Governance Team – Privacy Notice

Why do we collect and use this information

Hampshire County Council is a Data Controller for the purpose of collecting and using your information to provide school governors with services through a subscription scheme. The Governance Team at Hampshire County Council will also process your personal data when providing support to Maintained School Governors or Education Centre Management committees outside of a subscription where that processing is consistent with our statutory duties to provide support.  

We use your personal data to:

• provide you with a subscription to services for Governors or members of management committees.
• administer and deliver a wide range of training opportunities including training courses, inductions and support for clerks, briefings on legislation and policy change and conferences.
• enable access to our e-learning modules.
• deliver bespoke training where required depending on your requirements.
• provide you with relevant advice through email, telephone or virtual or in person in meetings.
• Supply you with a regular electronic newsletter for governors and clerks.
• provide you with a clerking service or process requests for additional clerking support including the processing of payments.
• undertake statistical and financial forecasting and planning to improve our services and ensure our services meet your requirements.
• complete statutory returns, including supporting governing bodies to provide certain information it holds to the Secretary of State for Education about their governors and governance arrangements in line with section 538 of the Education Act 1996.

  If you do not subscribe to services, then you can still access support from the Governance Team on the following subjects which will involve processing your personal data to:

• provide you with advice and guidance on the makeup of your board of governors.
• provide you with access to the governor training as a sold service including processing payment information.
• provide relevant information we hold to the Secretary of State for Education about your governors and governance arrangements in line with section 538 of the Education Act 1996.

The categories of information that we collect, hold and share

The following personal information about governors is processed by Hampshire County Council’s Governance Team:

• personal information such as your name, email address, telephone number address.
• Personal information about your role as a governor or management committee member such as the school you work for, the day you joined, the training you’ve accessed and matters arising that you have sought advice on.

The lawful basis on which we process this information:

For delivering our statutory functions, we collect and use the information ensuring that we comply with the UK General Data Protection Regulations (UK GDPR) and Data Protection Act (DPA2018) requirements for processing through:

• Article 6(1) (e) - the processing is necessary to perform a task in the public interest or for our official functions, and the task or function has a clear basis in law;

These articles under the UK GDPR and DPA2018 are supported by the following specific legislation:

• Section 13(a) of the Education Act 1996;
• Section 22 and Schedule 6 of the Education Act 2002; and
• Section 31(1a&b), (2a) of the School Governance (Constitution) (England) Regulations 2012.

Under this lawful basis we do not require your consent to process this information, but we are required, through this privacy notice, to ensure you are fully informed of why we are collecting this information and what we will do with it.

Storing and securing data

The information provided to us will be held within the County Council’s Document Management System (DMS) which is hosted by the County Council in secure UK based data centres. It will be kept in line with our retention schedule and then deleted as appropriate. The information is encrypted when in transit between County Council users of the system and the data centre the information is hosted within.

The County Council takes its data security responsibilities seriously and has policies and procedures in place to ensure the personal data held is:

• prevented from being accidentally or deliberately compromised;
• accessed, altered, disclosed or deleted only by those authorised to do so;
• accurate and complete in relation to why we are processing it;
• continually accessible and usable with daily backups; and
• protected by levels of security ‘appropriate’ to the risks presented by our processing.

The County Council also ensures its IT Department is certified to the internationally recognised standard for information security management, ISO27001.

Who do we share information with?

We use the information provided by schools to complete the statutory return to the Secretary of State for Education about their governors and governance arrangements in line with Section 538 of the Education Act 1996).

Depending on the individual circumstances of each situation, we may have to share this information with other teams within the County Council or partner organisations to fulfil our statutory duties in ensuring the safeguarding and wellbeing of children.

Requesting access to your personal data and your rights

For further information on how we handle personal information, your data rights, how to contact the County Council’s Data Protection Officer, please see our General Privacy Notice.

If you have a concern about the way we are collecting or using your personal data, you can raise your concern with us in the first instance or you can go directly to the Information Commissioner’s Office, as the supervisory authority.

Contact Details