’s a security issue concerning your data
analyse application and service usage data

It is not possible to process an application without your personal information which is provided to us either directly by you when you apply or via https://www.gov.uk/apply-for-teacher-training for the following reasons:

Applying for teacher training
Registering your interest in, or a general enquiry relating to teacher training

As part of the application process, if you have not applied via https://www.gov.uk/apply-for-teacher-training please be aware that if successful, your data will be shared with Register trainee teachers ('Register') run by the Department for Education. You can view their privacy notice here.

The categories of personal data held about candidates

We hold the following candidate information that you enter directly when you apply. This includes personal data:

first name
last name
nationality
right to work
right to study
address (including country)
UK residency status
date of birth
phone number
email address
qualifications
work history
disability information (optional)
safeguarding information, such as any criminal convictions you declare (optional)
equality and diversity information (optional)

The legal basis for the processing candidate data
Under the UK GDPR, the lawful basis we rely on to process candidate information is:

Consent: the individual has given clear consent for United Teaching to process their personal data for a specific purpose i.e. to respond to queries or to process a candidate application.

Condition for processing special category personal data
Information relating to racial or ethnic origin, religious beliefs and disability will be processed for the purposes of ensuring equality of opportunity and treatment and, when necessary for complying with our legislative obligations.

Data Retention Periods

We will hold your information for the following periods of time:

Successful application – up to seven years from the end of the academic year in which you applied
Unsuccessful application – up to one year from the end of the academic year in which you applied
General enquiry – up to five years from the end of the academic year in which you made your enquiry.

Data Security

United Teaching has in place technical and organisational measures that ensure a level of security appropriate to the sensitive nature of the personal data that we process. For further information regarding how we keep personal data secure please refer to our security of personal data policy.

Data Processors

We use third party data processors to provide us with a variety of services[1]. This use of data processors will only take place if is in compliance with the UK GDPR and the Data Protection Act 2018 (and any subsequent legislation related to data protection in applicable jurisdictions).

Decisions on whether we contract with these third party processors are subject to a robust approval process and are based on a detailed assessment of the purpose for which the data processing is required, the level and sensitivity of data involved and the arrangements in place to store and handle the data. To be granted access to pupil level data, data processors must comply with strict terms and conditions covering the confidentiality and handling of data, security arrangements and retention and use of the data.

We currently use the following data processors:

Microsoft Office Suite, DfE: Apply and Register, HubSpot*, ESFAhelp, Swivl, iTrent, Mosaic.

*HubSpot host data outside of the UK and EU. They comply with EU-US Privacy Shield, further information is available via https://legal.hubspot.com/security.

Sharing Data with Third Parties (other data controllers)

Candidate data may be shared within UCST and ULT to assess candidate suitability, call for interviews etc.

We may share data with the following recipients:

[1]cloud storage services, applications and software to facilitate the secure transfer of application data between United Teaching and the DfE and UCST/ULT schools as part of the application and interview process.

Department for Education

Partner schools

Where United Teaching is the teacher training provider for schools outside the United Learning group, we may share your data with them in the course of processing your application and, if successful, appointment.

Rights of the Data Subject

Data protection legislation gives individuals certain rights which are detailed below. If you wish to exercise these rights please contact Jackie Hayes on jackie.hayes@paddington-academy.org or the Group Data Protection Officer.

Right of access to personal data “subject access request”

You have the right to access the personal data that United Teaching holds about you. Requests need to be made in writing. We take the security of personal data seriously so we may ask you for proof of identity to verify that you are entitled to the information requested.

Right to withdraw consent

Where we have obtained your consent to specific processing activities you may withdraw this consent at any time.

Right to rectification

You have the right to have the personal data that we hold about you rectified if it is inaccurate or incomplete. We will respond to such requests within one month.

Right to erasure

You have the right to have personal data erased in certain specific circumstances. If you make such a request, we will consider whether the right to erasure applies and give you a full and reasoned response.

Right to restrict processing

In certain circumstances you have the right to request that we restrict the processing of your personal data. If you make such a request, we will consider whether the right to restrict processing applies and give you a full and reasoned response.

Further Information

Contact details for data controller and data protection officer

For further information regarding your rights please refer to our rights of the data subject policy. If you disagree with a decision that we have taken regarding the processing of your personal data please contact ULT and UCST Company Secretary, Alison Hussain, on 01832 864538 or company.secretary@unitedlearning.org.uk.

You also have the right to lodge a complaint with the information Commissioners Office on 0303 123 1113 or https://ico.org.uk/for-the-public/.

Jackie Hayes is responsible for ensuring that the United Teaching complies with ULT and UCST policies and procedures in relation to Data Protection and can be contacted on jackie.hayes@paddington-academy.org.